2017-3412/4/2017
RESOLUTION NO.2017 - 34
A RESOLUTION APPROVING REVISIONS TO THE VILLAGE
PROCUREMENT POLICY
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the llliiiois
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 to the Village of
Buffalo Grove Procurement Policy will maintain such controls in purchasing. Staff seeks to
ensure proper usage and administration of the program through the approval of a
Procurement Policy
The Village President and Board of Trustees do hereby approve the revised 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: 6 — Berman. Stein, Ottenheimer, Weidenfeld, Johnson, Smith
NAPES:
0 - None
ABSENT:
0 - None
ADOPTED:
December 4.2017.
APPROVED:
December 4, 2017.
ATTEST:
Janet M. Sirabian, Village Clerk
Beverly SIV
man, Village President
1. G-
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 2017- 34 on December 4, 2017
Previous Resolution No. 2015- 24 on August 3, 2015
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Tableof Contents
Village of Buffalo Grove Procurement Policy .................................... 5
Introduction.................................................................................................... 5
ProcurementGuidelines & Summary ............................................................... 6
Responsibilities of Purchasing agents.............................................................. 7
The Purchasing Manager's responsibilities 7
The Village Manager's responsibilities 8
Department and employee responsibilities 9
Volunteers 9
The Purchasing Manager's responsibilities to Vendors 10
The Vendor's responsibilities to Village of Buffalo Grove 10
Payment....................................................................................................... 1f
ConflictsofInterest ....................................................................................... if
Giftsand Favors............................................................................................ 9'
ProcurementMethods................................................................................... 12
Petty Cash 12
Advance Check Request 12
Purchase Orders 12
Blanket Purchase Orders 13
Procurement Card Program 13
SpecialProcurement..................................................................................... 13
Electronic Equipment 13
Electronic Equipment Maintenance 13
Vehicles/Equipment Repair 14
Buildings 14
Maintenance Agreements 14
Environmentally Preferable Purchasing......................................................... 15
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WrittenContracts..........................................................................................
16
Multi -Year Contracts
16
InformalPurchases.......................................................................................
17
Informal Buying Requirements— Purchases of $250.00 or Less
17
Informal Quote Requirements — Purchases Between $250.01 to $5000.00
17
Informal Proposal Requirements— Purchases Between $5000.01 to $20,000.00
17
Informal Purchase Exceptions
17
Formal Procurement Requirements...............................................................
18
Competitive Sealed Bids
18
Standard for Awarding Bid
19
Bid/Quote Records
19
Requests for Proposals
20
Exceptions to Bld/Procurement Requirements ...............................................
21
Sole Source Procurement
21
Emergency Procurements
21
Professional Services
21
Fuel Procurement
21
Cooperative Procurement
22
AppendixA...................................................................................................
23
Formal Bid Requirements
23
AppendixB...................................................................................................
29
Competitive Sealed Proposals.
29
AppendixC...................................................................................................
35
Village of Buffalo Grove Public Contract Statements
35
AppendixD...................................................................................................
36
Causes for Debarment
36
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AppendixE.................................................................................................... 38
Qualified Vendor 38
Automated Clearing House 39
Tax Exempt Letter 40
AppendixF....................................................................................................
41
Procurement Card Policy
41
AppendixG
...................................................................................................
50
Petty Cash Reimbursement Request
50
AppendixH
...................................................................................................
51
Advance Check Request Form
51
Appendix/.....................................................................................................
52
Prevailing Wage Rider
52
AppendixJ....................................................................................................
56
Asset Sharing Policy
56
AppendixK
...................................................................................................
58
Change Orders
58
AppendixL....................................................................................................
60
Vendor Evaluation Form
60
Source material for Appendix A and e: American ear Association The 2000 Model Procurement Code
for State and Local Government.
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Village of Buffalo Grave Procurement Policy
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.
5. 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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Amount Of Purchase
Procurement Method
Notification
Approval
Purchases of $150.00 or less
Petty Cash Procedures
Supervisor or
Supervisor or
Designee
Designee
Credit Card
$150.01 to $250.00 Purchases
Credit Card
Department
Department
Supervisor or
Supervisor or
Invoice submitted
Designee
Designee
$250.01 to $2,499.99 Purchases
Quotes (verbal, fax, email, written)
Department
Purchasing
Supervisor or
Manager
3 Quotes Recommended
Designee
Purchase Order Procedure
$2,500.00 to $5,000 Purchases
Quotes (written, faxed or email)
Department
Finance Director
Director or
or Purchasing
3 Quotes Required
Designee
Manager
Purchase Order Procedure
$5,000.01 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.
