2015-24 8/03/2015
RESOLUTION NO. 2015 -24
A RESOLUTION APPROVING REVISIONS TO VILLAGE PROCUREMENT POLICY
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970.
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD
OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE
COUNTIES, ILLINOIS, as follows:
Section 1. A responsibility exists to maintain stewardship over the financial resources that
are used to deliver government services, and the approval of the revisions t o t he Village of
Buffalo Grove Procurement Policy will create such controls in purchasing. Staff seeks to ensure
proper usage and administration of the program through the approval of the revised
Procurement Policy
The Village President and Board of Trustees do hereby approve the Village of Buffalo Grove
Procurement Policy which is attached hereto as Exhibit "A".
Section 2. This Resolution shall be in full force and in effect from and after its passage and
approval.
AYES: 5 -Trilling, Stein, Ot-benheimer. Weldenfeld, Johnson
NAYS: 0 - None
ABSENT: 1 - Berman
PASSED: Auggst 3, 2015.
APPROVED: Auggst 3, 2015.
Approved:
1ki M
-V\OlTage President
ATTEST:
1.
ry�
Village" Jerk
o
VILLAGE OF BUFFALO GROVE
PROCUREMENT POLICY
This policy is intended for use by Village Personnel as a general reference and will be revised as
policies and procedures require revisions or clarification.
Approved by Village Resolution 2015-XX on Month Day, 2015
Previous Resolution No. 2013-09 on March 4, 2013
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VILLAGE OF BUFFALO GROVE PR000[RMENT POLICY
TABLE OF CONTENTS
Village of Buffalo Grove Procurement Policy ^,^^,,^^,,,,^,,,^,,,,^,,,..^....... 5
Introduction,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,~,,,,,,,,,,,~,,~,,,,,,,,,~,~,,,,,,,,,,,...,,,,,,...,.... 5
Procurement Guidelines& Summary.^............^^....^.........^.....,....,,^^^^^^^.......^..... 6
Responsibilitfes of Purchasing agents ................~~~........................~~~...........~~~~ 7
The responsibilities 7
The Village Manager's responsibilities 8
Department and employee responsibilities 8
The Purchasing Manager's responsibilities 1oVendors 9
The Vendor's responsibilities to Village of Buffalo Grove 9
Payment^^^^^^^^^^^^^^^^^~^^~~~~~^^^~^^^~^^^^~^~^^^^~^^~~^^^^^~~~^~~^~^~~~~~~~~^~~~~~^~~~~~~~~~~~~~~~~~~^^~~~~~ 10
Conflictsof Inte~est................~..................................................................... 10
Giftsand Favors......................................................~.................................... 10
Procurement Methods...............................................................................~^^ I I
Petty Cash it
Advance Check Request 11
Purchase Orders lI
Blanket Purchase Orders 13
Procurement Card Program 12
SpecialProcurement ^—'.^...'.^..'^^^^'^^..........................................~.^..^.~.......... 13
Electronic Equipment 13
Electronic Equipment Mahuteoauce 13
~~~'~~^'e~~~~^run~'~e^^~Repair^^^^^^~^~^^^'''^^`'``^^^^^^^^^^^^^^^^^^''^'^^^''^'^^^~^'^^''^^^^^^^^^^^^^ 13
Buildings 14
Maintenance Agreements 14
Environmentally Preferable PURCHASING 14
VILLAGE OFBUFFALO GROVE PR0CT}RNIEN7~ POLICY
WrittenContracts............^...........^.^.............^^..^.,.^^^^^^^^^^.^^^^.^........~............... 15
Multi-Year Contracts is
Informal Purchases......~~...........................................................~................ 16
Informal Buying Requirements-Purchases of$250.00 or Less 16
Informal Quote Requirenmeuts-purcboses Between$25D.O1 &$3499.99 16
Informal Proposal Requirements - Purchases Between $3500.00 8L
$20,000.00 16
Informal Purchase Exceptions 16
Formal Procurement Requirements.................^............................................. 17
Competitive Sealed Bids 17
Standard for Awarding Bid 18
Bid/QuoteRecords 18
Requests for Proposals 19
Request for proposal 19
to Bidl Procurement Requirements ~~....~..........~.~~~~~~~~~..~~~~~~.~~~~~~~ 20
Sole Source Procurement 20
Emergency Procurements 20
Professional Services 20
Fuel Procurement 20
Cooperative Procurement 21
AppendixA ,,,,,,,,,,,,..,,,'.',,,,,..,.,,,,,,,''',,,,,,,,,',..',',',,'....................................... 22
Formal Bid Requirements.............................................................................. 22
AppendixB~~~~.~~~.~~..~~~~.~.~~...~~~~~..~.~..~.~~~~.~~~.~.~..~~~..~~.~..~~~~~~.~~~~~~~~~~~~~.~~~~~~~~~ 28
Sealed ...~~.^...~.......~^,...^.-.....^..'.........~...............~ 28
AppendixC~~~~~.~~~.......~~.~.^^^^~~~~~~.~.~~~~~~~~~~~~~~~~~~~~~~~~~~~~....~~~~~~~~~........~~~.~.~~~~~~ 33
Village of Buffalo Grove Public Contract Statements ...................................... 33
AppendixD...~~~~~~~~~~~..~~~~~~~~...~~~~~~~~~~~~~~~~~~~~~~~~~~~~~.~~~~~~~~~~~~~~..~~^~~^.~..~..~~~...~~~~~ 34
3 | Page
VILLAGE OF BUFFALO GROVE PROClTRMEN7` POLICY
Causes for Debarment....'.........................~.....,,—..,,,,,,.,.^,^,^,^^^,,,,,,,,,,,,,,,,,,,, 34
AppendixE~.~~~~..~....~.~.~~~~~~~~~~~~~~~~~.~~~~~~~~~~~~~~..^^^~~....~~~~...~~~~~~~~~~....~~~~~..~~~~~~~~~~ 36
Qualified Vendor 36
Automated Clearing House 37
Tax Exempt Letter 38
AppendixF................................................................................................... 39
Procurement Card Policy...—~--...~~......'..............................................~.. 39
Purpose 39
Background 39
General Information 39
Authorizations and spending limits 40
Responsibilities ofCardholders 40
Responsibilities of Finance Department 42
AppendixG.....^..........................................^......^^.....^.................................... 47
Petty Cash Reimbursement Request 47
AppendixH^^^^^^^^^^.,,,,,,,,,,^,...,,,,..,,~,,,,,,..,,,,,,,,,,,,,,.,.~.,,,,,,,,,,,,,.,..,,,,,,,,,.,,,,~,,, 48
Advance Check Request Form 48
Appendix/ .................................................^......^........................................... 49
Prevailing Wage Rider 49
AppendixJ................,.,,,,..~,,,.........,,,.....,,,^,,,,,,,^,,,,,,,,,,^,,,,,,,,,,,,,,,,,,,,,,,,,,,^,,, 53
Asset Sharing Policy 53
Sourcemmater8alfor Appendix A and B.American BarAusociation The 2000 Model Procurement
Codefor State and Local Government
VILLAGE OF BUFFALO GROVE PROCUREMENT POLICY
INTRODUCTION
This procurement policy is intended for use as a guide to the Village of Buffalo Grove procurement
methods. When used properly, the policies will enable the Village to obtain needed materials
equipment, supplies, and services efficiently and economically. While this policy does not answer
all questions related to purchasing, it does provide the foundation for a sound procurement policy.
This policy is intended for use by the Village's Personnel as a general reference and will be revised
as policies and procedures require revisions or clarification. This procurement policy may
sometimes hereafter by referred to as"policy"
The basic goals of the Village's procurement program are:
1. To comply with the legal requirements of public procurement and purchasing.
2. To assure vendors that impartial and equal treatment is afforded to all who wish to do
business with the Village.
3. To receive maximum value for each dollar spent by awarding purchase orders to the
lowest responsible bidder, taking into consideration quality, performance, technical
support, delivery schedule,past performance and other relevant factors.
4. To provide Village departments the required goods, equipment and services at the time
and place needed and in the proper quantity and quality.
S. To promote environmentally safe products and services while taking into consideration
factors such as price,performance,availability and safety.
6. To promote good and effective vendor relations, cultivated by informed and fair buying
practices and strict maintenance of ethical standards.
The purpose of this purchasing policy is to provide the Village of Buffalo Grove staff with guidelines
and directions for the acquisition of goods and services. This policy is designed to be a fluid
document and will be modified from time to time to conform to changes in legislation, technology
and actual practice,
The Village Manager, or his/her designee, shall be the final authority with regards to enforcement
of any of the provisions of this policy. Failure to follow the procedures outlined in this policy may
lead to disciplinary action in accordance with the provisions of the Village of Buffalo Grove
Personnel Manual.
This policy is not intended to provide third parties with any specific rights when transacting with
the Village of Buffalo Grove. All policies and procedures in this Policy are subject to modification by
the appropriate Village employees and, therefore, vendors or other third parties shall not be
entitled to rely on the contents of this policy.
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VILLAGE OF BUFFALO GLOVE PROCURMENT POLICY
PROCUREMENT GUIDELINES & SUMMARY
Amount Of Purchase Procurement Notification val
Purchases of$100.00 or less Petty Cash Procedures Supervisor or Supervisor or
Credit Card Designee Designee
$100.01 to$250.00 Purchases Request for Payment Method Department Department
Supervisor or Supervisor or
Or Invoice submitted Designee Designee
Purchase Order Procedure
$250.01 to$1,499.99 Purchases Quotes (verbal, fax, email, Department Purchasing
written) Supervisor or Manager
Designee
Quotes eco ended
Purchase Order Procedure
$1,500.00 to $3,499.99 Purchases Quotes (written,faxed or email) Department Finance Director
Director or or Purchasing
Quotes Required Designee Manager
Purchase Order Procedure
$3,500.00 to$20,000.00 Purchases Contact the Purchasing Manager Department Village Manager
Director or or Designee
Quotes (written,faxed or email) Designee
3 Quotes or State Contract/GSA
Purchase Order Procedures
Purchase Exceeds$20,000.00 Contact the Purchasing Manager Village Village Board
Manager or
Formal Procurement Process Designee
Award by Village Board
Ultimate authority to make purchases resides with the Village Board.
611) age
RESPONSIBILITIES OF PURCHASING AGENTS
THE PURCHASING MANAGER'S RESPONSIBILITIES
1. To facilitate the involvement of local vendors in the Village's procurement policy.
2. Impartial judgments in the selection of vendors which are based on product quality, price,
warranty, and performance and vendor delivery,service,and performance.
3. Complying with all Village procurement procedures and State Statutes covering
procurement and disposal.
4. Maintaining a store of office supplies and helping establish guidelines for maintaining
general janitorial maintenance supplies.
S. Preparing formal bid packets and quotation requests.
6. Managing the formal bid process, including advertising for bids, notifying vendors,
accepting bid proposals, opening bids, tabulating bids, and serving as the primary resource
for questions from vendors.
7. Purchase review and final preparation of all purchase orders.
8. Maintaining adequate procurement records, including a database of vendors established in
an accessible vendor file.
