2020-55 - APPROVING A VILLAGE PROCUREMENT POLICY - 12/07/2020 RESOLUTION NO.2020-56
A RESOLUTION APPROVING A VILLAGE PROCUREMENT POLICY
WHEREAS,the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois Constitution
of 1970.
NOW,THEREFORE,BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF BUFFALO GROVE,COOK AND LAKE COUNTIES, ILLINOIS,as follows:
Section 1. A responsibility exists to maintain stewardship over the financial resources that are
used to deliver government services, and the approval of the revisions 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 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—Stein Ottenheimer, Weidenfeld Johnson, Smith Pike
NAYES: 0—None
ABSENT: 0—None
PASSED: December 7 2020
APPROVED: December 7, 2020,
APPROVED:
Beverly Suss n, Village President
ATTEST:
Ja rabian,Village Clerk
Village of Buffalo Grave
Finance Department
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VILLAGE OF BUFFALO GROVE
PROCUREMENT POLICY
This policy is intended for use by Village Personnel as a general reference and will be revised as policies
and procedures require revisions or clarification.
Approved by Village Resolution 2020-56 on December 7,2020
Previous Resolution 2018-33 on June 18,2018
11Page
Table of Contents
Village of Buffalo Grove Procurement Policy .....................................5
Introduction.............................................................................................. 5
Procurement Guidelines&Summary............................................................ 6
Responsibilities ofPurchasing agents.......................................................... 7
The Chief Procurement Officer's responsibilities 7
The Village Manager's responsibilities 8
Department and employee responsibilities 9
Volunteers 9
The Chief Procurement Officer's responsibilities to Vendors 10
The Vendor's responsibilities to Village of Buffalo Grove 10
Payment................................................................................................. 11
Confl/cts of Interest.................................................................................. if
Giftsand Favors....................................................................................... 11
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
Eno-onmentally Preferable Purchasing...................................................... 15
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
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Informal Proposal Requirements—Purchases Between$5000.01 to$25,000.00 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
Quality Based Selection (QBS)or Request for Qualifications (RFQu) 20
ceptions to AlUldlFracurement Requirements............................................. 21
Sole Source Procurement 21
Emergency Procurements 21
Professional Services 21
Fuel Procurement 21
Cooperative Procurement 23
Apndix A.............................................................................................. 24
Formal Bid Requirements 24
AppendixB.............................................................................................. 30
Competitive Sealed Proposals. 30
AppendixC............................................................................................. 36
Village of Buffalo Grove Public Contract Statements 36
AppendixD............................................................................................. 37
Causes for Debarment 37
AppendixE.............................................................................................. 39
Qualified Vendor 39
Automated Clearing House 40
Tax Exempt Letter 41
AppendixF.............................................................................................. 42
Procurement Card Policy 42
AppendixG............................................................................................. 49
Petty Cash Reimbursement Request 49
AppendixH............................................................................................. 50
Advance Check Request Form 50
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AppendixL.............................................................................................. 51
Prevailing Wage Rider 51
Appendix✓.............................................................................................. 55
Asset Sharing Policy 55
AppendixK............................................................................................. 57
Change Orders 57
AppendixL.............................................................................................. 59
Vendor Evaluation Form 59
AppendixM............................................................................................. 61
QBS Procedures - using State, MFT(motor fuel tax) or TBP(township bridge
project) Funds 61
QBS Procedures-Federally Funded Consultant Services 65
Source material for Appendix A and B:American Bar Association The 2000 Model Procurement Code for
State and Local Government.
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Village of Buffalo Grover cure t Policy
G rn, as
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 bythe 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
Credit Card Designee Designee
$150.01 to$250.00 Purchases Credit Card Department Department
Invoice submitted Supervisor or Supervisor or
Designee Designee
.................
