For the purpose of this chapter, the following terms, phrases, words, and their derivations shall have the meanings set forth below whenever they appear in this section. The word "shall" is always mandatory and not merely directory.
ARCHITECT, ENGINEER, AND LAND SURVEYING SERVICES: Those professional services within the practice of architecture, professional engineering, structural engineering, or land surveying, as defined by the state of Illinois professional services selection act, 50 Illinois Compiled Statutes 510/1 et seq.
BLANKET BIDDING: Bids normally prepared and issued for purchases of commodities, supplies, food, and equipment, generally intended for usage of more than one department. These bids may be considered as purchasing contracts for a set period of time, generally three (3) months to three (3) years. State of Illinois central management services (CMS) contracts or other joint bids would be considered blanket bids as long as the bidding process was conducted on a competitive open bid process.
BUSINESS: Any corporation, partnership, individual, sole proprietorship, joint venture, or any other private legal entity.
CAPITALIZED FIXED ASSET: Any fixed asset that to comply with GASB 34 should be capitalized at the time of acquisition and meets the designated thresholds and criteria for capitalizing per the guidelines of the Jo Daviess County fixed asset management policy.
CHANGE ORDER: Any written alteration in specifications, delivery points, delivery terms, contract period, price, quantity, or other provisions of any contract accomplished by mutual action of the parties to the contract.
CONFIDENTIAL INFORMATION: Any information which is available to an employee only because of the employee's status as an employee of the county and is not a matter of public knowledge or available to the public on request pursuant to the Illinois freedom of information act, 5 Illinois Compiled Statutes 140/1 et seq.
CONSTRUCTION: The process of building, altering, repairing, improving, demolishing, or making improvements of any kind to any structure, building, or real property.
CONTRACT: All types of county agreements, regardless of what they may be called, for the procurement of goods, services, construction, or professional services.
CONTRACT FILE: A record maintained by a county agency; documents may include a purchase order, contract documents, and/or related correspondence.
CONTRACTOR: Any person or entity that is a party or beneficiary of a contract with the county or through a using agency thereof.
CONTRACTUALLY REQUIRED DOCUMENTATION: Documents required in the contract or necessary for contract implementation that may include, but not limited to, certificates of insurance and bid bonds.
COOPERATIVE PURCHASING: Procurement conducted by or on behalf of more than one public procurement unit.
COUNTY AGENCY: A county officer, employee, department, office, committee, or agency whose purchasing authority is subject to the Jo Daviess County board.
DEPARTMENT: An organizational subdivision of Jo Daviess County government.
DEPARTMENT HEADS: The individuals assigned administrative responsibility for a department, including elected office holders.
EMPLOYEE: Individuals including elected and appointed officials providing services for the county and drawing a salary from the county.
FIXED ASSET: An asset of a permanent nature required for the normal conduct of business, and which will not normally be converted into cash during the ensuing fiscal year. Land, buildings, and furniture are all examples of fixed assets.
GOODS AND SERVICES: All tangible articles and services which shall be furnished to or used by any agency of the county. These include, but may not be limited to, maintenance, repairs, and operation supplies, commodities, physical computer software, independent contractual services, and any equipment necessary to sustain day to day county operations.
IMPROVEMENTS: An addition or betterment to a fixed asset or the replacement by a better component of a fixed asset. Additions, betterments and replacements by a better component are expected to extend the useful life of the fixed asset.
INVITATION FOR BID: All documents, whether attached or incorporated by reference, utilized for soliciting sealed bids.
INVOICE: A bill for goods or services furnished by a seller to a buyer specifying one price and the terms of sale.
IRRESPONSIBLE VENDOR/BIDDER: Any bidder, vendor, contractor, supplier, or prospective bidder who fails to furnish proof of his responsibility; who has, as a contractor or vendor for the county, repeatedly failed to meet the needs, requirements and/or specifications of the using agency. It also includes any failure to comply with the provisions of this chapter.
LOCAL BIDDER: A firm or individual who regularly maintains a place of business and transacts business in, or maintains inventory or merchandise for sale in, or is licensed by, or pays business taxes to, the county.
LOW COST/RESPONSIBLE BIDDER: The bid providing the best long term value for the county. The evaluation to determine the best long term value may include: quality of offer, conformity with specifications, delivery date and terms, discount terms, service reputation, total cost of the item over its useful life, and conditions of warranty.