9. Upon request, assist departments in locating the best source for supplies, materials, and
equipment.
10. Assisting departments in conducting negotiations with vendors concerning prices, bids,
terms, deliveries, and adjustments.
11. Maintaining a central file of contracts and related documents including but not limited to
certified payroll submissions and associated waivers of lien.
12. Assisting departments with the informal bid process,
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THE VILLAGE MANAGER'S RESPONSIBILITIES
1. Purchase all materials,supplies, equipment,personal services and contracts for which funds are
provided in the budget,but no item or personal service which exceeds any budget
appropriation may be purchased.
2. For a purchase of more than twenty thousand dollars,with the exception of professional
services, the Village Manager should solicit bids and such bids shall be presented to the
Corporate Authorities for approval or rejection.
3. The Village Manager shall solicit bids for any public improvement which will exceed twenty
thousand dollars,which is not to be paid for in whole or in part by a special assessment or
special tax.
4. The Village Manager will make recommendations to the Corporate Authorities with respect to
all bids.
S. The Village Manager may issue rules and regulations governing requisitions and the transaction
of the business of the purchasing agent and the heads of departments, officers and employees of
the Village.
6. In case of circumstances creating an emergency,the Village Manager may,without prior
consent of the Corporate Authorities, award contracts and make purchases for the purpose of
meeting the emergency. In such cases the Village Manager will notify the Corporate Authorities
as soon as is practicable of all emergency procurements that exceed$20,000
DEPARTMENT AND EMPLOYEE RESPONSIBILITIES
1. It is the responsibility of each department to requisition goods and services in such a way as to
allow time for competitive bidding, ordering, and delivery of materials.Exceptions shall be
made only on rare occasions,when a true emergency exists.
2. It is the responsibility of the Department director or his designee,in consultation with the
Purchasing Manager,to obtain these goods based upon competitive bids and to give
consideration to product price,value, quality, performance, and delivery.
3. While the Department director may delegate for purchases to employees, he/she is still
responsible for ensuring such purchases are made according to the provisions of this policy.
4. No Department Director or employee is authorized to make any commitment to any
salesperson or firm that will bind the Village in any way. During meetings with salespersons,no
employee shall make any indication that he/she will recommend a particular product for
purchase.
S. It is the responsibility of all Village of Buffalo Grove employees to comply with all rules and
regulations set forth herein.As directed by the Village Manager, any employee deliberately
violating the policy regarding unauthorized purchases shall be held personally accountable for
the purchases. Failure to follow the procedures outlined in the Policy may lead to disciplinary
action in accordance with the provisions of the Village of Buffalo Grove Employee Manual.
VILLAGE OF BUFFALO GROVE PROCURMENT POLICY
THE PURCHASING MANAGER'S RESPONSIBILITIES TO VENDORS
1. Encourage good Village/vendor relations.
1 Encourage businesses located within the Village to participate in the Village's procurement
policy,by notifying all known in-Village vendors of opportunities to bid.
3. Conduct business with vendors in a professional manner that promotes honesty and
fairness.
4. Accept, and in some cases require, samples from vendors to be used for testing. A fair trial
shall be given to all samples and the outcome of the test shall be presented to the vendor, in
general terms.
S. Make every effort to be available for appointments during normal business hours on
reasonable notice.
6. Arrange interviews between salespersons and department directors as needed.
7. Write all correspondence to salespersons and vendors, except when technical details can be
better written by the department.
8. Keep on file vendor information, catalogs, samples, price quotes, etc. to be used by all
departments.
THE VENDOR'S RESPONSIBILITIES TO VILLAGE OF BUFFALO GROVE
1. Understand the needs of Village of Buffalo Grove and to try to find the right product at the
right price, quality, and quantity that benefits the Village as a whole.
2. Conduct themselves in a professional manner: being honest about the supplies, services and
products they represent.
3. Honor purchase orders generated as a result of providing price quotes on specified items
and quantities.
4. Respond to Bids, Requests for Proposals, and Requests for Qualifications in a professional
and ethical fashion.See Appendix D for causes for debarment from bidding.
S. Complete on a biennial basis the Village of Buffalo Grove Qualified Vendor Registration
form. (Appendix E)
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VILLAGE OF BUFFALO GROVE PR CC POLICY
PAYMENT
The Village is bound by State Statute (50 ILCS 505/1 etseq.)which states that payments are to be
made pursuant to the Illinois Local Government Prompt Payment Act. it is important to note that
all contracts and agreements with Vendors reflect these particular payment terms.
CONFLICTS OF INTEREST
The Purchasing Manager shall not knowingly initiate a purchase order when there is a conflict of
interest. All known or suspected conflict of interest situations shall be referred to the Office of the
Village Manager. A conflict of interest exists when a Village employee or officer (The Village
President, the members of the Village Board of Trustees,the Village Clerk,the Village Treasurer,the
members of the Zoning Board of Appeals and the Plan Commission, the Village Manager and his
Assistant or Assistants, or the heads of the various departments within the Village) is an officer or
director of the supplier, or owns five percent (5%) or more of the supplier of products and or
services to the Village of Buffalo Grove.
GIFTS AND FAVORS
Employees shall not solicit, accept or agree to accept any gift of any kind from any person or
business entity doing business or wishing to do business with the Village, except where said gift is
expressly permitted by the Illinois State Officials and Employees Ethics Act (5 ILCS 430/1-5). A
,.gift" means any gratuity, discount, entertainment, hospitality, loan, forbearance, or other tangible
or intangible item having monetary value including, but not limited to, cash, food and drink, and
honoraria for speaking engagements related to or attributable to government employment or the
official position of an employee. Employees shall comply with the Illinois State Officials and
Employees Ethics Act at all times.
The Purchasing Manager may accept samples from vendors only for the purpose of testing
products.
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PROCUREMENT METHODS
PETTY CASH
Purpose. To reimburse an employee fors all incidental purchases.
Appropriate use of the Petty Cash: Petty cash funds may be used for small incidental nonrecurring
cash purchases that do not exceed $100.00. The use of petty cash should not be considered as a
substitute for regular procurement procedures.
It is recommended that wherever possible a Village issued credit card/procurement card be used in
the place of petty cash.
Requests for reimbursement using petty cash must be accompanied by the Petty Cash For
(Appendix F).These forms must be completed and then submitted to the Accounts Payable Clerk.
ADVANCE CHECK REQUEST
Purpose:To request a check for payment when an invoice is not issued.
Appropriate use of Advance Check Requestfor Payment: Occasionally, a check is needed when
there is no invoice. These occurrences include,but are not limited to:
1. An employee request for reimbursement for out of pocket expense.
2. Vendors requiring payment in advance.
3. Mail in catalog orders requiring pre-payment.
When the Advance Check Request for is used,a cash receipt, a written quote, or a copy of the
catalog order must be submitted as supporting documentation.
For a copy of the Advance Check Request for see Appendix G.
PURCHASE ORDERS
Purpose:To provide a legal document that places an obligation on both the Village and the vendor.
When properly endorsed by the Finance Department, the purchase order obligates the Village to
purchase the items listed at the prices stated. The vendor is obligated according to the terms and
prices stated on the purchase order to deliver the goods or services. The purchase order provides
specifications for goods and services ordered and shipping and billing information.
Appropriate Use of the Purchase Order. A purchase order shall be used for procurement of any
item or service that requires a written order or any purchase of$100.01 or more. Purchase orders
are not required for prepaid orders.
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VILLAGE OF BUFFALO GROVE PROCURMENT POLICY
BLANKET PURCHASE ORDERS
Purpose: Blanket purchase orders will be used for repetitive purchases from certain vendors.
Appropriate Use of the Blanket Purchase Order. If the Village has entered into contract with a
Vendor then a Blanket purchase may be issued for each fiscal year of that contract.Departments
should follow standard purchase order procedures. For repetitive purchases,rather than issuing a
purchase order for each purchase, one purchase order with a dollar limit is issued for a period of up
to three months.
PROCUREMENT CARD PROGRAM
A policy has been designed to establish the procedures to be used with the Village of Buffalo Grove's
procurement card program.Refer to Appendix F for the complete policy.
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-- SPECIAL PROCUREMENT
ELECTRONIC EQUIPMENT
The IT (Information Technology) Department or a company contracted by the Village to supply IT
services will purchase or authorize the purchase of all computers, peripherals, printers, cell phones
and all other electronics governed by the Communications and Information Technology Policy. The
IT Department or a company contracted by the Village to supply IT services will then be responsible
for communicating to the Office of the Village Manager and requesting a Purchase Order or
instructing the department requesting services or equipment to enter the information required to
create a Purchase Order. The IT Department or the company contracted by the Village to supply IT
services will setup and install equipment in the appropriate departments.
ELECTRONIC EQUIPMENT MAINTENANCE
When a copier,large format printer,scanner or multifunction print device requires maintenance,
the department should use the contact information located on the device.
If you have maintenance or repair need for a cell phone or pager, contact the IT department or the
company contracted by the Village to supply IT services.
When maintenance or repair is needed for all other electronic equipment,including but not limited
to computers,printers,and telephones,the IT department or the company contracted by the Village
to supply IT services shall be contacted. The IT department or the company contracted by the
Village to supply IT services will either repair,service or make arrangements for outsourcing the
repair.
VEHICLES/EQUIPMENT REPAIR
The Central Garage is responsible for the maintenance repair and replacement of all Village owned
vehicles. Central Garage personnel will determine when repairs can be made at the garage or
should be outsourced. Before outsourcing work,the Fleet Manager will notify the applicable
Department director with a recommendation of the work to be performed, along with estimates or
quotes.
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BUILDINGS
The Public Works Department shall be contacted for Village building repairs and remodeling
requests. For Village property the Public or department will assess the need or problem and
recommend the best course of action to correct the problem(s).
Repair services for Village buildings or equipment that are not covered by maintenance agreements
shall be obtained by the following procedures:
1. Estimates of the repair/improvement work shall be gathered and reviewed before
proceeding with the repairs/improvements.
2. As repairs/improvements to public facilities will likely require prevailing wage to be paid,
the rider in Appendix I.should be provided to contractors when requesting quotes.
3. If emergency repairs are needed, Emergency Procurement procedures should be followed.
MAINTENANCE AGREEMENTS
Departments should follow these guidelines for all maintenance agreements:
1. All maintenance agreements must be reviewed by the Village Attorney.
2. Maintenance agreements shall be considered for any equipment/asset that requires
frequent adjustment or repairs.
3. Maintenance agreements are a for of contract. Department Directors are not authorized to
sign contracts in excess of$3,500.00
4. Copies of all maintenance agreements will be filed with the Purchasing Manager.
5. Purchase order procedures shall be followed.
ENVIRONMENTALLY PREFERABLE PURCHASING
The purchase and use of products and services can have a profound impact on the environment.
The Village of Buffalo Grove recognizes the positive impact that it can make on the environment
through purchasing decisions that Village staff make. It is the intent of the Village of Buffalo Grove
to integrate environmental considerations into the aspects of procurement.