$250.01 to$2,499.99 Purchases Quotes(verbal,fax,email,written) Department Department
3 Quotes Recommended Supervisor or Director or Chief
Purchase Order Procedure Designee Procurement
Officer
$2,500.00 to$5,000 Purchases Quotes(written,faxed or email) Deputy Department
3 Quotes Required Department Director or Chief
Purchase Order Procedure Director or Procurement
11 Designee Officer
$5,000.01 to$25,000.00 Purchases Contact the Chief Procurement Department Village Manager,
Officer or Buyer Director or Chief
Informal Procurement Process Chief Procurement
Purchase Order Procedures Procurement Officer
Officer or
Buyer
Purchase Exceeds$25,000.00 Contact the Chief Procurement Village Village Board
Officer or Buyer Manager or
Formal Procurement Process Designee
Award by Village Board
.......... ...........—
Ultimate authority to make purchases resides with the Village Board.
*Approval limits are further detailed on pages 7-9
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Im� ties �,A afp,,�,,nts
The Chief Procurement Officer's responsibilities
1. The Administrative Services Director shall fulfil the role of the Chief Procure me nt Officer,with the
Buyer fulfilling this role on on as needed basis.
l Facilitate the involvement uf local vendors in the Village's procurement policy.
]. Impartial judgments in the selection of vendors which are based on product quality, price,
warranty,and performance and vendor delivery,service,and performance.
4. Complying with all Village procurement procedures and State Statutes covering procurement and
disposal.
S. Reviewing inventory procedures and recommending solutions that reduce carrying costs and
improve availability.
6. Determine the most appropriate method of procurement for a given good or service.
7. Preparing formal bid packets and quotation requests.
Q. Managing the formal bid process, including advertising for bids, notifying vendors, accepting bid
proposals, opening bids,tabulating bids, and serving axthe primary resource for questions from
vendors.
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 oflien.
13. Assist departments with the informal bid process.
14. Review and approval of all purchase orders of$2U,DDOorless.
15. Creation of purchase orders in excess of$2S,00U
e Village Manager's responsibilities
1. Purchase all materials, supplies, equipment, personal services and contracts for which funds are
provided in the budget,but no item or personal service which exceeds any budget appropriation may
be purchased.
2. For a purchase of more than twenty five 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 seek formal bids or proposals for any public improvement which will exceed
twenty five 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
formal bids or proposals.
5. 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$25,000
7. The Village Manager shall approve all purchase orders in excess of$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 a way as to allow
time for competitive bidding, ordering, and delivery of materials. Exceptions shall be made only on
rare occasions,when a true emergency exists.
2. It is the responsibility of the Department director or his designee, in consultation with the Chief
Procurement Officer,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 anyway. During meetings with salespersons,no employee shall make
any indication that he/she will recommend a particular product for purchase.
5. 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 may be made responsible for the management of certain contracts. It is important for staff
to work with the Chief Procurement Officer 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.
8. Departments Heads and may approve purchase orders of$5,000 or less
Volunteers
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 ChiefProcurement officer'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. Collect and maintain vendor information.
The Vendor's responsibilities to Vi aGrove
1. Understand the needs of Village of Buffalo Grove and provide the correct service or 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 online Vendor Registry application
located at htt
2Z.LLwww.vbE org/bids, updating all required fields.
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 505/1 et seq.)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.
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hI f�k e l/r 0 v s t
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.
Gifts and Raw�PCQs
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 Chief Procurement Officer may accept samples from vendors onlyfor the purpose of testing products.
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1 C UJJ Ii"d,
Petty Cash
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 c e s
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 s
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.
121Page.
Janet 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.
131 Page
Vehicles/EquipmentRepair
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. Whenever possible pre-negotiated agreements should be used for outsourced maintenance
and repair.
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 works all be gathered and reviewed before proceeding
with the re airs/i m proveme ts.
2. As re pairs/i rovements to publicfacilities will likely require prevailing wage to be paid,the rider
in Appendix .should e 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 Chief Procurement Officer.
5. Purchase order procedures shall be followed.
141 Page
� '�jj' lj�IT
The purchase and use of products and services can have o profound impact on the environment. The
Village ofBuffalo 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 ofprocurement.
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.
