The Village may use any form or type of contract that is, in the Village's judgment, appropriate for the procurement and that will promote the best interests of the Village. Contracts are subject to the following conditions and limitations.
A. Multi-term contracts.
(1) Specified term. Unless otherwise provided by law, a contract for supplies or services may be for any stated term determined by the Village. The term, and any renewal or extension options and the conditions of those options, must be included in the bid or solicitation documents. Funds for the term or any renewal or extension must be available prior to the commencement of the term, renewal, or extension.
(2) Cancellation due to unavailability of funds. When funds have not been appropriated or otherwise made available to pay the costs of performance for any term, renewal, or extension, then the contract must be allowed to expire or be cancelled.
B. Multiple-source contracting. Multiple-source contract awards shall not be made when a single award will meet the Village's needs without sacrifice of economy or service. Multiple-source contracts shall not be made for the purpose of dividing the work or business, or for creating the opportunity for contract awards based on criteria not directly related to utility, economy, or the Village's best interests, or to avoid the resolution of tie bids. Any multiple source contract awards that are made shall be limited to the least number of contractors necessary to meet the valid requirements.
C. Right to inspect premises. The Village, at reasonable times, may inspect that part of the vendor's place of business or a contractor's or subcontractor's workplace that is pertinent to the supply of goods or performance of services or work for the Village under any contract, subcontract, or supply agreement.
D. Reporting of anticompetitive practices. When for any reason the Village suspects the existence of collusion or other anticompetitive practice among any bidders or proposers, the Village shall notify the Office of the Illinois Attorney General and any other appropriate legal officer that would have jurisdiction over the matter.
E. Village procurement records.
(1) Contract file. All determinations and other written records pertaining to the solicitation, award, or performance of a contract shall be maintained in a contract file.
(2) Retention of procurement records. All procurement records shall be retained and disposed of by the Village in accordance with records retention guidelines and schedules approved by the State of Illinois.
(Ord. 5499, 3-21-20)