1. All contracts for any work or other public improvement which is not to be paid for in whole or in part by special assessment or special taxation, when the expense thereof will be $25,000 or more, shall be constructed either (A) by a contract let to the lowest responsible bidder after advertising for bids, in the manner provided for in this Section, except that any such contract may be entered into by the proper officers without advertising for bids, if authorized by a vote of two-thirds of all the Trustees then holding office; or (B) in the following manner, if authorized by a vote of two-thirds of all the Trustees then holding office: The Director of Public Works or other proper officers designated by ordinance, shall superintend and cause to be carried out the construction of the work or other public improvement and shall employ exclusively for the performance of all manual labor thereon, laborers and artisans whom the Municipality shall pay by the day or hour; and all material of the value of $25,000 or more used in the construction of the work or other public improvement, shall be purchased by contract let to the lowest responsible bidder in the manner provided for in this Section.
(Amd. Ord. 5231, 10-16-17; Amd. Ord. 5506, 5-4-20)
2. When advertisement for bids is to be made, the Village Manager shall cause a call for such bids to be advertised as least once not less than ten business days before the date for opening such bids, such advertisement to be posted on the Village's website, transmitted or communicated (electronically or otherwise) to appropriate trade organizations and bid management service providers or transmitted electronically to those known to the Procurement Officer as potential bidders, or published in a local paper of general circulation.
The advertisement for bids need give only a general description of the work to be done or the materials to be furnished, but detailed drawings, plans, profiles and specifications as prescribed by the Village Manager or his/her designee for such improvement shall be made and placed on file in the office of the Village Clerk prior to such advertisement and shall at all times be open to public inspection.
Such notice shall also contain such conditions and restrictions as to bids, prerequisites as to bidders, obtaining of plans and specifications, security, deposits, withdrawal or rejection of bids, proposals, contracts and performance bonds as the Village Manager, or his/her designee, my direct.
In all advertisements, the right to reject any and all bids shall be expressly reserved.
The public notice shall be in substantially the following form:
LEGAL NOTICE
STATE OF ILLINOIS
COUNTY OF COOK
VILLAGE OF ORLAND PARK
ADVERTISEMENT FOR BIDS
The Village of Orland Park, Illinois, will receive sealed bids or proposals for the (insert work or public improvement) until ______ p.m. on the _____ day of _____________, 20____, at the office of the Village Clerk, Orland Park, Illinois. All proposals received will be publicly opened and read aloud in the __________________ at the Village Hall at _____________ (a.m./p.m.) on _________________, 20___.
The work or public improvement on which bids or proposals are requested will require the following (insert a general description of the work to be done or the materials to be furnished).
The contract items including plans and specifications are on file and available for inspection at the office of the Village Clerk. (Herein set forth any additional conditions or restrictions ordered by the Village Manager or his/her designee).
No bid shall be withdrawn after the opening of proposals without the consent of the Village for a period of ______ days after the scheduled time of opening and reading bids. (Herein set forth any requirement for guarantee of the bid that may be required).
The Village reserves the right to reject any and all bids or proposals and to waive any informalities, technicalities and irregularities in bidding.
The successful bidder will be required to furnish a satisfactory performance bond in the sum of $______________.
Dated at Orland Park, Illinois, this _____ day of ______________, 20___.
(Amd. Ord. 5506, 5-4-20)
3. All bids shall be sealed and addressed to the Village Clerk and shall conform to the conditions and restrictions set forth as to the work or other public improvement by the Village Manager or his/her designee. Bids may be opened and examined by the President and Board of Trustees in open meeting at the time and place fixed in the public notice, if so designated, or may be opened and examined by such personnel of the Village at such time and place as may be designated by the Village Manager and so stated in the advertisement for bids. Awarding of the contract or rejection of said bids may be postponed to a later date. In the discretion of the President and Board of Trustees, any and all bids may thereafter be rejected.
Village officials shall comply with the provisions of Section 5/33 e 12 of the Criminal Code (720 ILCS) making it a felony to interfere with public contracting or to engage in bid rigging.
(Amd. Ord. 5234, 11-20-17)
4. Under this section, the acceptance of bids sealed by a bidder and the opening of these bids at a public bid opening may be performed utilizing an electronic process for communicating, accepting, and opening competitive bids. An electronic bidding process must provide for, but is not limited to, the following safeguards:
i. A unique username and password for the specified electronic database must be assigned to the primary person conducting the competitive, sealed, electronic bid process. Sealed bids submitted electronically will be publicly opened at the same time as all other sealed bids.
ii. The specified electronic database must be on a network that
a. Is in a secure environment behind a firewall;
b. Has specific encryption tools;
c. Maintains specific intrusion detection systems;
d. Has redundant systems architecture with data storage backup, whether by compact disc or tape; and
e. Maintains a disaster recovery plan.
iii. It is the intent of this section to maintain the integrity of the sealed bidding process provided for in this section, to further limit any possibility of bid-rigging, to reduce administrative costs of the Village, and to enhance efficiencies in communications with bidders.
(Amd. Ord. 5273, 2-19-18)