Village staff should seek to reduce the environmental damages associated with their purchases by
increasing their acquisition of environmentally preferable products and services to the extent
feasible, consistent with price, performance, availability, and safety considerations.
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VILLAGE OF BUFFALO GROVE PROCURMENT POLICY
WRITTEN CONTRACTS
Contracts range from written contracts described in this section to purchase orders
incorporating specifications, which are also contracts. The following purchases will require
contracts:
1. Supplies, equipment, apparatus, and material requiring an expenditure of more than
$20,000.00.
2. All maintenance agreements and leases.
3. Construction and repair (including demolition and renovation) projects requiring an
expenditure of more than$20,000.
4. Change Orders: Contracts for construction or repair projects can have change orders during
the project prior to completion, without going through a new bid process, providing the
bidding laws are not evaded. Change orders that exceed 10% of the total contract price
must be approved by the Village Board and then should only be approved if it is in the best
interests of the Village of Buffalo Grove. Change orders up to 10a000A0 (but less than 10%
of total contract price) can be approved by the Village Manager.
5. Any work that that can be considered an improvement to public facilities and therefore
invokes prevailing wage rates must have a written contract. At a minimum the rider in
Appendix I. must be attached to a quote provided for such work and signed by the
contractor/vendor performing the work.
All contracts that commit the Village to an expenditure of more than $3,500.00 shall be
submitted to the Village Manager or Finance Director for approval signature. Contracts at or
below$3,500 may be signed by a Department Director after review by the Village Attorney with
the contract forwarded to the Purchasing Manager. Contracts that commit the Village to an
expenditure of more than $20,000 can only be signed by the Village President or Village
Manager.
While Illinois law and Village policy mandate when written contracts are required,this does not
preclude the use of written contracts at any time. It should also be remembered that the need
for a contract might vary according to circumstances and, a written contract may be used
whenever it is deemed necessary and advisable by the Purchasing Manager or Village Attorney.
MULTI-YEAR CONTRACTS
Unless otherwise provided by law,a contract for supplies or services may be entered into for
any period of time deemed to be in the best interests of the Village of Buffalo Grove.The term of
the contract and conditions of renewal or extension, if any, must be included in the solicitation
and funds must be available for the first fiscal period at the time of contracting.Payment and
performance obligations for succeeding fiscal periods shall be subject to the availability and
appropriation of funds therefor.
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INFORMAL PURCHASES
Any procurement not exceeding$20,000.00 may be made in accordance with the following
purchase procedures,provided however,that purchases are not artificially divided so as to create
an Informal purchase.The splitting of a purchase or contract into two or more purchases for the
purpose of avoiding the bidding or quotation process is in violation of State law and Village policy.
INFORMAL BUYING REQUIREMENTS — PURCHASES OF $250,00 OR LESS
The informal buying requirements cover purchases for construction or repair work and contracts
for the purchase or lease-purchase of apparatus,supplies, materials, or equipment involving the
expenditure of$250.00 or less.
Pricing may be obtained verbally, or by electronic or written submission. No advertisement is
required.The Village of Buffalo Grove standard is to seek three quotes for all purchases that do not
qualify for the informal purchase exception rules. If the purchase is for a routine operating good or
service,the price comparison needs to be performed at least once each fiscal year.
INFORMAL QUOTE REQUIREMENTS — PURCHASES BETWEEN $250.01 &$3499.99
The informal quote requirements cover contracts for construction or repair work and contracts for
the purchase or lease-purchase of apparatus,supplies,materials, or equipment involving the
expenditure of$250.01 to$3,499.99.
Pricing may be obtained by electronic or written submission. No advertisement is required,The
Village of Buffalo Grove standard is to seek three quotes for all purchases that do not qualify for the
exception rules.
INFORMAL PROPOSAL REQUIREMENTS — PURCHASES BETWEEN $3500.00 &$20,000.00
The informal proposal requirements cover contracts for construction or repair work and contracts
for the purchase or lease-purchase of apparatus,supplies,materials, or equipment involving the
expenditure of$3,500.00 to $20,000.00.
Informal proposals may be obtained by electronic or written submission. No advertisement is
required but it is recommended.The Village of Buffalo Grove standard is to seek at least three
quotes for all purchases that do not qualify for the exception rules.
INFORMAL PURCHASE EXCEPTIONS
Exceptions to obtaining price quotes from more than one vendor should be limited to the following;
1. There are a variety of numerous items in the order, including but limited to maintenance
repair and operational (MRO) supplies and office supplies.
2. Specifications are sufficiently detailed,or the item being sought is highly unique and/or
specialized.
3. Sole source procurement.
Exceptions must be noted with the Purchase Order.
16 111
FORMAL PROCUREMENT REQUIREMENTS
Procurement involving the expenditure of$20,000.00 or more requires Village Board approval.
Exception to this rule is provided for only in the case of emergency and is detailed in the section
titled Emergency Procurement.
COMPETITIVE SEALED BIDS
The formal bidding requirements cover contracts for construction or repair work and contracts for
the purchase or lease-purchase of apparatus,supplies, materials,or equipment involving the
expenditure of more than $20,000.00.Bids should be used where detailed specifications are
available and pricing is of the upmost concern.
A notice to bidders,"Invitation to Bid"must be advertised locally.The advertisement must include:
1. A general description of the service or supplies sought after by the Village of
Buffalo Grove,with details on how to obtain more specific information of those
services/supplies.
2. Notification that only sealed bids shall be reviewed.
3. Bonding and Insurance requirements as might be necessary.
4. Date,time and location of bid opening.
Bid notices should be mailed/e-mailed to Vendors the week the notice is published. Contract
documents should be made available to Vendors in the office of the person authorized to administer
the bid. If copies of contract documents are expensive to reproduce,a fee may be required by the
Village to create those documents.
Pursuant to authority in chapter 2.08 of the Buffalo Grove Municipal Code the Village may utilize
Bids obtained through the Illinois Government joint Purchase Act(30ILCS 525/0.01)
Bids will be opened at the time and date as advertised on the "Notice to Bidders". Bids received
after the time and date specified shall not be accepted.
Both Bid Bonds and Bid deposit checks are acceptable methods of providing earnest payment to
show good faith in entering into a Contract with the Village of Buffalo Grove.If the low bidder
chooses not to enter into a contract with the Village,the Village shall reserve the right to retain
those funds.
See Appendix A for more information on the Formal Bid Process,
The requirement for competitive sealed bids may be waived by a two-thirds vote of the Village
Trustees.
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VILLAGE OF BUFFALO GROVE PROCURMENT POLICY
STANDARD FOR AWARDING BID
The standard for awarding contracts is based on the lowest responsive and responsible bidder, or
bidders,taking into consideration quality,performance, and the time specified in the proposals for
the performance of the contracts. If a supplier is recommended who has not quoted the lowest
price, the reasons for selecting the supplier should be documented.
Appendix A.Bid Evaluation and Award, fully details the methods to be used in deter in lowest
responsive and responsible bidder.
Single Bids.When only a single bid or quote is received that fact alone shall not prevent the Village
from accepting that bid or quote.
BID/QUOTE RECORDS
The Village must keep a record of all bids/quotes sought,but those records are not subject to public
inspection until the contract has been awarded.
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VILLAGE OF BUFFALO GROVE PROCURMENT POLICY
REQUESTS FOR PROPOSALS
The formal Request for Proposal (RFP) process cover contracts for construction or repair work and
contracts for the purchase or lease-purchase of apparatus,supplies,materials, or equipment
involving the expenditure of$20,000 or more. An RFP should be used in those occasions where the
need for quality or expertise exceeds the concern for pricing. RFP documents will likely include a
section detailing what criteria shall be used to make the selection for the vendor to be awarded the
contract.
A notice to proposers, "Request for Proposal" should be advertised locally.The advertisement
should include:
(a.) A general description of the service or supplies sought after by the Village of Buffalo
Grove,with details on how to obtain more specific information of those services/supplies;
(b.) Notification that only sealed proposals shall be reviewed;
(c.) Bonding and Insurance requirements as it be necessary; and
(d.) Date, time and location Proposals are due,
A Request for Proposal should be mailed/e-mailed to potential Proposers the week the notice is
published. Contract documents should be made available to Proposers in the office of the person
authorized to administer the bid. If copies of contract documents are expensive to reproduce,a fee
may be required by the Village to create those documents.
Proposals will be opened at the time and date as advertised in the Request for Proposal. Proposals
received after the time and date specified shall not be accepted.
Both Bid Bonds and Bid deposit checks are acceptable methods of providing earnest payment to
show good faith in entering into a Contract with the Village of Buffalo Grove.If the low bidder
chooses not to enter into a contract with the Village the Village shall reserve the right to retain
those funds.
See Appendix B.for more information on the Competitive Sealed Proposal process.
REQUEST FOR PROPOSAL
The request for Competitive Sealed Proposals is an exception to the bid process.The reasons for
selection of this method of procurement and the procedures to be followed are set forth in
Appendix B.
19 1 P age
EXCEPTIONS TO BID/ PROCUREMENT REQUIREMENTS
SOLE SOURCE PROCUREMENT
A contract maybe awarded for a supply,service, or construction item without competition when,
the Finance Director, Purchasing Manager, or a designee of either determines in writing that there
is only one source for the required supply,service, or construction item. Purchases made in this
fashion in excess of$20,000 must be brought before the Village Board in the form of a request for
Bid Waiver.
EMERGENCY PROCUREMENTS
Notwithstanding any other provision of this Policy, the Village Manager, Finance Director or
Purchasing Manager may make or authorize others to make emergency procurements when there
exists a threat to public health, welfare, or safety under emergency conditions; provided that such
emergency procurements shall be made with such competition as is practicable under the
circumstances.
If emergency purchases are needed during business hours, begin Purchase Order procedures
immediately and contact the Purchasing Manager for Purchase Order approval. When emergency
purchases occur during non business hours, contact the Purchasing Manager immediately the next
business day. A written determination of the basis for the emergency and for the selection of the
particular contractor shall be included in the contract file.
The Village Manager must authorize any emergency procurement for more than$20,000. In such
cases the Village Manager will notify the Corporate Authorities as soon as is practicable of all
emergency procurements that exceed$20,000.
PROFESSIONAL SERVICES
Professional services including but not limited to Accounting,Auditing, Financial, Recruitment,
Employment, Procurement, Information Technology, Legal, Land Survey,Architectural and
Engineering services, are generally procured through a Request for Qualifications followed by or in
conjunction with a Request for Proposals.The Village will award the contract based upon quality,
performance, and the time specified in the proposals for the performance of the contracts.
FUEL PROCUREMENT
Due to the speculative nature of fuel purchases and an ever increasing volatile market, the Village
Manager working in coordination with the Fleet Manager has been authorized by Section 2.08.040
of the Village of Buffalo Grove Municipal Code to make purchases in excess of the bid limit in order
to secure fuel at the best possible price for the Village of Buffalo Grove.
