A. Purchasing Agent: The Finance Director shall be the general purchasing agent of the City and, except where specific provision to the contrary is made by law, is authorized to make expenditures pursuant to the purchasing procedures set forth by the Corporate Authorities. All expenditures and payments shall be subject to the limits as imposed by the City Council by the adoption of a budget 1 or appropriation. When making any expenditure or purchase, the Finance Director is required to exercise the judgment and care which persons of prudence, discretion and intelligence exercise in the management of their own affairs. (Ord. O-42-89, 10-2-1989; amd. 1992 Code; Ord. O-20-99, 12-6-1999)
B. Contracts For Public Improvements: Whenever any construction work or other public improvement shall be ordered by the Finance Director or the City Council and before the letting of any contract by the City, the probable cost of such work shall be first ascertained by the City Engineer or an architect or another qualified person as the case may be. Contracts shall be let pursuant to 65 Illinois Compiled Statutes 5/8-9-1 and further provided that the successful bidder and the bidder's subcontractors must participate in active apprenticeship and training programs approved and registered with the United States Department of Labor's Bureau of Apprenticeship and Training for each of the trades of work contemplated under the awarded contract. (Ord. O-27-2012, 12-17-2012)
C. Purchases Other Than Contracts For Public Improvements: Pursuant to 65 Illinois Compiled Statutes 5/8-9-2, the following procedures shall be followed for all other expenditures and purchases made by, or on behalf of the City:
Expenditures or purchase or lease of personal property, materials, equipment or supplies shall be made as provided in subsections C1 through C3 of this section, unless exempted by a two-thirds (2/3) vote of the Corporate Authorities. (Ord. O-42-89, 10-2-1989; amd. 1992 Code)
1. Expenditures or purchases not exceeding one thousand dollars ($1,000.00) shall require a purchase order, a requisition for disbursement or a voucher approved by the Mayor before the expenditure or purchase is made. (Ord. O-08-98, 1-26-1998)
2. Expenditures or purchases greater than one thousand dollars ($1,000.00) but not exceeding five thousand dollars ($5,000.00) shall require a purchase order, a requisition for disbursement or a voucher approved by the Finance Director before the purchase is made. The Finance Director shall first obtain in writing, whenever possible, at least three (3) informal bids. The Finance Director shall forward the three (3) informal bids along with his recommendation to the Finance Committee of the City Council for approval; provided, however, the Finance Director may approve such expenditures or purchases without first obtaining three (3) informal bids if the expenditures or purchase is made utilizing the procedures of the Illinois Purchasing Act 2 or from a vendor/product list previously approved by the Corporate Authorities. (Ord. O-08-98, 1-26-1998; amd. Ord. O-20-99, 12-6-1999)
3. Expenditures or purchases in excess of five thousand dollars ($5,000.00) shall require prior approval of the City Council. When the total cost of a contract for purchase or lease of personal property, materials, equipment or supplies is expected to exceed five thousand dollars ($5,000.00), the Finance Director shall issue a call for bids to be formally advertised. Whenever any formal bids are required, the Finance Director shall advertise in some newspaper published in the City and/or in such other publication or newspapers of general circulation as in his judgment shall be desirable. A plan or profile of the contract, accompanied by specifications for doing the same and specifications for materials, supplies or equipment to be furnished shall be first placed on file in the Office of the City Clerk before any such advertisement shall be made, which plan or profile and the specifications for materials or supplies or equipment shall at all times be open for public inspection. Such advertisement shall be published not less than ten (10) days before the day established for the opening of bids and shall state the work to be done or material supplies or equipment to be furnished and the time and place for opening of bids. All contracts for which bids are required shall be let to the lowest responsible bidder within the judgment of the City Council. The City Council reserves the right to reject any or all bids. (Ord. O-42-89, 10-2-1989; amd. 1992 Code; Ord. O-02-94, 2-7-1994; Ord. O-20-99, 12-6-1999)
Bidding in all instances may be waived by a two-thirds (2/3) vote of the City Council. (Ord. O-42-89, 10-2-1989; amd. 1992 Code; Ord. O-02-94, 2-7-1994)
The procedures outlined in this subsection C do not apply to contracts which, regardless of their amount, by their nature, are not adapted to award bidding such as contracts for the services of individuals possessing a high degree of professional skill where the ability or fitness of an individual plays an important part, or contracts for supplies, materials, parts or equipment which are available from only a single source or contracts for utility services such as water, light, heat or telephone. It is further provided, in emergency situations where the health and safety of employees or residents or other persons or property are at a risk, and/or in situations where the need arises for adjustments, equipment, repairs, software updates, etc., to the City computer network system and where such needs are crucial to the continuing service to the employees and residents of the City as determined by the Finance Director, and it is not practical to await prior approval of the City Council, the Finance Director is authorized to make an expenditure or purchase in excess of five thousand dollars ($5,000.00) without prior approval of the City Council and shall issue forthwith a written report of such expenditure to be acted upon by the Corporate Authorities at the next scheduled meeting of the City Council; provided, however, the Finance Director may approve such expenditures or purchases without first obtaining City Council approval or formal bids when the expenditure or purchase is made utilizing the procedures of the Illinois Purchasing Act or from a vendor/product list previously approved by the Corporate Authorities. (Ord. O-42-89, 10-2-1989; amd. 1992 Code; Ord. O-02-94, 2-7-1994; Ord. O-20-99, 12-6-1999)
D. Gas Purchase By Department Of Public Works: The Department of Public Works shall be authorized to purchase gas when the cost exceeds five hundred dollars ($500.00) without City Council approval; provided, that three (3) estimates for such purchase are obtained. (Ord. O-03-92, 2-17-1992; amd. Ord. O-06-94, 3-7-1994; Ord. O-36-97, 8-18-1997, eff. 12-1-1997)
Notes
| 1 | 1. See also section 1-10-1 of this chapter. |
| 2 | 1. 30 ILCS 505/1 et seq. |