The PurchasingManager'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.
5. Determine the most appropriate method of procurement for a given good or service.
6. Preparing formal bid packets and quotation requests.
7. 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.
8. Purchase review and final preparation of all purchase orders.
9. Maintaining adequate procurement records, including a database of vendors established in an
accessible vendor file.
10. Upon request, assist departments in locating the best source for supplies, materials, and
equipment.
11. Assisting departments in conducting negotiations with vendors concerning prices, bids, terms,
deliveries, and adjustments.
12. Maintaining a central file of contracts and related documents including but not limited to
certified payroll submissions and associated waivers of lien.
13. Assist departments with the informal bid process.
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The Village Managers 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.
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
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Department and employee responsibilities
1. It is the responsibility of each department to requisition goods and services in such away 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 minor 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.
6. Employees maybe made responsible for the management of certain contracts. It is important for
staff to work with the Purchasing Manager to understand their responsibilities in managing
contracts including the collection of certificates of insurance, waivers of lien, certified payroll,
project closeout documents and completion of the Vendor Evaluation form(Appendix Q.
7. All contracts/agreements must be submitted to the Village Clerk within 10 calendar days of final
signatory executing the contract/agreement.
1. Volunteers, Committee, Commission members have no authority to purchase on behalf of the
Village nor do they have authority to execute contracts on behalf of the Village. Village
employees working with volunteers ("Liasons") shall make purchases for
committee/commissions, failure to abide by this rule may be sufficient cause to remove a
member from a committee or commission.
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The PurchasingManager's responsibilities to Vendors
1. Encourage good Village/vendor relations.
2. 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.
5. 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 Vendors 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.
5. Complete on a biennial basis the Village of Buffalo Grove Qualified Vendor Registration form.
(Appendix E)
6. Provide all documents required of them by the Village including but not limited to Village
Financial Forms, Waivers of Lien, Insurance documents, Bonds as required and Certified Payroll
as required.
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The Village is bound by State Statute (50 ILCS 5O5/1 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.
The Village Staff 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.
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.
U
PettyCash
Purpose: To reimburse an employee for small incidental purchases.
Appropriate use of the Petty Cash: Petty cash funds may be used for small incidental nonrecurring cash
purchases that do not exceed $150.00. 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 Form (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 Request for 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 form 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 form 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 $250.01 or more. Purchase orders are not
required for prepaid orders.
12IPage
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 twelve months.
Procurement Card Program
A policy has been designed to establish the procedures to be used with the Village of Buffalo Grove's
credit/procurement card program. Refer to Appendix F for the complete policy.
Electronic Equipment
The IT (Information Technology) Department or the Government Information Technology Consortium
(GovITC) 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 GovITC 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.
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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.
Buildings
The Public Works Department shall be contacted for Village building repairs and remodeling requests.
For Village property the Public Works 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.
As repairs/improvements to public facilities will likely require prevailing wage to be paid, the
rider in Appendix 1, should be provided to contractors when requesting quotes.
3. If emergency repairs are needed, Emergency Procurement procedures shall 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 form of contract. Department Directors are not authorized to
sign contracts in excess of $5,000.00
4. Copies of all maintenance agreements will be filed with the Purchasing Manager.
5. Purchase order procedures shall be followed.
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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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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 $10,000.00 (but less than 10% of total contract
price) can be approved by the Village Manager. See Appendix K. for more information.
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 $5,000.00 shall be submitted
to the Village Manager, Finance Director or Purchasing Manager for approval signature. Contracts at
or below $5,000 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.
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 to $5000.00
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 $5,000.00.
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 $5000. 1 to $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 $5,000.01 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 not 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.
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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. 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 (301LCS 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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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 determing 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.
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 might 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.
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.
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Sole Source Procurement
A contract may be 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 Manager has authority to 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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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 P 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, National Joint Powers Association, and Houston Galveston Area Compact.
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.
UM
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 Addendums. 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 publication 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 calendar days shall be provided unless a shorter time is
deemed necessary for a particular procurement as determined in writing by the Purchasing Manager.
Bidder Submissions.
Bid Form. The Invitation for Bids shall provide a form 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 Descriptive 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.