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VILLAGE OF BUFFALO GROVE PROCURIMENT POLICY
COOPERATIVE PROCUREMENT
In some cases the Village has an opportunity to purchase through a joint procurement agency, joint
Procurement cooperatives can save the Village of Buffalo Grove money through collective buying
power. It may also be the case that other agencies have gone through the Bid process for items or
services the Village now seeks.In those cases the Finance Department may recommend that the
Village Board"Accept 3rd Party*Bids for and purchase using a joint procurement agency bid".
The Illinois State Intergovernmental Cooperation Act(5 ILCS 220) allows for cooperative
procurement.
*3rd Party includes but is not limited to; the State of Illinois Central Management Services,United
States General Services Administration, Northwest Municipal Conference and the North Suburban
Municipal Partnering Initiative.
Pursuant to authority in chapter 2.08 of the Buffalo Grove Municipal Code the Village may utilize
Bids obtained through the Illinois Government joint Purchase Act(30 ILCS 525/0.01)
ASSET SHARING POLICY
A subset of Cooperative Procurement is Asset Sharing.The Village of Buffalo Grove is committed to
providing safe,efficient and effective services to the Residents of Buffalo Grove and other external
stakeholder groups through the sharing of assets where appropriate and practical.
It is the policy of the Village of Buffalo Grove to ensure that certain criteria are evaluated when
making capital asset purchases. The administrative guidelines outlined in Appendix J. apply to all
situations where the sharing of assets could be of mutual benefit to those involved and reduce the
overall lifecycle cost of the asset. This Policy shall apply to all departments of the Village and
include such things as vehicles, equipment,trailers,and tools.
The purpose of the Asset Sharing Policy("Policy") is to provide the Village of Buffalo Grove staff
with guidelines and directions for acquiring assets that can be shared. The benefit to all parties is a
more effective use of resources, enhanced inter-governmental cooperation,and more efficient use
of taxpayer dollars through cost sharing.
The Policy is designed to be a fluid document and will be modified from time to time to conform to
changes in law,technology and actual practice.
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VILLAGE OF BUFFALO GROVE PROCURMENT POLICY
APPENDIX A
FORMAL BID REQUIREMENTS
THE INVITATION FOR BIDS.
The Invitation for Bids is used to initiate competitive sealed bid procurement.
The Invitation for Bids shall include the following:
1. instructions and information to bidders concerning the bid submission requirements,
including the time and date set for receipt of bids,the address of the office to which bids are
to be delivered,the maximum time for bid acceptance by the Village of Buffalo Grove, and
any other special information;
2. the purchase description, evaluation factors, delivery or performance schedule, and such
inspection and acceptance requirements as are not included in the purchase description;
and
3. the contract terms and conditions,including warranty and bonding or other security
requirements,as applicable.
Incorporation by Reference.The Invitation for Bids may incorporate documents by reference.
Acknowledgement of Addendurns.The Invitation for Bids shall require the acknowledgement of the
receipt of all Addendums issued.
BIDDING TIME,
Bidding time is the period of time between the date of distribution of the Invitation for Bids and the
time and date set for receipt of bids. In each case bidding time will be set to provide bidders a
reasonable time to prepare their bids.A minimum of 10 days shall be provided unless a shorter
time is deemed necessary for a particular procurement as determined in writing by the Purchasing
Manager.
BIDDER SIJIBMISSIONS.
Bid Form.The Invitation for Bids shall provide a for which shall include space in which the bid
price shall be inserted and which the bidder shall sign and submit along with all other necessary
submissions.
BID SAMPLES AND Dl:aSCRIPTIVE LITERATURE.
1. "Descriptive literature" means information available in the ordinary course of business
which shows the characteristics,construction, or operation of an item which enables the
Village of Buffalo Grove to consider whether the item meets the Village's needs.
2. "Bid sample" means a sample to be furnished by a bidder to show the characteristics of the
item offered in the bid.
1 Bid samples or descriptive literature may be required when it is necessary to evaluate
required characteristics of the items bid.
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VILLAGE OF BUFFALO GROVE PROCURMENT POLICY
4. The Invitation for Bids shall state that bid samples or descriptive literature should not be
submitted unless expressly requested and that,regardless of any attempt by a bidder to
condition the bid,unsolicited bid samples or descriptive literature which are submitted at
the bidder's risk will not be examined or tested,and will not be deemed to vary any of the
provisions of the Invitation for Bids.
Pi B L I C N OTI Cl F,
Distribution. Invitations for Bids or Notices of the Availability of Invitations for Bids shall be mailed
or otherwise furnished to a sufficient number of potential bidders for the purpose of securing
competition.Notices of Availability shall indicate where,when, and for how long Invitations for
Bids may be obtained; generally describe the supply,service, or construction desired; and may
contain other appropriate information.Where appropriate the Purchasing Manager may require
payment of a fee or a deposit for the supplying of the Invitation for Bids.
Publication. Every procurement in excess of$20,000 shall be publicized in one or more of the
following ways:
1. in a newspaper of general circulation;
2. in a newspaper of local circulation in the area pertinent to the procurement;
3. in industry media;
4. through electronic mailing lists,
5. through the internet, agency web site, or other publicly accessible electronic media,or
6. in a government publication designed for giving public notice.
Public Availability.A copy of the Invitation for Bids shall be made available for public inspection at
the Purchasing Manager's office or the public information office of such officer's agency.
BIDDERS LISTS,
Purpose. Bidders lists may be compiled to provide the Village of Buffalo Grove with the names of
businesses that may be interested in competing for various types of the Village of Buffalo Grove
contracts.Unless otherwise provided,inclusion or exclusion of the name of a business does not
indicate whether the business is responsible in respect to a particular procurement or otherwise
capable of successfully performing a Village of Buffalo Grove contract.
Public Availability. Names and addresses on bidders lists shall be available for public inspection,
unless an exemption to the Illinois Freedom of Information Act applies.
PRE-1311) CONFERE.NCES.
Pre-bid conferences may be conducted to explain the procurement requirements.They shall
be announced to all prospective bidders known to have received an Invitation for Bids.The
conference should be held long enough after the Invitation for Bids has been issued to allow bidders
to become familiar with it, but sufficiently before bid opening to allow consideration of the
conference results in preparing their bids.Nothing stated at the pre-bid conference shall change the
Invitation for Bids unless a change is made by written addendum.
23 1 t-) a g e
ADDENDUIVIS TO INVITATIONS FOR BIDS,
Form.Addendums to Invitations for Bids shall be identified as such and shall require that the
bidder acknowledge receipt of all Addendums issued.The amendment shall reference the portions
of the Invitation for Bids it amends.
Distribution.Addendums shall be sent to all prospective bidders known to have received an
Invitation for Bids.
Timeliness.Addendums shall be distributed within a reasonable time to allow prospective bidders
to consider them in preparing their bids.If the time and date set for receipt of bids will not permit
such preparation,such time shall be increased to the extent possible in the addendum or,if
necessary,by telephone and confirmed in the addendum.
PRE-OPENING MODIFICATION OR WITHDRAWAt, OF BIDS,
Procedure. Bids may be modified or withdrawn by written notice received in the office designated
in the Invitation for Bids prior to the time and date set for bid opening.An electronic modification
or withdrawal received from the bidder or,as applicable,the receiving prior to the time and date
set for bid opening will be effective provided that there is objective evidence,in electronic form or
from the receiving company, confirming that the message was received prior to the time and date
set for bid opening.
Disposition of Bid Security. If a bid is withdrawn in accordance with this Section,the bid security,if
any, shall be returned to the bidder.
Records.All documents relating to the modification or withdrawal of bids shall be made a part of
the appropriate procurement file.
LATE BIDS, LATE WITHDRAWALS, AND LATE MODIFICATIONS,
Any bid received after the time and date set for receipt of bids is late.Any withdrawal or
modification of a bid received after the time and date set for opening of bids at the place designated
for opening is late.
Notice. Bidders submitting late bids that will not be considered for award shall be so notified as
soon as practicable.
Records. Records equivalent to those required in the Section titled"Pre-Opening Modification or
Withdrawal of Bids", shall be made and kept for each late bid, late modification,or late withdrawal.
24 1 1 1 a g e
RECEIPT, OPENING, AND RECORDING OF BIDS.
Receipt.Upon its receipt, each bid and modification shall be time-stamped but not opened and shall
be stored in a secure place until the time and date set for bid opening. Bids submitted through
electronic means shall be received in such a manner that the time and date of submittal,along with
the contents of such bids shall be securely stored until the time and date set for bid opening.
Opening and Recording. Bids and modifications shall be opened publicly,in the presence of one or
more witnesses, at the time, date, and place designated in the Invitation for Bids.The name of each
bidder,the bid price,and such other information as is deemed appropriate by the Purchasing
Manager,shall be read aloud or otherwise made available. Such information also shall be recorded
at the time of bid opening; that is,the bids shall be tabulated or a bid abstract made.The names and
addresses of witnesses shall also be recorded at the opening.The opened bids shall be available for
public inspection except to the extent the bidder designates trade secrets or other proprietary data
to be confidential as set forth in the Subsection titled"Confidential Data" of this Section, or as
otherwise provided by law. Information are Confidential shall be readily separable from the bid
in order to facilitate public inspection of the non-confidential portion of the bid.Price,makes and
model or catalogue of the items offered, deliveries,and terms of payment shall be publicly available
at the time of bid opening regardless of any designation to the contrary.
Confidential Data.The Purchasing Manager shall examine the bids to determine the validity of any
requests for nondisclosure of trade secrets and other proprietary data identified in writing. If the
parties do not agree as to the disclosure of data,the Purchasing Manager shall inform the bidders in
writing what portions of the bids will be disclosed and that,the bids will be disclosed.The bids shall
be open to public inspection subject to any continuing prohibition on the disclosure of confidential
data unless subject to an exemption under applicable law.
Proposals and bids are exempt from disclosure until an award or final selection is made pursuant to
5 ILCS 140/7(1)(h).
BID EVALUATION AND AWARD
The standard for awarding contracts is based on the lowest responsive and responsible bidder, or
bidders,taking into consideration quality, performance,and the times ecifie in the proposals for
the performance of the contracts. If a supplier is recommended who has not quoted the lowest
price,the reasons for selecting the supplier should be documented.
Product Acceptability.The Invitation for Bids shall set forth any evaluation criterion to be used in
determining product acceptability.It may require the submission of bid samples, descriptive
literature,technical data, or other material. It may also provide for accomplishing any of the
following prior to award:
(a) inspection or testing of a product prior to award for such characteristics as quality or
workmanship;
(b) examination of such elements as appearance,finish,taste, or feet; or
(c) other examinations to determine whether it conforms with any other purchase description
requirements.
2511' {
VILLAGE OF BUFFALO GROVE PROCURMENT POLICY
The acceptability evaluation is not conducted for the purpose of determining whether one bidder's
item is superior to another but only to determine that a bidder's offering is acceptable as set forth
in the Invitation for Bids.Any bidder's offering which does not meet the acceptability requirements
shall be rejected as nonresponsive.
