The purposes of this purchasing and contracting policy for the
County of McLean in the purchasing of commodities, contractual and/or
professional services and capital outlay items are:
A.
To strive for lower costs, better quality, and improved purchase
terms by:
(1)
Seeking standardization of contracts, procedures and purchase terms;
(2)
Eliminating or reducing small orders and emergency orders;
(3)
Encouraging advanced planning;
(4)
Reducing paperwork through combined purchases; and
(5)
Encouraging cooperative and intergovernmental purchasing by departments.
B.
To set forth guidelines for the procurement of recycled products.
C.
To assure that value is received for the tax dollar expended.
The following definitions shall apply to the following words
or phrases when used within this chapter:
Vendors and contractors which have been approved by the County
Auditor as qualified to do business with the County. Minimum qualification
to become an approved vendor shall include an IRS Form W-9 and evidence
that the vendor is not on a federal or state debarment or suspension
list.
The McLean County Board, McLean County Board of Health, or
the McLean County Board for Care and Treatment of Persons with a Developmental
Disability.
The appropriate oversight committee of either the McLean
County Board, McLean County Board of Health, or the McLean County
Board for Care and Treatment of Persons with a Developmental Disability.
Items for which expenditure accounts are listed in the capital
outlay category (800 line-item accounts) in the Chart of Accounts
adopted by the County Board.
A change in a contract term other than as specifically provided
for in the contract which authorizes or necessitates any increase
or decrease in the cost of the contract or the time of completion.
The index listing of every account in the general ledger
divided into subcategories. The Chart of Accounts includes the identification
code, name, and brief expense description.
Also referred to as "supplies." Items for which expenditure
accounts are listed in the commodities category (600 line-item accounts)
in the Chart of Accounts adopted by the County Board. Excludes fuel
(i.e., gas, diesel fuel, natural gas, oil) and parts that are compatible
with existing equipment for the purposes of this policy only.
Services for which expenditure accounts are listed in the
contractual category (700 line-item accounts) in the Chart of Accounts
adopted by the County Board.
Joint purchasing among various County departments for specific
items such as janitorial supplies, paper supplies and office supplies.
The County Administrator, upon review of budget requests, shall determine
which items shall be purchased cooperatively among departments. See
the definition of "intergovernmental purchasing" below.
For the purpose of determining the method of purchasing,
i.e., need for quotation of bids, etc., cost shall be deemed to be
the amount budgeted and approved by the County Board, including such
ancillary charges as shipping and installation. Specific items should
be purchased at one time in quantities sufficient for at least one
fiscal year unless the County Administrator approves an order split
because of perish ability or other such valid reasons. The total price
of items of a generally similar nature, as may be determined by the
County Administrator (e.g., clothing items), shall be deemed to be
cost for the purpose of determining the method of purchase.
Pursuant to the County Board Ordinance, the appointed official
who is given the responsibility for coordinating County purchasing
and enforcing the Purchasing and Contracting Ordinance.
See "procurement card."
All elected and appointed officials and the judicial officers
of the Eleventh Judicial Circuit. A department head may name persons
in his or her department who are designated to act in his or her capacity
for the purpose of purchasing. In those instances, the term "department
head" shall refer to those designees.
Expenditure categories as listed, numbered and defined in
the Chart of Accounts.
A written offer to supply and furnish commodities/materials and/or capital equipment for a specified price; required when the cost is in excess of $30,000 unless otherwise provided in § 116-4E.
A written offer to supply and furnish commodities/materials
and/or capital equipment for a specified price; required when the
cost is greater than $5,000 up to $30,000.
An offer to supply and furnish commodities/materials and/or
capital equipment for a specified price; required when the cost is
greater than $1,500 but less than $5,000.
Cooperative purchasing among County departments and other
units of government for specific items as provided for in the Governmental
Joint Purchasing Act, 30 ILCS 525/1 et seq., or the Intergovernmental
Cooperation Act, 5 ILCS 220/1 et seq.
An individual, firm, partnership, corporation, joint venture,
or other entity.