3. Bid samples or descriptive literature may be required when it is necessary to evaluate required
characteristics of the items bid.
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.
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Public Notice.
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.
Invitations to Bid shall indicate where, when, and for how long Bid and Contract documents 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;
1 in industry media;
4. through electronic mailing lists,
. 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 Village Clerk's office.
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 -Bid Conferences.
Pre -bid conferences may be conducted to explain the procurement requirements. 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 modify the Bid document
unless a change is made by written addendum.
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Addendums to Bids.
Form. Addendums to Bid documents 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 Bid it
amends.
Distribution. Addendums shall be published on the Village website and whenever practical sent to all
prospective bidders known to have received a Bid.
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 e-
mail and confirmed in the addendum.
Pre -Opening Modification or Withdrawal 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 will not be considered for award and 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.
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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, after award of bid
has been made, 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 marked Confidential shall be readily separable
from the bid in order to facilitate public inspection of the non -confidential portion of the bid.
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). (This shall be understood to include bid information on projects that will be re -bid)
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 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.
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 feel; or
(c) other examinations to determine whether it conforms with any other purchase description
requirements.
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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;
(a) The previous and existing compliance by the bidder with laws and ordinances relating to the
contract and service;
(f) 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.
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Bid Rejection and Re -bid.
The Purchasing Manager has the authority to reject all bids and re -bid for the selected goods and
services. Upon review of submitted bids, if the Purchasing Manager determines that the bids submitted
were inconsistent, an insufficient number of bids were received, or there were substantial
errors/omissions in the bid documents/specifications, the Purchasing Manager will notify all bidders and
either proceed to re -bid the project or reevaluate the selected procurement method.
Low Tie Bids.
Definition. Low tie bids are low responsive bids from responsible bidders that are identical in price and
which 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 which 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
Documentation ofAward
Following award, a record showing the successful bidder shall be made a part of the
procurement file.
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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 that the
use of competitive sealed bidding is either not practicable or not advantageous to the Village of Buffalo
G rove.
(b) Contracts for the design -build, design -build -operate -maintain, or design -build -finance -operate -
maintain project delivery methods shall be entered into by competitive sealed proposals.
Request fear 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.
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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.
Determinations.
The Village Manager, Finance Director, or Purchasing Manager 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.
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Content of the Requestfor 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 Time.
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 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 Requestsfor 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.
Modification or Withdrawal 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 submitted proposals by the time
announced for receipt of proposals may submit best and final offers.
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Late Proposals, Late Withdrawals, and Late Modifications.
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
Receipt and Registration 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 ofProposals.
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. Evaluators shall be required to complete the Evaluation Committee Member Statement
attached at the end of Appendix B.
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 I 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.
tPA
(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. The Purchasing Manager has the authority to reduce the pool of Proposers to be involved in
Discussions based upon Selection Criteria.
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.
Proposals and bids are exempt from disclosure until an award or final selection is made pursuant to 5
ILCS 140/7(1)(h). (This shall be understood to include bid information on projects that will be re -bid)
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RFP VoBG-##-2018 Insert Title
Village of Buffalo Grove Evaluation Committee Member Statement
Dear Evaluation Committee Member:
You have been selected to participate in the evaluation of the above referenced Request for Proposal.
Your selection was based upon your technical qualifications in this area and your ability to develop an
objective/subjective analysis of each proposal.
It is essential that the integrity of this process be maintained to insure that each offeror is given fair and
equal consideration. Your familiarity with particular services, types of products, or material may tend to
influence your evaluation; however, you are required in this specific instance to be particularly objective
and guard against any tendency that might slant your evaluation in favor of a personal preference.
You are required to report to the Purchasing Manager any actual or potential conflict of interest.
An additional consideration is the mandate to maintain strict security and confidentiality regarding the
content of any proposal, as well as the proceedings of any Evaluation Committee meetings during the
evaluation process. Now that this process has started, it essential that any contact with the Consultant
be through, and by, the Purchasing Manager.
In addition, any Evaluation Committee Member shall not communicate, except during formal
Committee meetings, with any Consultant or potential sub -contractor to that Consultant prior to award
nor shall that Member discuss proposals or their evaluation with anyone other than the Purchasing
Manager and Evaluation Committee Members.