Determination of Lowest Bidder. Following determination of product acceptability,if any is
required,bids will be evaluated to determine which bidder offers the lowest cost to the Village of
Buffalo Grove in accordance with the evaluation criteria set forth in the Invitation for Bids. Only
objectively measurable criteria which are set forth in the Invitation for Bids shall be applied in
determining the lowest bidder. Examples of such criteria include,but are not limited to,
transportation cost, and ownership or life cycle cost formulas. Evaluation factors need not be
precise predictors of actual future costs,but to the extent possible such evaluation factors shall:
(a) be reasonable estimates based upon information the Village of Buffalo Grove has available
concerning future use; and
(b) treat all bids equitably.
Responsive and Responsible Bidder. In an effort to determine a"Responsive and/or Responsible"
Bidder the Village will take in consideration responses from references provided by Bidders as well
as information as might be solicited from other local municipalities or governmental agencies,in
addition,the following shall be considered when determining whether the bidder is responsive and
responsible:
(a) The ability, capacity and skill of the bidder to perform the contract and to provide the
service required;
(b) Whether the bidder can perform the contract or provide the service promptly, or within the
time specified,without delay or interference;
(c) The character,integrity,reputation,judgment, experience and efficiency of the bidder;
(d) The quality of the performance of previous contracts or services;
(e) The previous and existing compliance by the bidder with laws and ordinances relating to
the contract and service;
The sufficiency of the financial resources and ability of the bidder to perform the contract
or provide the service;
(g) The quality, availability and adaptability of the supplies or contractual services to the
particular use required;
(h) The ability of the bidder to provide future maintenance and service for the use of the
subject of the contract; and
(i) The number and scope of conditions attached to the bid.
Restrictions. Nothing in this Section shall be deemed to permit contract award to a bidder
submitting a higher quality item than that designated in the Invitation for Bids if such bidder is not
also the lowest bidder. Further,this Section does not permit negotiations with any bidder.
26 111 e
VILLAGE OF BUFFALO GROVE PROCURMENT POLICY
LOW TIE BIDS,
Definition, Low tie bids are low responsive bids from responsible bidders that are identical in price
and is meet all the requirements and criteria set forth in the Invitation for Bids.
Award.Awards shall not be made by drawing lots,or by dividing business among identical bidders.
The Purchasing Manager shall bring before the Village Board a request to reject all Bids and
negotiate with the Low Tie Bidders.
Records shall be made of all Invitations for Bids on is tie bids are received showing at least the
following information:
(a) the identification number of the Invitation for Bids;
(b) the supply,service, or construction item; and
(c) a listing of all the bidders and the prices submitted.
A copy of each such record shall be sent to the Village Clerk's Office
DO('1'(JM1,.'NTA TION OF A WA RD,
Following award,a record showing the successful bidder shall be made a part of the
procurement file.
27 1 P ,i g e
APPENDIX B
COMPETITIVE SEALED PROPOSALS.
Conditions for Use.
(a) A contract may be entered into by competitive sealed proposals when the Purchasing
Manager,Village Manager,the Finance Director, or a designee of any of the foregoing above
determines in writing,,that the use of competitive sealed bidding is either not practicable or not
advantageous to the Village of Buffalo Grove.
(b) Contracts for the design-build, design-build-operate-maintain, or design-build-fiance-
operate- aintain project delivery methods shall be entered into by competitive sealed proposals.
REQUEST FOR PROPOSALS.
Proposals shall be solicited through a Request for Proposals.
Public Notice. Adequate public notice of the Request for Proposals shall be given in the same
manner as provided in Formal Bid Requirements, Public Notice section of Appendix A.
Receipt of Proposals. Proposals shall be opened so as to avoid disclosure of contents to competing
proposers during the process of negotiation. A Register of Proposals shall be prepared and shall be
open for public inspection after contract award.
Evaluation Factors. The Request for Proposals shall state the relative importance of price and other
factors and subfactors,if any.
Discussion with Responsible Proposers and Revisions to Proposals. As provided in the Request for
Proposals, discussions may be conducted with responsible proposers who submit proposals
determined to be reasonably susceptible of being selected for award for the purpose of clarification
to assure full understanding of, and responsiveness to,the solicitation requirements. Proposers
shall be accorded fair and equal treatment with respect to any opportunity for discussion and
revision of proposals,and such revisions may be permitted after submissions and prior to award
for the purpose of obtaining best and final offers. In conducting discussions,there should be no
disclosure of any information derived from proposals submitted by competing proposers.
Award. Award shall be made to the responsive and responsible proposer whose proposal conforms
to the solicitation and is determined in writing to be the most advantageous to the Village of Buffalo
Grove taking into consideration price,reference responses and the evaluation factors set forth in
the Request for Proposals and any related Addendums.
Debriefings. The Purchasing Manager is authorized to provide debriefings that furnish the basis for
the source selection decision and contract award.
28
VILLAGE OF BUFFALO GROVE PROCURNIENT POLICY
When Competitive Sealed Bidding is Not Practicable. Competitive sealed bidding is not practicable
unless the nature of the procurement permits award to a low bidder who agrees by its bid to
perform without condition or reservation in accordance with the purchase description, delivery or
performance schedule,and all other terms and conditions of the Invitation for Bids. Factors to be
considered in determining whether competitive sealed bidding is not practicable include:
(a) whether the contract needs to be other than a fixed-price type;
(b) whether oral or written discussions may need to be conducted with proposers concerning
technical and price aspects of their proposals;
(c) whether proposers may need to be afforded the opportunity to revise their proposals,including
price;
(d) whether award may need to be based upon a comparative evaluation as stated in the Request
for Proposals of differing price, quality, and contractual factors in order to determine the most
advantageous offering to the Village of Buffalo Grove. Quality factors include technical and
performance capability and the content of the technical proposal; and
(e)whether the primary consideration in determining award may not be price.
When Competitive Sealed Bidding is Not Advantageous.A determination may be made to use
competitive sealed proposals if it is determined that it is not advantageous to the Village of Buffalo
Grove, even though practicable,to use competitive sealed bidding. Factors to be considered in
determining whether competitive sealed bidding is not advantageous include:
(a) if prior procurements indicate that competitive sealed proposals may result in more beneficial
contracts for the Village of Buffalo Grove; and
(b) whether the factors are desirable in conducting a procurement rather than necessary; if they
are,then such factors may be used to support a determination that competitive sealed bidding is
not advantageous.
DETERMINA TIONS.
The Village Manager or the Finance Director may make determinations by category of
supply,service,infrastructure facility, or construction item that it is either not practicable or not
advantageous to the Village of Buffalo Grove to procure specified types of supplies,services, or
construction by competitive sealed bidding. Procurements of the specified types of supplies,
services, or construction may then be made by competitive sealed proposals based upon such
determination.The officer who made such determination may modify or revoke it at any time, and
such determination should be reviewed for current applicability from time to time.
29 1 P a g e
VILLAGE OF BUFFALO GROVE PROCURTGENT POLICY
CONTENT OF TIJE REQUFSTFOR PROPOSALS
The Request for Proposals shall be prepared in accordance with the Invitation for Bids
section in Appendix A of this policy provided that it shall also include:
(a) a statement that discussions may be conducted with proposers who submit proposals
determined to be reasonably susceptible of being selected for award,but that proposals may be
accepted without such discussions; and
(b) a statement of when and how price should be submitted.
(c) a listing of the criteria by which staff will make a selection and recommendation to the Village
Board may also be included.
PROPOSAL PREPARATION THVIE,
Proposal preparation time shall be set to provide proposers a reasonable time to prepare
their proposals.A minimum of 10 days shall be provided unless a shorter time is deemed necessary
for a particular procurement as determined in writing by the Purchasing Manager.
FORM OF PROPOSAL.
The manner in which proposals are to be submitted,including any forms for that purpose,
may be designated as a part of the Request for Proposals.
PUBLIC NOTICE.
Public notice shall be given by distributing the Request for Proposals in the same manner
provided for distributing an Invitation for Bids
USE OF BIDDERS LISTS,
Bidders lists compiled and maintained in accordance with the Bidders Lists section of
Appendix A. of this policy may serve as a basis for soliciting competitive sealed proposals.
PRE--PROPOSAL CONFERENCES,
Pre-proposal conferences may be conducted in accordance with the Pre-Bid Conferences
section of Appendix A.Any such conference should be held prior to submission of initial proposals.
ADDENDUMS TO REQUESTS FOR PROPOSALS,
Addendums to Requests for Proposals may be made in accordance with the Addendums to
Invitations for Bids section of Appendix A. prior to submission of proposals.
D
MODIFICATION OR WITH"'RAWAL OF PROPOSALS,
Proposals may be modified or withdrawn prior to the established due date in accordance
with Section the Pre-Opening Modification or Withdrawal of Bids section of Appendix A. For the
purposes of this Section and the Late Proposals, Late Withdrawals, and Late Modifications section
of this Appendix B.the established due date is either the time and date announced for receipt of
proposals or receipt of modifications to proposals,if any; or if discussions have begun,it is the time
and date by which best and final offers must be submitted, provided that only proposers who
30 111 a g e
VILLAGE OF BUFFALO GROVE PROCURNIENT POLICY
submitted proposals by the time announced for receipt of proposals may submit best and final
offers.
LA TEPROPOSALS, LATE WITHDRA UTALS, AND LATE fMOD1111CA TIONS.
Any proposal,withdrawal, or modification received after the established due date at the
place designated for receipt of proposals is late. Late Proposals may only be considered in
accordance with the Late Bids, Late Withdrawals,and Late Modifications section of Appendix A. of
this Policy
RECEIPTAND REGIS'TRA TION OF PROPOSALS.
Proposals shall not be opened publicly but shall be opened in the presence of two or more
Village employees. Proposals and modifications shall be time-stamped upon receipt and held in a
secure place until the established due date.After the date established for receipt of proposals,a
Register of Proposals shall be prepared which shall include for all proposals the name of each
proposer,the number of modifications received, if any, and a description sufficient to identify the
supply,service, or construction item offered.The Register of Proposals shall be open to public
inspection only after award of the contract. Proposals and modifications shall be shown only to the
Village of Buffalo Grove personnel having a legitimate interest in them.
EVALUATION OF PROPOSALS.
Evaluation Factors in the Request for Proposals.The Request for Proposals can include the
following evaluation factors (and subfactors), including price, and their relative importance.
Evaluation.The evaluation shall be based on the evaluation factors set forth in the Request for
Proposals.
1. Classifying Proposals. For the purpose of conducting Village staff discussions,proposals
shall be initially classified as:
(a) acceptable;
(b) potentially acceptable,that is,reasonably susceptible of being made
acceptable; or
(c) unacceptable.
2. Proposers whose proposals are unacceptable shall be so notified promptly.
3. Selection Criteria. Proposals will be evaluated by a selection committee made up of Village
staff,which will subsequently present its recommendation to the Buffalo Grove Village
Board.The recommendation for the successful Proposer may be based on the following or
similar criteria,though the weight of each item will vary with the project:
(a) 15 % Proposer's experience,capacity and capability to provide the
required equipment,installation and training services in a professional,
timely, reliable and secure manner.
