A. Purchasing Policy and Procedures. Except as provided in this chapter, all purchase orders for supplies, and all contracts for the performance of any work or other public improvement which is not to be paid in whole or in part by special assessment or special taxation, shall be let to the lowest responsible bidder pursuant to procedures set forth in a written purchasing policy to be established by the Village Manager. The purchasing procedure may provide for the waiver of the bidding requirement in the event of an emergency affecting public health or safety and for contracts which by their nature are not adaptable to competitive bidding.
B. Competitive Bid Procedures for Certain Contracts. Any contract for the performance of any work or other public improvement which is not to be paid for in whole or in part by a special assessment or special taxation, when the expense of such work or public improvement exceeds the amount prescribed in Section 891 of the Illinois Municipal Code, shall be let to the lowest responsible bidder pursuant to the procedures set forth in this subsection. All proposals to award such contracts via competitive bidding shall include the dates for receiving and opening bids and shall be published at least ten (10) days in advance of the date for the receiving of bids, in a newspaper in general circulation throughout the Village. The Village Manager may conduct such further publication of the proposal as he or she deems necessary. Publications of the proposal need give only a general description of the work, detailed drawings, plans and specifications which shall be on file with the Village Clerk. The Village Manager may extend the time for the receiving and opening of bids upon publication in a newspaper in general circulation in the Village at least five days in advance of the new date.
C. Exceptions to Competitive Bid Requirements. Any contract subject to bidding pursuant to subsection B of this section, except contracts for the making of a public improvement to be paid for in whole or in part by a special assessment or special taxation, may be entered into by the proper Village officer or officers without advertising for bids if authorized by the vote of two-thirds of the Trustees.
D. Approval Authorities. The Village Manager shall have the authority to approve purchase orders, award bids, and sign contracts for the purpose of supplies, and 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; provided, the amount of such purchase order, bid award or contract does not exceed twenty-five thousand dollars ($25,000.00) (“Intermediate Contracts”). The Village Manager shall have the authority to issue and approve a change order to any Intermediate Contract, provided that no such change order shall result in the total price of the Contract exceeding $25,000.00. All purchase orders, bid awards, and contracts in excess of $25,000.00 shall be approved by the Village Council and executed by the President (“Major Contracts”). The Village Manager shall have the authority to issue and approve a change order to any Major Contract, provided that no such change order, individually or when combined with any previous change order to the same Contract, exceeds the lesser of $25,000.00 or 25 percent of the original price of the Contract. The Village Manager may delegate the approval of purchase orders, the award of bids, and the signing of contracts not exceeding ten thousand dollars ($10,000.00) (“Minor Contracts”) to any department head, the Finance Director or the Purchasing Agent, or to any combination of department head, Finance Director or Purchasing Agent (“Purchasing Delegee”). The Purchasing Delegee shall have the authority to issue and approve a change order to any Minor Contract, provided that no such change order shall result in the total price of the Contract exceeding $10,000.00. The terms and conditions of such delegation shall be set forth in the written purchasing policy established by the Village Manager.
E. Joint Purchase Agreements. Nothing in this section shall be construed to prohibit the Village from entering into contracts in accordance with state statutes relating to joint purchase agreements.
F. Special Assessments and Special Service Areas. Any contract for work or other public improvement which is to be paid for in whole or in part by special assessment or special taxation shall be let in the manner prescribed by applicable provisions of the Village Charter and state statutes.
(MC-3-2018, Amended, 05/01/2018; Ord. MC-228-99 § 1 (part), 1999: prior code § 3.12)