Village of Homer Glen, IL
Will County
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[HISTORY: Adopted by the President and Board of Trustees of the Village of Homer Glen as indicated in article histories. Amendments noted where applicable.]
[Adopted 6-18-2002 by Ord. No. 02-029]
Any purchase order or contract otherwise subject to the provisions of 65 ILCS 5/8-9-1 et seq. concerning public bidding may be entered into by the Village Manager or such other officer of the Village of Homer Glen as may be designated by the Village Board without first submitting the purchase order or contract to the public bidding process required thereby, provided that 2/3 of the Trustees then holding office vote in favor of waiving the public bid process for the purchase order or contract in question.
[Adopted 5-17-2005 by Ord. No. 05-032; amended in its entirety 3-25-2014 by Ord. No. 14-012]
State and local purchasing laws govern the Village of Homer Glen. The policies that follow are designed to comply with current laws and to foster public trust in the expenditure of Village funds. This policy must be used in conjunction with and not in derogation of these other laws and regulations. The Village President or the Village Manager may adopt administrative procedures to implement these policies.
A. 
Village employees and Village officials are expected to conduct themselves in a manner which will lead to public confidence in the integrity of the Village's procurement procedures.
[Amended 4-27-2016 by Ord. No. 16-010]
B. 
The goal of the purchasing effort is to provide the best quality goods and services at the lowest cost to the Village. The best quality at the lowest cost does not necessarily mean the lowest price. The best value will include an analysis of durability/quality of goods, energy efficiency, low volatile organic compound (VOC) emissions and ability to deliver within a reasonable time frame as well as price.
C. 
No purchase order or requisition of like or similar orders shall be divided into smaller orders or requisitions for the sole purpose of falling within the authorized purchasing authority.
D. 
Purchasing approval levels and bid requirements are adopted as shown in the following section. Bid or quotation requirements may be met by purchasing through a cooperative association of local governments. The number of bids or quotations may be waived by the Village Manager for purchases less than $10,000 in the event of sole-source or limited-source procurement.
E. 
In emergency circumstances, when the Village Board of Trustees is unable to be polled, the Village Manager and/or President may authorize purchases exceeding $10,000, but must present it to the Board for confirmation at the next Board meeting. An emergency situation shall be deemed to exist when there is a termination, or threat of termination, of essential services due to a mechanical failure or other dangerous condition, or when any condition develops that may impact the health, safety and welfare of the public or Village employees.
F. 
Recurring expenditure items such as rent, gas, insurance, electricity, water, and telephone do not require advance approval of the Village Manager or Village Board.
A. 
Regular purchases.
[Amended 4-27-2016 by Ord. No. 16-010; 8-22-2018 by Ord. No. 18-041]
Dollar Amount
Requirement
Under $1,000
Department head or Village Manager's approval required.
$1,000 to $2,500
Finance Director or Village Manager approved purchase order (P.O.) required. Informal purchasing requirement with 2 or more price quotations recommended. Oral quotations must be documented.
$2,500 to $5,000
Village Manager* approved P.O. required. Informal purchasing requirement with 3 or more price quotations recommended. Oral quotations must be documented.
$5,000 to state bid limit
Village Manager* and Mayor co-approval required on P.O. At least 3 written price quotations required.
State bid limit or greater
Board approval required. Competitive bid process, request for proposal (RFP) or bid waiver required.
NOTES:
* When the position of Village Manager is vacant, the Finance Director and Mayor’s co-approval is required.
B. 
Professional service contracts.
Dollar Amount
Requirement
Under $10,000
Village Manager* and Mayor co-approval required for professional service contracts.
$10,000 or greater
Village Board must approve contracts awarded through request for proposals/qualifications or bid waiver. These contracts may be entered into without formal bidding.
NOTES:
* When the position of Village Manager is vacant, the Finance Director and Mayor’s co-approval is required.
C. 
Emergency (rush) purchases.
Dollar Amount
Requirement
Under $10,000
Village Manager* can issue P.O. number. Three quotes suggested and preferred.
$10,000 or greater
Emergency poll of the Village Board and Mayor for approval if emergency exists. One quote required, 2 recommended.
NOTES:
* When the position of Village Manager is vacant, the Finance Director and Mayor’s co-approval is required.