(b) 15 % Proposer's understanding of the Village's technical requirements and
demonstrated ability to meet or exceed the same.
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VILLAGE OF BUFFALO GROVE PROCURIVIENT POLICY
(c) 50 % The cost of providing the equipment,installation and training
services.
(d) 10 % Ability to interact productively with Village staff, as required.
(e) 10 % Information obtained through reference checks.
Proposal Discussions/Interviews with Individual Proposers.
"Proposers" Defined. "Proposers"includes only those businesses submitting proposals that are
acceptable or potentially acceptable.The term shall not include businesses who submitted
unacceptable proposals.
Purposes of Discussions. Discussions or Interviews are held to:
(a) promote understanding of the Village of Buffalo Grove's requirements and the proposers'
proposals; and
(b) facilitate arriving at a contract that will be most advantageous to the Village of Buffalo Grove
taking into consideration price and the other evaluation factors set forth in the Request for
Proposals.
Conduct of Discussions. Proposers shall be accorded fair and equal treatment with respect to any
opportunity for discussions and revisions of proposals.The Purchasing Manager should establish
procedures and schedules for conducting discussions. If during discussions there is a need for any
substantial clarification of or change in the Request for Proposals,the Request shall be amended to
incorporate such clarification or change.Auction techniques (revealing one proposer's price to
another) and disclosure of any information derived from competing proposals are prohibited.Any
substantial oral clarification of a proposal shall be reduced to writing by the proposer.
Best and Final Offers.The Purchasing Manager shall establish a common date and time for the
submission of best and final offers. Best and final offers shall be submitted only once; provided,
however,the Purchasing Manager or the Village Manager may make a written determination that it
is in the Village of Buffalo Grove's best interest to conduct additional discussions or change the
Village of Buffalo Grove's requirements and require another submission of best and final offers.
Otherwise, no discussion of or changes in the best and final offers shall be allowed prior to award.
Proposers shall also be informed that if they do not submit a notice of withdrawal or another best
and final offer,their immediate previous offer will be construed as their best and final offer.
32 111 a g e
APPENDIX C
VILLAGE OF BUFFALO GROVE PUBLIC CONTRACT STATEMENTS
The Village ol'Buflulo Grove is required to obtain certain information in the administration and awarding of public contracts. The following Public
Contract Statements shall be executed and notarized.
PUBLIC CONTRACT STATEMENTS
CERTIFICATION OF CONTRACTOR/RIDDER
In order to comply with 720 Illinois Compiled Statutes 5/33 E-1 et seq., the Village of Buffalo Grove rcqLLirC,',' the following certification be
acknowledged:
The below-signed bidder/contractor hereby certifies that it is not barred from bidding or supplying any goods,services or construction let
by the Village or Buffalo Grove with or without bid,due to any violation of either Section 5133 E-3 or 5133 E-4 ol'Article 33E.Public
Contracts,of the Chapter 720 of the Illinois Compiled Statutes,as amended. This act relates to interference with public contracting,bid
rigging and rotating,kickbacks,and bidding.
CERTIFICATION RELATIVE TO 65 ILCS 5/11411-1
In order to comply with 65 Illinois Complied Statutes 5111-42.1-1,the Village of Buffalo Grove requires the following certification:
The undersigned does hereby swear and affirm that it is not delinquent in the payment of any tax administered by the Illinois
Department of Revenue unless it is contesting, in accordance with die procedures established by the appropriate revenue Act, its
liability for the tax or the amount of the tax. The undersigned further understands that making a false statement herein:(I)is a Class
A Misdemeanor,and(2)voids the contract and allows the Village to recover all amounts paid to it under the contract,
CONFLICT OF INTEREST
The Village of Buffalo Grove Municipal Code requires the following verification relative to conflict of interest and compliance with general ethics
requirements of The Village:
The undersigned supplier hereby represents and warrants to the Village of Buffalo Grove as a term and condition of acceptance of this
(bid or purchase order)that none of the following Village Officials is either an officer or director of supplier or owns five percent(5%)
or more of the Supplier: the Village President,the members of the Village Board of Trustees,the Village Clerk,the Village Treasurer,
the members of the Zoning Board of Appeals and the Plan Commission,the Village Manager and his Assistant or Assistants,or the
heads of the various departments within the Village.
If the foregoing representation and warranty is inaccurate,state the name of the Village official who either is an officer or director of your
business entity or owns live percent(5%)or more thereof:
(Official)
Print Name of Contractor/Bidder/Supplier
Signature
Title
Subscribed and Sworn to before me this day of 20
Notary Public Notary Expiration Date
331 P <o �!' C
VILLAGE OF BUFFALO GROVE PROCURMENT POLICY
APPENDIX D
CAUSES FOR DEBARMENT
The Purchasing Manager or Finance Director may debar a proposer, bidder, vendor, subcontractor, or
supplier(collectively"Vendor") for-
(1) Conviction of, or civil judgment for,-
(a) Commission or attempted commission of fraud or a criminal offense in connection with(A)
obtaining, (B) attempting t o o btain, or(C)perforining a private or public contract or subcontract.
(b) Violation or attempted violation of Federal or State statutes, or any other legally applicable
law, regulation, or rule relating to the submission of bids,proposals, or claims;
(c) Commission or attempted commission of embezzlement, theft, forgery, bribery, falsification
or destruction of records,making false statements, tax evasion, or receiving stolen property; or
(d) Commission or attempted commission of any other offense, or engaging in or attempting to
engage in conduct indicating a lack oft th mess, veracity, or honesty which affects the
responsibility of the Vendor,
(2) Violation of the terms of a Village contract or subcontract so serious as to justify debarment,
including but not limited to-
(a) Willful failure to perform in accordance with the terms of one or more contracts or
subcontracts;
(b) A history of failure to perform one or more contracts or subcontracts,
(c) A history of unsatisfactory performance of one or more contracts or subcontracts; or
(d) A history of failure to meet prevailing wage obligations, or any other contracting or
subcontracting obligation imposed by the Village of Buffalo Grove Municipal Code or any other
law.
(3) Making or attempting or causing to be made or attempting to cause to be made any false,
deceptive, or fraudulent material statement in any bid, proposal, or application for Village or any
government work or in the performance of any such contract for the Village or a government agency,
or application for any permit or license;
(4) Refusal to cooperate with reasonable requests of Village inspectors, representatives, or other
appropriate Village personnel with respect to work under contract provisions,plans, or specifications,
I.
or otherwise, pursuant to the duties oft ose Village personnel,
341P' i g e
VILLAGE OF BUFFALO GROVE PROCURMENT POLICY
(5) Founding, establishing or operating an entity in a manner designed to evade the application or
defeat the purpose oft ese rules or any provision of the Municipal Code of Buffalo Grove, Village of
Buffalo Grove rule or regulation, the statutes, rules or regulations of the State of Illinois, Cook
County, Lake County, or any federal statute, rule or regulation, or any other legally applicable law,
regulation, or rule-,
(6) Improper conduct, including but not limited to the commission or attempted commission of,
(a) intentional or negligent billing irregularities;
(b) submitting false or frivolous or exaggerated claims, documents, or records-,
(c) falsification of claims, documents, or records;
(d) willful or grossly negligent destruction of documents or records the Vendor had an obligation
to maintain-,
(a)bribery or coercion of a government official, or other unlawful tampering with a government
official-,
(f) use of false or deceptive statements t o o btain some benefit, or causing competition to be
restrained or limited-,
(g) misrepresentation to any governmental agency or government official;
(h) violation of ethical standards established by the Village, or other dishonesty incident to
obtaining, prequalifying for, or performing any contract or modification thereof;
(i) violation of ethical standards established by the Village or other dishonesty or incident to
applying, obtaining, qualifying for, or acquiring any Village certification, license, or permit-,
(7) Any other cause of so serious or compelling a nature that it affects the responsibility of the
Vendor, including, but not limited to, those specifically enumerated in 65 ILCS 518-10- 1.
(8) Debarment by any other government agency.
35 1 P a e
Accounts Payable Department
■ Phone 847-459-2510
Fax 847-777-6045
QUALIFIED VENDOR REGISTRATION
Please email,fax or mail completed &signed form along with IRS form W-9 to:
Email: APFinance@vbg.org Fax: 847-777-6045 or Mail: Village of Buffalo Grove 50 Raupp Blvd. Buffalo Grove, IL.
60089
Legal Organization Name:
Doing Business as:
Primary Organization Address:
City, State ZIP:
Sales Contact Name:
Sales Contact Phone:
Sales Contact Email :
Complete this section for new Vendors or account changes
Select one: L1 New Vendor Account Change
FEIN or SS N:
Primary business function:
Date business was established:
Change in ownership in the last 2 years YIN
Professional registrations:
All payments will be made per the Prompt Payment Act(50 ILLS 505/1 et sech.
By submitting this application,you authorize the Village of Buffalo Grove to make inquiries into the client/trade references that you have
supplied.
The undersigned supplier hereby represents and warrants to the Village of Buffalo Grove as a term and condition of acceptance of future(bid or
purchase order)that none of the following Village Officials is either an officer or director of supplier or owns five percent(5%)or more of the
Supplier: the Village President,the members of the Village Board of Trustees,the Village Clerk,the Village Treasurer,the members of the Zoning
Board of Appeals and the Plan Commission,the Village Manager and his Assistant or Assistants,or the heads of the various departments within
the Village
Signature: Date:
Name (printed): Title:
36
I
SUMMMUM Accounts Payable Department
Phone 847-459-2510
Fax 847-777-6045
AUTHORIZATION FOR ACH DEPOSIT OF VENDOR PAYMENT
Please email,fax or it completed &signed for along with a voided check or voided deposit slip(savings account)
to:
Email: APFinance @vbg.org Fax: 847-777-6045 or Mail. Village of Buffalo Grove 50 Raupp Blvd. Buffalo Grove,I .
60089
Check Box
ifs as page 1
Payment Address:
A/R Contact Name:
Contact Email (for ACH notification):
Complete this section for new enrollments or for financial institution or account changes
Select one: New Enrollment Financial institution of Account Change
Bank Name:
Branch (if applicable):
City, State Zip:
Transit/Routing Number:
Bank Account Number:
Account Type (check one): Checking Account Savings Account
I certify that the information above is true and correct, and that 1, as a representative for the above name d company,
hereby authorize the Village of Buffalo Grove Account Payable to electronically deposit payments to the designated
bank account.This authority remains in full force until The Village of Buffalo Grove Accounts Payable receives written
notification requesting a change or cancellation.
Signature: Date:
Name (printed): Title:
For Village of Buffalo Grove use oni
Vendor Number: Date Received:
37
Illinois Department of Revenue
Office of Local Government Services
Sales Tax Exemption Section, 3-520
101 W. Jefferson Street
Springfield, IL 62702
217 782-8881
January 2, 2015
VILLAGE OF BUFFALO GROVE
SCOTT ANDERSON FINANCE .SIR
50 BAUER BLVD
BUFFALO GROVE It, 60089
Effective January 1, 2015, we have renewed your governmental exemption
from payment of the Retailers' Occupation Tax, the Service Occupation Tax
(both state and local), the Use Tax, and the Service Use Tax, as required by
Illinois law.
