Purchasing

General Policy
The Purchasing Division of the Village of Niles is under the auspices of the Finance Department. The purchasing agent is responsible for assuring that all purchasing is done in conformity with existing policies and procedures. The village procedures allow department directors and other qualified users to contract for purchases, within set limits.

Objectives
Purchasing is done with two objectives in mind:
  • Have sufficient quantities on hand to facilitate timely completion of work
  • Procure at the lowest possible cost, from the most qualified bidder, for the quality / quantity needed
Code of Ethics
In addition, the objectives must be accomplished with the utmost measure of fairness and integrity. The village has published a Code of Ethics for purchasing that is an integral part of the overall purchasing process.
  • All purchases to be paid by village funds are to be made through the Purchasing Division.
  • All purchasing shall be made, if possible, by competitive bids or quotations in order to secure at the lowest total cost, and from the most responsible bidder, the highest quality commodity, material, equipment, or service.
  • The purchasing agent shall furnish tabulations of all competitive bids received for purchases of $20,000 or more, along with a recommendation and explanation of major exceptions to the mayor and Board of Trustees.
  • All things being equal, the village will give all possible consideration to local business establishments, providing they are competitive in their bidding, quotations, and/or services.
Bidder List
The purchasing agent is responsible for maintaining a bidders list or suppliers list. Those contractors wishing to be placed on the bidders list should submit a letter to the purchasing agent indicating the type of business, current references, and list of projects completed in the recent past. Letters may be sent to:
Village of Niles
1000 Civic Center Drive
Niles, IL 60714

Suppliers may submit their catalogs and/or price lists, indicating any discounts available to the village. These are maintained in a file and referred to when a need for a particular item arises. Vendors should send new catalogs when available in order to keep the files current.