A. Purchases of items one thousand dollars ($1,000.00) and lower may be made by staff generally authorized to make such purchases by the department head.
B. Purchases above one thousand dollars ($1,000.00) and below three thousand dollars ($3,000.00) are subject to verbal or written approval by the appropriate department head or the village administrator.
C. Competitive bidding or competitive price comparison (as defined below) is required for all purchases and contracts over three thousand dollars ($3,000.00) in accordance with the procedures set forth in this subsection. All purchases and contracts over three thousand dollars ($3,000.00) must be submitted to the village administrator for approval prior to competitive bidding or competitive price comparison. Where applicable, the village administrator shall determine which contracts are competitively bid.
"Competitive price comparison" shall mean receiving and documenting pricing information on specified goods or services from at least three (3) potential suppliers, unless otherwise determined by the village administrator. Reasons for not following the competitive price comparison process shall be documented.
Purchases shall be made from the responsible supplier who best meets the village's needs. Reasons for selecting a supplier other than the supplier with the lowest costs shall be documented with the purchasing documents.
D. The competitive bidding requirements and procedures set forth in the Illinois municipal code shall apply to all public works contracts that exceed twenty-five thousand dollars ($25,000.00), unless otherwise authorized by a two-thirds (2/3) vote of all trustees in accordance with state statute, 65 Illinois Compiled Statutes 5/8-9-1, as amended from time to time.
E. Purchases that exceed the approved budget require approval of the village board, if the difference is greater than two percent (2%) of the budgeted amount, and the difference is greater than one thousand dollars ($1,000.00).
F. The village administrator shall be authorized to continue to make purchases of routine operating items that are in excess of the approved budget, if the village administrator determines that these items are necessary for the continued operation of the village. These items include, but are not limited to, road salt, chemicals, office supplies, fuel and oil, repair parts, electricity, telephone, etc. The village administrator shall adhere to all provisions of this chapter in making these purchases.
G. Notwithstanding anything contained in Paragraph A through F, inclusive, above, the Mayor of the Village shall be and is hereby authorized to act on behalf of the Village to make contracts for the purchase of goods and/or services so long as the respective amount of any such contract shall not exceed Twenty-Five Thousand Dollars ($25,000.00) per contract, and in such cases, neither competitive bidding nor competitive price comparisons shall be required for any such contract approved in writing by the Mayor. (Ord. 2014-09-01, 9-10-2014; amd. Ord. 2022-02-03, 2-21-2022)