Any person who has entered into a public contract.
An electronic or credit card issued in the County's
name under the authority and discretion of the County Board that provides
an efficient, cost-effective method of purchasing and paying for purchases
of goods and services.
Services which require a provider that possesses a high degree
of professional skill, where the ability or fitness of the person
plays an important part in the selection of a provider, and are of
a nature that is not suitable to competitive bids. Such services include,
but are not limited to, lawyers, certified public accountants, architects
and engineers, appraisers, management and personnel consultants and
other unique professional services as determined by the Board. Pursuant
to 55 ILCS 5/5-1022, professional services are exempt from competitive
bidding. All professional services contracts related to architectural,
engineering, and land surveying services will be governed by the requirements
of the Local Government Professional Services Selection Act (50 ILCS
510/1 et seq.).
Any contract for goods, services, or construction let with
or without bid by any unit of state or local government.
A formal process for gathering information from potential
suppliers of a service or commodity to create greater understanding
of the requirements to complete a project. RFIs are most commonly
utilized during software or construction projects when the project
is complex and may be designed under different methods or specifications.
A formal process to announce a project, describe it, and
solicit proposals from qualified vendors. An RFP typically includes
methods, timelines, and specific pricing details, with the intent
that a contract will be awarded to the most appropriate proposal.
A situation created due to the inability to obtain competition.
May result because only one vendor or supplier possesses the unique
ability to meet the particular requirements of the solicitation. Sole
source procurement requires justification from the requesting department
explaining why this is the only source for the requirement; justification
will be reviewed by the County Administrator for validity.
A contract or contractual action entered into by a prime
contractor or subcontractor for the purpose of obtaining goods or
services of any kind under a prime contract.
Any person, other than the prime contractor, who enters into
an agreement to furnish any goods or services of any kind to the County
under a prime contract or as a subcontract or independent contract
entered into in connection with such prime contract.
Also known as "commodities." Items for which expenditure
accounts are listed in the commodities category (600 line-item accounts)
in the Chart of Accounts adopted by the County Board.
Materials, supplies, and/or capital equipment purchased secondhand.
The purchase of used equipment is exempt from competitive bidding
pursuant to 55 ILCS 5/5-1022.
A person who supplies to the County any commodities, contractual
and/or professional services, and capital outlay items.
Vendors are expected to comply with, and ensure their subcontractors
comply with, all laws, rules, regulatory requirements, and County
policies applicable to their business, including but not limited to
those related to wages, hours, labor, health, safety, the environment,
immigration, business conduct, and ethics. In furtherance of the foregoing,
the County hereby adopts the following to promote a policy of nondiscrimination
by and among entities doing business with the County:
A.
Vendors, including their employees and contractors, shall not discriminate
based on race, color, religion, creed, ancestry, national origin,
citizenship status, age, pregnancy, disability, sex, gender identity,
sexual orientation, marital status, status as a protected veteran,
or any other status for which discrimination or harassment is specifically
prohibited by state and/or federal law; and
B.
Vendors, including their employees and contractors, shall comply
with all applicable state and federal civil rights laws and regulations
pertaining to nondiscrimination, sexual harassment and equal employment
opportunity, including, but not limited to:
(1)
The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.);
(2)
The Illinois Public Works Employment Discrimination Act (775 ILCS
10/1 et seq.);
(3)
The United States Civil Rights Act of 1964;
(4)
Guidelines to Federal Financial Assistance Recipients Regarding Title
VI Prohibition Against National Origin Discrimination Affecting Limited
English Proficient Persons [Federal Register: February 18, 2002 (Volume
67, Number 13, Pages 2671 to 2685)]; Section 504 of the Rehabilitation
Act of 1973 (29 U.S.C. § 794);
(5)
The Americans with Disabilities Act of 1990 (as amended) (42 U.S.C.
§ 12101 et seq.);
(6)
The Age Discrimination Act (42 U.S.C. § 6101 et seq.);
and
(7)
Executive Orders 11246 and 11375 (Equal Employment Opportunity).
