City of Chicago Subcontractor Approval Form Guide
This file contains the instructions for submitting the Request for Subcontractor/Supplier/Subconsultant Approval form. Users will find detailed steps to fill out the form accurately, including necessary approvals. Ideal for contractors and consultants working with the City of Chicago.
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How do I fill this out?
To fill out this form, start by accessing the fillable RSA form available on the City's website. Ensure to complete all sections except the debarment and debt check, as these will be handled by DPS staff. Finally, submit the completed form to the appropriate department manager for further approval.
How to fill out the City of Chicago Subcontractor Approval Form Guide?
1
Access the fillable RSA form from the City's website.
2
Complete all sections, omitting the debarment and debt check.
3
Make sure to include the vendor code for approval.
4
Submit the completed form to the user department's manager.
5
Await further approvals from the Commissioner and the CPO.
Who needs the City of Chicago Subcontractor Approval Form Guide?
1
City contractors need this form to subcontract work legally.
2
Suppliers are required to submit this form for approval when providing goods.
3
Consultants must use this form to add subcontractors post-award.
4
Department managers require this form for compliance tracking.
5
Procurement staff need it to ensure adherence to city contract regulations.
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What are the instructions for submitting this form?
To submit the RSA form, email signed copies to the Department of Procurement Services at dps.compliance@cityofchicago.org. Alternatively, forms can be faxed to (123) 456-7890. Physical submissions must be directed to the Department of Procurement Services, 123 N. LaSalle St., Chicago, IL 60602.
What are the important dates for this form in 2024 and 2025?
Important deadlines for the RSA form include submission within two weeks after contract execution and providing subcontractor agreements within fifteen days of Notice-to-Proceed. Ensure to keep track of specific project timelines as they may vary. Refer to your contract for additional compliance dates.
What is the purpose of this form?
The purpose of this form is to ensure that all subcontractor engagements comply with City of Chicago procurement policies. This helps maintain standards in quality and efficiency for city projects. Additionally, it safeguards the City's interests by requiring mandatory approvals before subcontractors can commence work.
Tell me about this form and its components and fields line-by-line.
- 1. User Department: Identifies the department requesting the subcontractor approval.
- 2. Request No: A unique identifier for tracking the request.
- 3. Contract/PO No: The contract or purchase order number associated with the request.
- 4. Prime Contractor: The main contractor who holds the contract with the City.
- 5. Subcontractor/Supplier/Subconsultant: The entity being proposed for subcontracting.
- 6. Principal Contact: The primary contact person's details for the subcontractor.
- 7. Estimated Start/Completion Date: The projected timeline for subcontractor work.
What happens if I fail to submit this form?
Failing to submit this form can lead to delays in project execution and compliance issues. Without approval, subcontractors cannot commence work, jeopardizing contract timelines. Additionally, it may result in contract violations and penalties.
- Delayed Project Timelines: Projects may halt without necessary subcontractor approvals.
- Compliance Issues: Non-submission raises flags during audits and reviews.
- Potential Penalties: Violating contract terms can incur financial consequences.
How do I know when to use this form?
- 1. Subcontracting Construction Work: Required for any subcontractor performing work on construction projects.
- 2. Adding New Suppliers: Necessary for introducing new materials or service suppliers.
- 3. Modifying Existing Contracts: Utilized for changes in subcontracting relationships post-award.
Frequently Asked Questions
What is the purpose of this form?
This form is used to gain approval for subcontractors and suppliers working on city projects.
How do I fill out the RSA form?
Access the form online, complete the specified sections, and submit to your manager.
Can I edit the PDF after downloading?
Yes, use PrintFriendly to edit the PDF at any time before final submission.
Who submits this form?
The prime contractors or consultants must submit the form for subcontractor approval.
What happens after submission?
The form undergoes a review by the Manager, Commissioner, and then the CPO.
How will I know it was approved?
You will receive a confirmation from the DPS once the form is processed.
What should I do if there are errors?
You can edit the form again in PrintFriendly before final submission.
Are there deadlines for this form?
Yes, it is typically required within certain timelines as specified on city contracts.
Where do I send the completed form?
Submit the form to the appropriate user's department manager or compliance unit.
Is there assistance available for filling this out?
Yes, you can reach out to the DPS for guidance on filling out the RSA form.
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