(A) General: Except as otherwise provided in division (B) of this section, competitive bidding or competitive price comparison (as defined below) is required for all purchases and contracts over $2,500 in accordance with the procedures set forth in § 35.12 of this chapter. All purchases and contracts over $2,500 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 3 potential suppliers, unless otherwise determined by the village administrator. 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 cost shall be documented with the purchasing documents.
(B) Exemptions:
(1) The competitive bidding requirements and procedures set forth in the Illinois municipal code shall apply to all public works contracts that exceed $20,000, unless otherwise authorized by a 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.
(2) Except as specified elsewhere in this section, any labor, lease, goods, or service to be purchased, when the cost will exceed $20,000, shall be purchased by a contract, or agreement, awarded to the lowest responsible bidder after advertising for bids, unless otherwise authorized by the board of trustees.
(3) Contracts which by their nature are not adaptable to award by competitive bidding are exempt, such as:
(a) Contracts for the services of individuals possessing a high degree of professional skill where the ability or fitness of the individual is an important factor, such as auditing, accounting, architectural, engineering, and legal services; and
(b) Contracts for services, training, and educational material where the ability or fitness of the trainer and/or quality of the materials plays an important part; and
(c) Contracts for utility services, where no reasonable competitive alternatives are available, such as water, sewer, local telephone, natural gas and electric services; and
(d) Contracts with the federal government or any agency thereof or purchases under the state of Illinois joint purchasing act.
(4) In the case of a bona fide emergency, a contract or agreement may be let or a purchase made, to the extent to resolve such emergency, without competitive bids. Prior to making any purchase or contract hereunder, the village administrator shall obtain the verbal concurrence and within 24 hours or making any purchase or contract shall obtain written concurrence of the mayor and senior trustee, or in their absence, at least 2 other trustees, that an emergency exists. The village administrator shall file a description of such expenditures, including amounts, in writing, with the village board at its next regular meeting, and shall provide the date and time the emergency commenced and terminated, and the amount or amounts expended.
(Ord. 09-9-1776, passed 9-14-2009)