Formal Bidding

Bid Waivers
Each department is responsible for the preparation of their own technical specifications, standards of quality, and standards of performance. Goods and services in excess of $20,000 shall be formally bid, unless a bid waiver is obtained from the mayor and Board of Trustees. An example for a bid waiver would be where there is only one vendor / company who can supply the particular goods / services the village is interested in obtaining. In this instance, a Sole Source Request form must be submitted at the following Village Board meeting for approval.

In order to purchase services or goods in excess of $20,000, approval must be obtained from the mayor and Board of Trustees.

Calendar
A bid calendar is published yearly by the Purchasing Division, giving the dates specifications are to be presented to purchasing, the board meeting dates, advertising dates, bid opening dates, committee meeting dates, and the ensuing board meeting at which the winning bid is formally approved.

Purchasing Agent
All department directors shall provide to the purchasing agent a generic description of materials needed and/or a detailed explanation of the services to be provided and estimates of their requirements in supplies, materials, and contractual services, subject to the approval of the mayor and Board of Trustees. The purchasing agent shall be responsible for including all necessary general instructions, requirements, and special provisions that apply to the formal contract. Upon approval of the Village Board, the purchasing agent shall place an Invitation to Bid legal notice in a local newspaper or trade paper. This should be published once at least 10 days prior to the bid opening date.

The purchasing agent shall also solicit sealed bids from all responsible prospective suppliers who have requested their names be placed on the bid list, which the purchasing agent shall maintain, by sending them a copy of the Invitation to Bid Notice.

All bids shall be submitted on bid forms supplied by the purchasing agent. Care should be exercised by the bidder that all amounts on the bid form are correct. In case of difference between unit price and extensions, the village shall accept whichever is to its greatest advantage.

Factors to Consider
All sealed bids shall be publicly opened by the purchasing agent or their representative, at the time stated in the legal notice. The following factors shall be considered in the making of recommendations to select the lowest responsible bidder:
  • The ability, capacity, and skill of the bidder to perform the contract or provide the service required.
  • Whether the bidder can perform the service promptly, or within the time specified, without delay or interference.
  • The character, integrity, reputation, judgment, experience, and efficiency of the bidder.
  • The quality of performance of prior contracts or services.
  • Compliance by the bidder with laws and ordinances relating to the contract or service, past and present.
  • The sufficiency of financial resources and the ability of the bidder to perform the contract or provide the service.
  • The ability of the bidder to provide future maintenance and service for the use of the subject of the contract.
  • The number and scope of deviations, if any, attached to the bid.
  • The bidder's record and experience in providing the elements, size and type required in the bid specifications.
  • The lowest bids received, including discounts for cash payments.
  • The bidder's record as to the percentage of work sublet on previous contracts.
Taxes
The village is exempt from local and State of Illinois sales tax and from federal excise tax and these must not be included in the bid or invoice price.

Delivery Date
All bids shall state the approximate delivery or completion date.

Terms
The bidder shall specify terms of payment they wish to offer to the village. Discounts, where available, will be deducted from the base bid in determining the low bidder, including cash discounts allowed for payments which may not be made within 10 days.

Shipping Point
All bid prices shall be free on board (FOB) for Niles with delivery to specified point or points within the village. Any and all shipping and delivery charges shall be included on all bids / proposals.

Bid Bond
A bid bond, bid, and surety bond, or a certified or cashier's check may be required in certain instances on formal sealed bids. Such a security deposit will be used as a guarantee that the successful bidder will accept the order and fulfill the contract as awarded.

The bid security deposit will be retained by the village for such a period of time as is specified in the bidding instructions. Unsuccessful bidders shall have their security deposits returned within the time period specified in the bidding instructions. The village may require the successful bidder to furnish a performance bond equal to all or part of the purchase. The extent of coverage and terms shall be included in the bidding instructions.

Bid bonds and performance bonds may be waived by the Village Board.

Submitting Bids
All bids must be sealed and marked as indicated in the instructions to bidders and must be delivered personally or mailed in time to be received by the village by the time stated in the bid forms.

Bids received after the designated time will be returned unopened and will not be considered. All bids must be completely filled out, including those pages requiring notarization.

Opening of Bids
Formal bids shall be opened publicly on the date and immediately following the time shown in notice. The purchasing agent shall preside at the bid opening. Once opened, no bid shall be withdrawn.

Tabulation & Award
All bids received shall be tabulated. If an award is to be recommended to other than the lowest bidder, justification must be made in writing. A recommendation shall be prepared by the Finance / Public Works Committee and sent to the mayor and Board of Trustees for consideration of awarding a formal contract.

Following the award of contract, a purchase order will be issued to the successful bidder. The purchase is not consummated until the vendor receives the village's official purchase order.

For construction or other Public Works projects, a contract must be signed by the successful bidder and the mayor or other authorized individual. Required insurance forms and performance bonds, if required, must be supplied by the successful bidder before work can proceed.

Re-Bid Procedure
In instances when only one bid has been received it will automatically be re-bid and the original bid shall be returned unopened to the vendor with an explanation of the village's policy (requiring a minimum of two bids), also noting if and approximately when this item will be re-bid.

Similarly, when multiple bids have been received and, upon opening, it is discovered that out of three bids the first two opened are declines, it will automatically be re-bid and the last bid shall be returned unopened to the vendor with an explanation of the village's policy (requiring a minimum of two bids), also noting approximately when this item will be re-bid. This procedure may change if there is an emergency situation and the mayor or trustees determine that the single bid shall be opened and accepted if within budgetary constraints.