PARENT COMMITTEE: A standing committee of the Jo Daviess County board which has been assigned to oversee the operations of a particular department.
PROCUREMENT: The buying, purchasing, using, renting, leasing, or otherwise acquiring of goods, services, construction, or professional services. It also includes all functions pertaining to the obtaining of any goods, services, construction, or professional services, including descriptions of requirements, selection, and solicitations of sources, preparation and award of contract, and all phases of contract administration.
PROFESSIONAL SERVICES: The service of any person possessing a high degree of professional skill where the judgment, artistic or subjective talent, ability, experiences, qualifications, and fitness of the provider(s) play an important part in the selection and primary reason for the service provided, other than those described in the Illinois professional services selection act, 50 Illinois Compiled Statutes 510/1 et seq.
PUBLIC WORKS: All fixed works constructed by any public body, other than work done directly by any public utility company, as defined in the Illinois prevailing wage act 1 .
PURCHASE ORDER/CLAIM: The document used to process the procurement of all goods and services. All purchase orders/claims are to be processed electronically into the county's financial system and submitted in hard copy form to the county clerk's office when the corresponding invoice or bill associated with the transaction becomes available.
PURCHASE REQUISITION: An internal request for the creation of a purchase order/claim that depending on the estimated amount of the request is submitted to the appropriate department head and/or county administrator to buy goods, material or services. A purchase requisition is used to preencumber funding and to initiate the purchasing process where the vendor and price are not yet known.
RENEWALS: Expenses related to the overhauling or rebuilding of a fixed asset, or part thereof.
REPLACEMENTS: Substitutions which are not expected to extend the useful life of a fixed asset.
REQUEST FOR PROPOSALS: All documents, whether attached or incorporated by reference, utilized for soliciting proposals.
RESPONSIBLE BIDDER FOR CONSTRUCTION CONTRACTS: A bidder who meets all of the following applicable criteria, and submits evidence of such compliance: a) all applicable laws prerequisite to doing business in the state, b) evidence of compliance with the following: federal employer tax identification number and social security number, for individuals and compliance with the equal opportunity employer act, c) compliance with the Jo Daviess County certificate of insurance policy, d) compliance with all provisions of the Illinois prevailing wage act, including wages, medical and hospitalization insurance and retirement for those trades as covered in the act.
RESPONSIBLE BIDDER OR OFFEROR: Any bidder, vendor, contractor, supplier, or prospective bidder who has submitted a bid conforming in all material respects to the requirements set forth in the invitation to bid and has the capability in all respects to perform fully the contract requirements, and the experience, personnel, integrity, reliability, facilities capacity, equipment, acceptable past performance, and credit which will assure good faith performance.
SERVICES: The furnishing of labor, time, or effort by a contractor, not involving the delivery of a specific end product other than reports which are merely incidental to the required performance. This definition shall apply to employment agreements, collective bargaining agreements, or to the definition of "professional services" as provided in this section.
SPECIAL FUNDS: Any of the appropriated funds in the county's budget, other than the general corporate fund, the general capital investment fund and the general capital equipment fund.
SPECIFICATIONS: Any description of the physical or functional characteristics or the nature of a good, service, construction item, or professional service. It may also include a description of any requirement for inspecting, testing, or preparing goods, services, construction projects, or professional services.
STRINGING: Multiple payments and purchases of the same goods or service made within the appropriation period.
SURPLUS PROPERTY: Any items including supplies, equipment, vehicles, furniture, real estate, or any item of value owned by Jo Daviess County that is no longer providing a useful purpose to the using agency.
TOTAL LOSS: The cost of repair to a damaged fixed asset exceeds the actual cash value of said fixed asset in its predamaged condition, as determined and reported to the county board, through the parent committee, by the county administrator.
USED EQUIPMENT: Equipment that is: a) at least one year old; or, if a vehicle, has at least ten thousand (10,000) miles of previous use or two hundred (200) motor hours; b) a floor or demonstration model that is offered at a price at least twenty five percent (25%) below current market price; or c) otherwise determined by the purchasing agent, on a case basis, to be bona fide used equipment.
USING AGENCY: Any county agency or department requiring goods, services, construction, or professional services procured pursuant to this chapter. (Ord. 2011-4, 5-10-2011)
Notes
| 1 | 1. 820 ILCS 130/2. |