We have issued the following new tax exemption identification number:
E9998-1165-07
to
VILLAGE OF BUFFALO GROVE
of
BUFFALO GROVE, IL
The terms and conditions governing use of your exemption number remain
unchanged.
Office of Local Government Services
Illinois Department of Revenue
APPENDIX F
PROCUREMENT CARD POLICY
PURPOSE
This policy has been designed to establish the procedures to be used with the Village of Buffalo Grove's
procurement card program.This policy intends to accomplish the following-.
- Establish appropriate internal controls over the purchase card process to ensure cards are only used
for authorized purposes.
- Ensure the Village bears no legal liability from inappropriate use of procurement cards,
- To provide a convenient source of funding for employees who must procure for the Village.
- Verify payments for purchases are made on a timely basis to minimize finance charges.
BACKGROUND
The Village has used various methods to process the purchase of goods and services. Traditional
procurement utilizing a purchase order or check request has worked well in the past for repetitive vendor
invoicing and acquisitions of large ticket items where timing is not critical in the invoicing and payment
process. The concern is the use of petty cash, advanced check requests, o r e mployee reimbursement
requests in the accounts payable process. These non traditional methods of procurement are due
primarily to the timing of the request in light of the next warrant cycle or that the form of payment
(check) is occasionally not accepted by merchants. To promote vendor acceptance, improve operational
efficiency, and tighten the controls on the use of petty cash and advanced checks the Finance
Department is initiating the procurement card program. This program has a number of unique controls
that ensure that the card can be used only for specific purposes and within specific dollar limits.
GENERAL INFORMATION
The procurement card is a tool for designated Village employees to use when making low-dollar
purchases for official business needs.
Each purchase card will include both the individual cardholder and corporate name. However the
purchase card issuer will not maintain individual cardholder credit records.
-A signed agreement with the Village prior to receiving the card makes the cardholder responsible for
any misuse of the card. Failure to comply with these procedures will result in revocation of the card
and fraudulent misuse may result in termination of the cardholder.
Purchase cards must be returned to the Finance Department upon leaving the Village's employment.
39 1 P a u c
AUTHORIZATIONS AND SPENDING LIMITS
Each individual's card will have monthly maximum spending Emits. Additional restrictions exist on the
type of purchase each employee can use the purchase card for,based on the employee's need,
A Procurement Card is NOT:
- a means to avoid appropriate procurement or payment procedures
- a card to access cash or credit (ATM)
- for items and services for personal,non-business use
- for tax reportable services (any vendor that is NOT incorporated is subject to the 1099 reporting
process for each calendar year)
The following list covers purchases for which purchase card use is expressly prohibited:
- Alcoholic Beverages
- Capital Equipment
Cash Advances (ATM Machines)
Computer f lardware and Software (with the exception of the IT Department or department
technology liaison)
Legal Services
Temporary Help
Clothing or other personal items
Telephone calls
RESPONSIBILITIES OF CARDHOLDERS
The card must NOT be used for personal transactions.
The card must NOT be loaned to others.
Splitting of purchases into multiple parts in order to circumvent litnits on the card is prohibited.
The cardholder is responsible for all inappropriate charges.
The cardholder shall not accept cash in lieu of a credit to the Procurement Card account.
The card must be kept in a secure location at all times.
The Village is a tax-exempt entity. Each cardholder should do their best to ensure that the Village is
not charged sales tax,
40 11) a g e
DEPARTMENT CARDS
The card must be kept in a secure location at all times.
All users must have a signed "Cardholder Agreement for Authorized Use of Purchase Card" on file
in the Finance Department.
REPORTING LOST OR STOLEN CARDS
Cardholders must notify the Issuing Bank and Finance Department munediately when a card is lost
or stolen.
Report a lost or stolen card or other emergency situations, by calling the Issuing Bank's Customer
Service number,
REQUIRED RECEIPT DOCUMENTATION
Receipts must be obtained with all purchases, identifying the date and itemized list of all purchases.
Receipts should be attached to a"Record of Purchase Card Use Form" and coded to the appropriate
expenchn-ire/expense accounts. The completed "Record of Purchase Card Use Form" should then
be signed and attached to the billing statement prior to turning it into the Department Director for
review and signature.
The Department Director is responsible for reviewing all charges and receipts prior to signing the
"Record of Purchase Card Use Form" and delivering all documentation to the Finance Department.
Forward the signed "Record of Purchase Use Form" -with the statement and attached original
receipts, to the Finance Department within five business days of receiving the statemenL An late
charges incurred due to cardholder delay in reporting purchases will be charged to that cardholder's
department.
Only signed and properly documented payment requisitions will be accepted.
The Village Manager will review the Village-aside statement prior to paymenL
THE FOLLOWING ARE ACCEPTABLE RECEIPTS
Credit Card Orders: charge slip with only the total does not qualify as an original receipt. A receipt
needs to include an original record of what was purchased. Any exceptions must be documented.
Pick Up Orders: Attach the detailed cash register receipt.
Phone/Fax Orders: original invoice or packing slip providing the packing slip shows what was
purchased and pricing
Internet Orders: Print and attach a copy of the order screen or confirmation screen that shows what
was purchased and the dollar amount.
Registration Fees: Attach the registration form. 'the form must show who the registration is for, the
registration amount and what was included in the registration fee.
Documentation Not Available: If unable to obtain any type of documentation, write the receipt up
by hand. Include the date of the purchase,vendor,items and price. Also attach a brief explanation as
to why the original receipt is not attached. This is the exception rather than the rule, individuals not
obtaining adequate support multiple times may have their card revoked.
4 1111 a P e
RETURNS, CREDITS OR DISPUTED ITEMS
Returns-. A credit should be issued for any item that the supplier has approved for return. The credit
will appear on a subsequent state... ent, Any item purchased with the card that is returned must be
returned for credit. Do not accept a refund in cash or check format.
The cardholder is responsible for following up with the merchant or issuing bank on any erroneous
charges, disputed items or returns as soon as possible. Disputed billings can result from failure to
receive the goods charged, detective merchandise, incorrect amounts, duplicate charges or credit not
processed.
If you have a problem with a purchased item or a billing resulting from use of the procurement card,
you should first try to reach a resolution with the supplier that provided the item,
If a disputed charge can not be resolved with the supplier, complete the Cardholder Statement of
Questioned Rern Form attached. The written dispute notice must be received by the issinng bank
within 30 days of the date of the bank statement.
Credits: request from the merchant that a credit be placed on your card account. Obtain a receipt for
the credit like any other purchase documentation,
RESPONSIBILITIES OF FINANCE DEPARTMENT
Receive and review the Village's combined billing statement, When the statement is received the
majority of the receipts should already be in to the Finance Department,
Review information submitted by cardholder. Match receipts with statement of account. All receipts
will be compared to the purchase record submitted by the cardholder.
Verify purchases are for use in Village business, Sign the cardholder's payment requisition to certify
that purchases were for Village business purposes.
Verify travel-related charges have been authorized by the Village Manager.
Provide monthly statements of accounts to individual cardholders for their records.
Make payments on a timely basis to ensure the Village does not seemed finance charges.
If the Finance Department cannot verify that the purchase made was necessary and for official use,
the purchase will be reviewed by the Village Manager. If it is determined the purchase was not
appropriate, then the cardholder must provide a credit voucher proving the items have been returned
for credit or a personal check for the full amount of that purchase.
Annual inventory of purchase cards: On an annual basis, the Finance Department -will verify that
each cardholder is in physical possession of their assigned card.
42 11) �i g e
Cardholder Agreement for Authorized Use of Purchase Card
have read and do understand the Village's Procurement
Card Policy.
2) 1 further agree to abide by the terms and conditions in that policy and understand that
this card is subject to revocation if I fail to act in accordance with the policy.
3) 1 agree that if I engage in fraudulent activity or violate the terms and conditions of the
Village's Procurement Card Policy,as amended from time to time, I will fully reimburse the Village
for all such transactions
4) 1 understand that that if I engage in fraudulent activity or violate the terms and conditions
of the Village's Procurement Card Policy,as amended from time to time, I will be subject to
disciplinary action that may include termination.
5) Upon my termination or resignation as an employee with the Village, I agree to return
the purchase card to the Finance Department and will not attempt to use the card after my
employment is completed.
Printed name:
Signature:
Date:
4.3 111
Cardholder Addition or Change Request Form
TO: Finance Department
FROM:
SUBJECT: Request for Procurement Card or Change of Status
❑ Request the following employee by authorized a Village Purchase Card.
❑ Request the following employee have their Village Purchase Card limit(s) changed.
Full Name:
Signature:
Title:
Single Purchase Limit(Not to exceed$X,XXXXX): $
Monthly Cycle Limit(Not to exceed$X,XXX.XX): $
❑ Cancel/ Reason:
Date:
Department Director
Date:
Finance Director
Date:
Village Manager
Merchant Category Code
4 4 P
Cardholder Statement of Questioned Item
Cardholder name: Date of purchase:
(print)
Vendor name:
The following item(s) listed on the billing statement is disputed:
Reason: Provide information as to why item(s) do not meet your requirements. Indicate actions
requested of merchant,reasons merchant refused to correct dispute,and any other information
that is available to assist the Finance Department to negotiate the dispute:
Action Requested:
■ Return item and obtain credit
■ Exchange for same item
• Exchange for different model,brand, etc.-with applicable deduction/increase in cost(this
action will require prior approval from cardholder if cost increase is a result)
Other comments:
4 5 1 P
VILLAGE OF
BUFFALO GROVE
PROCURMENT CARD POLICY
Record of Purchase Card Use Form
Cardholder name:
Description of Purchase Date Account Amount
Ensure all original receipts area ace tot is for
Cardholder signature:
Supervisor signature:
Date received by Finance Department:
Finance Department signature:
46 111 p, c
APPENDIX G-
PETTY CASH REIMBURSEMENT REQUEST
Note:Reimbursements from petty cash cannot exceed$50.00.
1 Date I Department
Amount of Requested By
Reimbursement
Description of
Expense
Account Number Approved By 1
Signature
Amount Approved Received By
Signature
*A receipt for goods purchased,M=be attached to this form.
47 P a g e
APPENDIX H
ADVANCE CHECK REQUEST FORM
Vendor: Date:
Requested By:
Purpose:
Check Amount:
ats(ribution of Charges:
Account: Amount: Account: Amount:
For use when payment is required in advance of normal accounts payable cycle.
Note: Check Number
Approved By:
481 P : cy e
APPENDIX |
----- - ----- -
PREVAILING WAGE RIDER
Terms
A. Contractor shall not pay less than the prevailing rates of wages to all laborers, workmen, and
mechanics performing work pursuant to this invitation to bid and shall comply with the requirements of the Illinois
Wages of Employees on Public Works Act(820|LCS13O/1-12).