To emphasize the importance of the above considerations, you are asked to sign the following
statement:
I have read and understand the above and agree to be bound by the rules and principles represented. I
know of no conflict of interest on my part nor have I committed any indiscretion or accepted any
gratuities or favors that would compromise my impartiality. I will maintain all deliberations of the
Evaluation Committee in strict confidence during this process. My recommendations shall be based
upon objective/subjective review of the Consultant's proposal(s) and the appropriate award criteria
from the proposal in accordance with the Village of Buffalo Grove Procurement Policy.
Signature of Evaluator
Position
Date
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Village of Buffalo Grove Public Contract Statements
The Village of Buffalo 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/BIDDER
In order to comply with 720 Illinois Compiled Statutes 5/33 E-1 et seq., the Village of Buffalo Grove requires 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 of Buffalo Grove with or without bid, due to any violation of either Section 5/33 E-3 or 5/33 E-4 of 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 5/11-42.1-1
In order to comply with 65 Illinois Complied Statutes 5/11-42.1-1, 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 the 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: (1) is a
Class A Misdemeanor, and (2) voids the contract and allows the Village to recover all amounts paid to it underthe 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 five percent (5` o) 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
351Page
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 to obtain, or (C) performing 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 of truthfulness, 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, or otherwise, pursuant to the duties of those Village personnel;
36IPage
(5) Founding, establishing or operating an entity in a manner designed to evade the application or
defeat the purpose of these 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;
(e) bribery or coercion of a government official, or other unlawful tampering with a government
official;
(f) use of false or deceptive statements to obtain 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 5/8-10-11.
(8) Debarment by any other government agency.
371Page
Appendix Accounts Payable Department
Phone 847-459-2510
If Fax 847-777-6045
QUALIFIED VENDOR REGISTRATION
Please email, fax or mail completed & signed form along with IRS form W-9 to -
Email: APFinancevbg.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: ® New Vendor ❑ Account Change
FEIN or SSN:
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 ILCS 505/1 et seq).
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:
Name (printed):
Date:
Title:
a Accounts Payable Department
Phone 947-459-2510
If Fax 947-777-6045
AUTHORIZATION FOR ACH DEPOSIT OF VENDOR PAYMENT
Please email, fax or mail completed & signed form along with a voided check or voided deposit slip (savings account)
to:
Email: APFinancevbg.orR Fax: 847-777-6045 or Mail: Village of Buffalo Grove 50 Raupp Blvd. Buffalo Grove, IL.
60089
Check Box if same 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
fo
Select one: LJ 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 I, 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:
Name (printed):
Date:
Title:
For Village of Buffalo Grove use only
Vendor Number: Date Received:
Illinois Department of Revenue
Office of Local Government Services
Sales Tax Exemption Section, 3-520
101 W. Jefferson Street
Springfield, |L 52702
317 782-8881
January 2' 2015
VILLAGE OF BUFFALO GROVE
3C0TT ANDEB80N FINANCE DlB
50 RADPP BLvD
BUFFALO GROVE IL 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 |nca|>' the Use Tax' and the Service Use Tax' as required by
U|ino|s |avu
We have issued the following new tax exemption identification number:
E9998-1165-07
to
VILLAGE OF BUFFALO GROVE
of
BUFFALO CR0YE. IL
The terms and conditions governing use o/ your exemption number remain
unchanged.
Office of Local Government Services
Illinois Department of Revenue
10-0001039
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, or employee
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.
411 Page
Authorizations and spending limits
Each individual's card will have monthly maximum spending limits. 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 Hardware 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 limits 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.
421Page
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 immediately 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 expenditure/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 statement. All
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 -wide statement prior to payment.
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.
431Page
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 statement. 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, defective 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 Item Form attached. The written dispute notice must be received by the issuing
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 bythe 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 accrued 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.
441Page
Cardholder Agreement for Authorized Use of Purchase Card
1.) I, 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:
451Page
TO:
FROM:
Cardholder Addition or Change Request Form
Finance Department
VILLAGE OF
�(u00
Grour
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:
Sienature:
Title:
Single Purchase Limit (Not to exceed $X,XXX.XX):
Monthly Cycle Limit (Not to exceed $X,XXX.XX):
❑ Cancel / Reason:
Date:
Department Director
Date:
Finance Director
Date:
Village Manager
* Merchant Category Code
461 Page
Cardholder Statement of Questioned Item
Cardholder name:
(print)
Vendor name:
Date of purchase:
The following item(s) listed on the billing statement is disputed:
VILLAGE GF
ly n
Grave
tl
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:
471 Page
VILLAGE i]F
uffnla
Grnue
Record of Purchase Card Use Form
Cardholder name:
Description of Purchase Date Account Amount
Ensure all original receipts are attached to this form
Cardholder signature:
Supervisor signature:
Date received by Finance Department:
Finance Department signature:
481Page
VRLAGE aF .
uffalo
10 Grauc
Record of . Receipt
Cardholder name:
Date Description of Purchase Purpose
attest that purchase listed
above is accurate and complies with eligible purchases with the Village of Buffalo
Grove purchasing policy as of
of the original receipt.
