[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.
| |