B. Contractor shall comply with all applicable |ow4 regulations and rules promulgated by any
federal, state, local, or other governmental authority or regulatory body pertaining to all aspects of the Work, now in
effect, or which may become in effect during the performance of the Work. The scope of the laws, regulations, and
rules referred 1m in this paragraph includes, but is in no way limited to, the Illinois Human Rights Act, Illinois Equal
Pay Act of 2003, Occupational Safety & Health Act along with the standards and regulations promulgated pursuant
thereto (including but not limited to those safety requirements involving work on elevated platforms), all forms of
traffic regulations, public utility, Interstate and Intrastate Commerce Commission regulations, Workers'
Compensation baxxs' Public Construction Bond Act, Prevailing Wage Laws, Public Works Preference Act, Employment
of Illinois Workers on Public Works Act, USA Security Act, federal 8mde| Security Act (and any of its tides), and any
other |av4 rule or regulation of the Illinois Department of Labor, Department of Transportation, Illinois
Environmental Protection Act, Illinois Department of Natural Resources, Illinois Department of Human Rights, Human
Rights Commission, EEOC, and the Village of Buffalo Grove.
C. To the fullest extent permitted by law, the Contractor hereby agrees to defend, indemnify
and hold harmless the Village, its officials, agents and employees against all injuries, deaths, loss, damages, claims,
patent claims, suits, liabilities, judgments, cost and expenses, which may in anywise accrue against the Village, its
officials, agents and employees arising in whole orinpart orin consequence mf the performance mf this work bythe
Contractor, its employees, or subcontractors, or which may in anywise result therefore, except that arising out ofthe
sole legal cause of the Village, its agents mremployees,the Contractor shall, mt its own expense, appear, defend and
pay all charges of attorneys and all cogs and other expenses arising therefore or incurred in connections therewith,
and, if any judgment shall be rendered against the Village, its officials, agents and employees in any such action, the
Contractor shall, at its own expense, satisfy and discharge the same. Contractor expressly understands and agrees
that any performance bond or insurance policies required by this contract, or otherwise provided by the Contractor,
shall in no way limit the responsibility to indemnify, keep and save harmless and defend the Village, its officials,
agents and employees as herein provided.
D. In addition to the requirements set forth above, the Contractor (and any subcontractor
into whose subcontract this clause is incorporated) agrees to assume the entire liability for all personal injury claims
suffered by its own employees and waives any limitation of liability defense based upon the Worker's Compensation
Act and cases decided there under. Contractor agrees to indemnify and defend the Village from and against all such
49 | Pa e
loss, expense, damage or injury, including reasonable attorneys' fees, which the Village may sustain as a result of
personal injury claims by Contractor's employees, except to the extent those claims arise as a result of the Village's
own negligence.
E. Within five(5) business days after the Village's notice to the Contractor of the Village's receipt of
a request made pursuant to the Illinois Freedom of Information Act [ILCS 140/1 et seq. – herein "FOIA"], the
Contractor shall furnish all requested records in the Contractor's possession which are in any manner related to
this Contract, including but not limited to any documentation related to the Village and associated therewith. The
Contractor shall not apply any costs or charge any fees to the Village or any other person, firm or corporation for
its procurement and retrieval of such records in the Contractor's possession which are sought to be copied or
reviewed in accordance with such FOIA request or requests. The Contractor shall defend, indemnify and hold
harmless the Village including its several departments and including its officers and employees and shall pay all of
the Costs associated with such FOIA request or requests including Costs arising from the Contractor's failure or
alleged failure to timely furnish such documentation and/or arising from the Contractor's failure or alleged failure
otherwise to comply with the FOIA, whether or not associated with the Contractor's and/or the Village's defense
of any litigation associated therewith. In addition, if the Contractor requests the Village to deny the FOIA request
or any portion thereof by utilizing one or more of the lawful exemptions provided for in the FOIA, the Contractor
shall pay all Costs in connection therewith. As used herein, "in the Contractor's possession" includes documents in
the possession of any of the Contractor's officers, agents,employees and/or independent contractors; and "Costs"
includes but is not limited to attorneys fees, witness fees, filing fees and any and all other expenses — whether
incurred by the Village or the Contractor.
F. Sexual Harassment Policy: The Contractor certifies that the firm has a written sexual harassment
policy defining sexual harassment as required in Section 2-105 of the III. Human Rights Act.775 ILCA 5/1-105 et.seq.
G. Tax Payments:The Contractor certifies that the Contractor is not delinquent in the payment of any
tax administered by the Illinois Department of Revenue as set forth in 65 ILCS 5/11-42.1-1.
H. The parties hereto agree that for purposes of any lawsuit(s) between them concerning this rider
or contract, its enforcement, or the subject matter thereof, venue shall be in Circuit Court of Cook County, Cook
County,State of Illinois, and the laws of the State of Illinois shall govern the cause of action.
Accepted by , on , 2015
Signature
Printed Name&Title
DRUG-FREE WORKPLACE CERTIFICATION
The undersigned isan authorized representative of
Name ofCompany: and certifies that
they will comply with all requirements Pursuant to Chapter 30,Section 580/1 of the Illinois Compiled Statutes(30
|L[GS8O/1)et. Seq.entitled "Drug Free Workplace Act";the undersigned CONTRACTOR hereby certifies tothe
contracting agency that iL will provide a drug-free workplace by:
1. Publishing statement:
e. Notifying employees that the unlawful manufacture, distribution, dispensation, possession, or
use of a controlled substance, including cannabis, is prohibited in the grantee's of
CONTRACTOR'S workplace.
b. Specifying the actions that will betaken against employees for violations oysuch prohibition.
c Notifying the employee that, as e condition of employment on such contract or grant, the
employee will:
d. Abide by the terms ofthe statement;and
e. Notify the employer of any criminal drug statute conviction for a violation occurring in the
workplace nm later than 5 days after such conviction.
2. Establishing adrug free awareness program to inform employees about:
a. the dangers mfdrug abuse in the workplace;
b. the grantee's or CONTRACTOR'S policy mfmaintaining drug free workplace;
c. any available drug counseling, rehabilitation,and employee assistance program;and
d. The penalties that may be imposed upon employees for drug violations.
3. Making it a requirement 10 give a copy of the statement required by subsection (a) 1m each employee
engaged in the performance of the contract or grant and to post the statement in a prominent place in
the workplace.
4. Notifying the contracting agency within 10 days after receiving notice under part (B) of paragraph (3) of
subsection(a)from an employee or otherwise receiving actual notice of such conviction.
5. Imposing e sanction on, or requiring the satisfactory participation in a drug assistance or rehabilitation
program by any employee who is so convicted,as required by Section 5(30 ILCS 580/5)of the Act.
6. Assisting employees in selecting a course of action in the event drug counseling treatment, and
rehabilitation is required and indicating that a trained referral team in place.
7. Making a good faith effort to continue to maintain a drug free workplace through implementation of this
Section.
8. Failure to abide by this certification shall subject the CONTRACTOR to the penalties provided in Section 6
(30|LCS 58O/G)of the Act.
Signed:
Title/Position:
Subscribed and sworn to before me this day of 2015
Notary Public:
�1 | Yu e
NATIONA&SECUR[TY/WSA PATRIOT ACT
Pursuant to the requirements of the USA Patriot Act and applicable Presidential Executive Orders, CONTRACTOR
represents and warrants to the Village of Buffalo Grove that neither it nor any of its principals, shareholders,
members, partners, or affiliates, as applicable, is a person or entity named as a Specially Designated National and
Blocked Person (as defined in Presidential Executive Order 13224) and that itis not acting, directly mrindirectly,
for or on behalf cfa Specially Designated National and Blocked Person. CONTRACTOR further represents and
warrants to the Village of Buffalo Grove that CONTRACTOR and its principals, shareholders, members, partners, or
affiliates, as applicable, are not, directly or indirectly, engaged in, and are not facilitating, the transactions
contemplated by this Agreement on behalf ofany person or entity named aaa Specially Designated National and
Blocked Person. CONTRACTOR hereby agrees to defend, indemnify and hold harmless the Village of Buffalo Grove,
its Corporate Authorities, and all Village of Buffalo Grove elected or appointed officials, officers, employees,
agents, representative, engineers, and attorneys, from and against any and all claims, damages, losses, risks,
liabilities, and expenses (including reasonable attorneys' fees and coats) arising from or related to any breach of
the foregoing representations and warranties.
CONTRACTOR further represents and warrants it is not acting, directly or indirectly, for or on behalf of any person,
group, entity, or nation named by the United States Treasury Department as a Specially Designated National and
Blocked Person, or for or on behalf ofany person, group' entity, or nation designated in Presidential Executive
Order 13224 as a person who commits, threatens to commit, or supports terrorism; and that CONTRACTOR isnot
engaged in this transaction directly or indirectly on behalf ofor facilitating this transaction directly or indirectly on
behalf of, any such person, group, entity, or nation. CONTRACTOR hereby agrees to defend, indemnify, and hold
harmless the Village of Buffalo Grove, its Corporate Authorities, and all Village of Buffalo Grove elected or
appointed officials, officers, employees, agents, representative, engineers, and attorneys, from and against any
and all claims, damages, losses, risks, liabilities, and expenses (including reasonable attorneys' fees and costs)
arising from or related to any breach of the foregoing representation and warranty.
CONTRACTOR
Date
APPENDIX J.—
ASSET SHARING POLICY
ASSET SHARING GUIDELINES
A. Objectives
1. Through collaborative efforts between all Village Departments and other external
stakeholder groups (Park District, School District, County Government, etc...),Asset
Sharing initiatives will be used to reduce asset redundancy and save money.
2. To increase collaboration between both internal and external agencies and improve
productivity and organizational understanding.
3. Asset Sharing efforts are limited to local,regional,state and federal taxing bodies
only, except as provided for specific outside groups with the approval of the Village
Manager or designee.
B. Asset Sharing Considerations
Once an asset has been determined to be in need of replacement,the requesting department should
follow the process outlined below as part of its regular evaluation. (This process would apply to
new additions to the asset inventory as well).
1. Identify potential sharing partners.
a. Can the asset be shared with another department within the Village or
outside agency?
b. Is the sharing of the asset appropriate and practical with type of asset and
the department/agency for which it will be shared?
C. Will the proposed partner be willing to share equally, or in part,the cost of
the asset being purchased as well as the long-term operational cost once acquired?
2. Once a determination has been made that asset sharing is appropriate and practical,
and the parties have agreed to participate in such an engagement, an Intergovernmental
Agreement(IGA), Letter of Understanding(LOA) or some other written agreement should
be drafted or reviewed by the Village Attorney
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3. The agreement should clearly identify the responsibilities of the parties with respect
to:
a. Acquisition cost
b. Who will perform the maintenance
C. Maintenance costs allocation
d. Storage
e. Use and scheduling
f. Accounting and budgeting
9. Decommissioning and sale of the asset
h. Other operational considerations.
4. Village department directors will be responsible for ensuring that this policy is
communicated to all employees,particularly those with purchasing authority.
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