Cardholder signature:
Supervisor signature:
20_. This record serves in place
491 Page
PettyCash Reimbursement Request
Note: Reimbursements from petty cash cannot exceed $150.00.
Date Description of Purchase Purpose Reimbursement Amount
attest that purchase listed above is
accurate and complies with eligible purchases with the Village of Buffalo Grove
purchasing policy as of , 20—. The Receipt for this purchase(s) is
attached.
Requestor signature:
Supervisor signature:
"A receipt for goods purchased, must be attached to this form.
501Page
Advance Check Request Form
Vendor:
Requested By:
Purpose:
Check Amount:
Distribution of Charges:
Date Description of Purchase Account Amount
For use when payment is required in advance of normal accounts payable cycle.
Note: Check Number
Approved By:
vi LAGE 0
Uffala
Grout
511 Page
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 ILCS 130/1-12).
B. Contractor shall comply with all applicable laws, 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 to 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 Laws, Public Construction Bond Act, Prevailing Wage Laws, Public Works Preference Act, Employment
of Illinois Workers on Public Works Act, USA Security Act, federal Social Security Act (and any of its titles), and any
other law, 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 or in part or in consequence of the performance of this work by the
Contractor, its employees, or subcontractors, or which may in anywise result therefore, except that arising out of the
sole legal cause of the Village, its agents or employees, the Contractor shall, at its own expense, appear, defend and
pay all charges of attorneys and all costs 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
loss, expense, damage or injury, including reasonable attorneys' fees, which the Village may sustain as a result of
521 Page
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 , 20�
Signature
Printed Name & Title
CONTRACTOR'S DRUG -FREE WORKPLACE CERTIFICATION
The undersigned is an authorized representative of
Name of Company: and certifies that
they will comply with all requirements Pursuant to Chapter 30, Section 580/1 of the Illinois Compiled Statutes (30
ILCS 580/1) et. Seq. entitled "Drug Free Workplace Act"; the undersigned CONTRACTOR hereby certifies to the
contracting agency that it will provide a drug -free workplace by:
1. Publishing a statement:
a. 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 be taken against employees for violations of such prohibition.
c. Notifying the employee that, as a condition of employment on such contract or grant, the
employee will:
d. Abide by the terms of the statement; and
e. Notify the employer of any criminal drug statute conviction for a violation occurring in the
workplace no later than 5 days after such conviction.
2. Establishing a drug free awareness program to inform employees about:
a. the dangers of drug abuse in the workplace;
b. the grantee's or CONTRACTOR'S policy of maintaining 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 to give a copy of the statement required by subsection (a) to 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 a 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 ILCS 580/6) of the Act.
Signed:
Printed Name:
Title/Position:
Subscribed and sworn to before me this day of 20
Notary Public:
541Page
NATIONAL SECURITY/USA 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 it is not acting, directly or indirectly,
for or on behalf of a 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 of any person or entity named as a 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 costs) 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 of any 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 is not
engaged in this transaction directly or indirectly on behalf of or 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
Printed Name
Date
551 Page
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
561 Page
3. The agreement should clearly identify the responsibilities of the parties with respect to:
a. Acquisition cost
Who will perform the maintenance
C. Maintenance costs allocation
d. Storage
e. Use and scheduling
f. Accounting and budgeting
g. 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.
571Page
Change orders are allowed and can be expected when working on projects, however all personnel
should be keenly aware of the following laws and ordinances.
Subsection 9 of Article 33E, Public Contract, of the Illinois Criminal Code (720 ILCS 5/33E-9) makes it a
Class 4 felony to approve a change order for an increase or decrease in either the cost of a public
contract by a total of $10,000 or more or the time of completion by a total of 30 days or more without
first obtaining from the Village Board, or from a designee authorized by the Village Board, a
determination in writing that (1) the circumstances said to necessitate the change in performance were
not reasonably foreseeable at the time the contract was signed, or (2) the change is germane to the
original contract as signed, or (3) the change order is in the best interest of the unit of local government.
