A. Publication: All proposals to award purchase orders or contracts in excess of twenty thousand dollars ($20,000.00) pursuant to section 1-10-7-2 of this chapter shall be published once at least ten (10) days in advance of the date announced for the receiving of bids in at least one (1) newspaper of general circulation throughout the Village by the Clerk. Nothing herein shall be construed to prohibit the Clerk from posting additional notices or advertising in addition thereto in trade magazines, if so directed by the Board of Trustees.
B. Notice Of Call For Bids: Advertisements for bids shall describe the character of the proposed contract, purchase or improvement in sufficient detail to enable the bidders thereon to know what their obligations will be, either in the advertisement itself, or by reference to detailed plans and specifications on file in the Office of the Clerk at the time of publication of the announcement. The advertisement shall also state the date, time and place assigned for the opening of bids, and such bids will be received at any time subsequent to the time indicated in the announcement.
C. Deposit On Bids: Cash, a cashier's check, certified check or bid bond as a deposit of good faith, in a reasonable amount, but not in excess of ten percent (10%) of the contract or purchase amount, may be required of each bidder on all sums in excess of twenty thousand dollars ($20,000.00) if specified in the bid announcement.
D. Opening Of Sealed Bids: All sealed bids shall be publicly opened by the Village Clerk at a public meeting. All bids shall be open to public inspection in the Office of the Clerk for a period of forty eight (48) hours before the award is made.
E. Bid Award: The award of any purchase or contract in excess of twenty thousand dollars ($20,000.00) shall be made by the Board of Trustees to the lowest responsible bidder.
F. Determining Responsibility Of Bidders: In determining the responsibility of any bidder, the Village Board may take into account other factors in addition to financial responsibility, such as past records of transactions with the bidder, experience, adequacy of equipment, ability to complete performance within the specified time limit, and other pertinent considerations. In addition, the Village Board may waive irregularities in any bid and may reject any and all bids in its discretion.
G. Bids When Not Required: Nothing contained herein shall prohibit the Village from obtaining bids for contracts, supplies, work or public improvements when such bids are not required by this chapter. Where such bids are obtained although not required, contracts may be awarded to any bidder or even to a nonbidder by the Board of Trustees when the Board of Trustees believes that such award is in the best interests of the Village.
H. Contracts Not Assignable: No contract awarded to the lowest responsible bidder shall be assignable by the successful bidder without the consent of the Village Board of Trustees expressed by resolution.
I. Participation In Statewide Bid Program Or Purchasing Cooperatives: In purchases of equipment, vehicles and supplies, the Village may participate in statewide bid programs or in purchasing cooperatives such as the Suburban Purchasing Cooperative whereby bidding is done by a separate entity in order to achieve savings due to volume purchasing. Where the Village elects to so participate, no separate bidding process need be undertaken by the Village, and a motion to authorize and approve a purchase through such an organization shall satisfy any and all requirements of this section and of the Village's Purchasing Policy described in section 1-10-7-1 of this chapter. (Ord. 2017-22, 6-27-2017)