Subsection J. of Section 2.08.040 of the Buffalo Grove Municipal Code gives the Village Manager the
authority to approve a change order to a public contract for an increase in an amount of not to exceed
10 percent of the contract amount or $10,000, whichever is less.
Therefore the Village Board, pursuant to subsection 9, must make the determination in writing that one
of the three requirements is applicable or designate the Village Manager as having the authority to
make said determination.
Attached at the end of Appendix K. is a sample change order.
581Page
Village of Buffalo Grove Change Order
Project Name
Project Number
The Contract is altered as follows:
The original Contract Amount was
Amount altered by previous Change Order
The Contract Amount prior to this Change Order
The Contract Amount will be (increased, decreased)
by this Change Order in the amount of
The new Contract Amount including this Change Order
Original Contract Completion Date
Days altered by previous Change Order
The Contract Time/Completion Date will be
(increased, decreased)by
The new Contract Completion Date
Accepted by:
Contractor
Printed Name
Signature
Title
Change Order Number
Date
Calendar Days
Calendar Days
The Village of Buffalo Grove
Printed Name
Signature
Title
591Page
Vendor Evaluation Form
Ij "I'`
Village of Buffalo Grove
Vendor Performance Evaluation
Page 1
of
INSTRUCTIONS
1. Use this form to report vendor performance (positive or negative) for deliveries of supplies and/or rendering of services.
2. The person designated for accepting supplies/services or the Contract Manager is responsible for filling out this form (type
or print). Only page 1 is required, if page 2 is not used. However, if any area on page 1 is marked "unsatisfactory", page 2
must also be filled out and submitted with page 1 (see page 2, Explanations/Comments, when marking "unsatisfactory").
Page 2 is NOT restricted to "unsatisfactory" comments. If you have something good you want on record, use page 2.
Attach supporting documents, if applicable.
3. Village Contracts: Regardless of the purchasing method (bid, sole source, etc.) used, as a minimum this form MUST be
completed and submitted not later than 2 weeks after completion/expiration of a Village contract. Past performance is
considered on future contracts. This form should accompany future bid request forms.
4. Send SIGNED form to: the Purchasing Manager or email to BGFinance@vbg.org
VENDOR INFORMATION
COMPLETE ALL APPLICABLE
INFORMATION
Company Name
Contract # VoBG -
Mailing Address
Description/Title
City, St, Zip
Code
Original Contract Term:
From
Representative
Current Term: From
Telephone
Solicitation # VoBG -
Email
# of Change Orders to Contract
Type of Contract
Purchase Order #
DEFINITIONS
OUTSTANDING (1) — Vendor considerably exceeded minimum contractual requirements or performance expectations of the
products/services; The vendor demonstrated the highest level of quality workmanship/professionalism in execution of contract.
EXCELLENT (2) - Vendor exceeded minimum contractual requirements or performance expectations of the products/services.
SATISFACTORY (3) - Vendor met minimum contractual requirements or performance expectations of the products/services.
UNSATISFACTORY (4) - Vendor did NOT meet the minimum contractual requirements or performance expectations of the
products and/or services; Performed below minimum requirements (see page 2, Explanations/Comments)
EVALUATIONS
Place "x" in aparopriate box for each major area.
Criteria includes change orders/amendments)
1
2
3
4
N/A
1. Supplies deliveredM/ork performed on schedule.
2. Condition of delivered supplies (includes handlin / acka in ).
3. Adherence to specifications/statement of work.
4. Resolved problems/customer complaints timely.
5. Working relation shi /interfacin g with Village staff/public sector (citizens).
6. Service Call On -Call) response time.
7. Other (specify):
8. Overall evaluation of compliance with contract requirements.
601 Page
Village of Buffalo Grove
Vendor Performance Evaluation
Page
of
Company
Name:
Contract #: VoBG -
EXPLANATIONS/COMMENTS
Contract
Ref No.
1. Do not submit page 2 without page 1.
2. Be specific (include paragraph and page numbers referenced in the applicable contract,
purchase order, etc). Continue on separate sheet (enter company name and contract number
or other reference)
Ref No.
ACTION TAKEN BY VENDOR (reply below or submit separate correspondence)
NAME/TITLE OF EMPLOYEES
SIGNATURE
DATE
611 Page