15 1 Page
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$25,000.00.
2. All maintenance agreements and leases.
3. Construction and repair(including demolition and renovation) projects requiring an expenditure
of more than$25,000.
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 Chief Procurement Officer 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 Chief Procurement Officer. Contracts that commit the Village to an
expenditure of more than $25,000 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 Chief Procurement Officer or Village Attorney.
Multi-Year
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.
16
I Page
f
Any procurement not exceeding $25,000.00 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 it s—Purchases of$250.00Less
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 ote Requirements—Purchases 2
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 Proposa ire Purchases Between$5000.01 to$25,000.00
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$25,000.00.
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 rc ass Exceptions
Exceptions to obtaining price quotes from more than one vendor should be limited to the following;
. There are a variety of numerous items in the order, including but not limited o, maintenance
repair and operational( O)supplies and office supplies.
2. Specifications are sufficiently detailed, or the item being sought is highly unique and/or
specialized.
3. Sole source procurement.
4. Emergency procurement, Purchase Order must contain explanation of emergency.
Exceptions must be noted with the Purchase Order.
171 Page
Procurement involving the expenditure of$25,000.00 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 $25,000.00. Bids should be used where detailed specifications are available and pricing is of
the upmootconcern.
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 uf 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(30ILCS 525/0.01)
Bids will be opened at the time and date as advertised on the"Notice to Bidders". Bids received after the
time and date specified shall not beaccepted.
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.
18 1 9 a 8e
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.
19 1 Page
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$25,000 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 weekthe 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.
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.
QualityasSelectionRequest a ifica t S
The primary purpose of undertaking the QBS process is to locate the most qualified consultant to do the
work. A Request for Qualifications may be followed by a formal Invitation to Negotiate (ITN) in order to
negotiate a fair and equitable agreement.The selection shall be based on the consultant's experience and
expertise in projects of the same type as proposed. Special rules apply to the QBS process.When State or
Federal funds are involved,the QBS procedure in Appendix M,attached hereto,applies.
The Village of Buffalo Grove believes their adopted QBS written policies and procedures (Appendix M)
substantially follows Section 5-5 of the BLRS Manual and specifically Sections 5-5.06(c) and 5-5.06(e),
therefore;approval from IDOT is not required.
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Sole Source Procurement
A contract may be awarded for asupply, service, or construction item without competition when, the
Finance Director, Chief Procurement Officer, or designee nf 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$25,000 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 Chief
Procurement Officer 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 Chief Procurement Officer for Purchase Order approval. When emergency purchases
occur during non-business hours, contact the Chief Procurement Officer 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 $25,000. In such cases
the Village Manager will notify the Corporate Authorities as soon as is practicable of all emergency
procurements that exceed$ZS,O00.
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 or Quality Based Selection process
and may be 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.
_
211 P age
Natural a c is Supply
Due to the speculative nature of Natural Gas and Electric Supply purchases,the Village Manager working
in coordination with the Chief Procurement Officer has been authorized by Section 2.08.040 of the Village
of Buffalo Grove Municipal Code to enter into agreements in amounts in excess of the bid limit in order
to secure these commodities at the best possible price for Village of Buffalo Grove facilities.
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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 purchasing department may recommend that the Village Board
"authorize the Village Manager to execute a contract with Vendor Name., for goods/services at a not to
exceed amount o " XXXXX in accordance with the Illinois Governmental Joint Purchasing Act 30 ILCS
525/0.01 et seg.),pending review and approval of the contract/agreement by the Village Attorney.".
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,Sourcewell,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.
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Formal id 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 Chief Procurement Officer.
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 bidderto 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 Chief Procurement Officer may require payment of a fee
or a deposit for the supplying of the Invitation for Bids.
Publication. Every procurement in excess of$25,000 shall be publicized in one or more of the following
ways:
in a newspaper of general circulation;
1 in a newspaper of local circulation in the area pertinent tot e procurement;
1 in industrymedia;
. through electronic mailing lists,
5. through the inter e ,agency web site,or other publicly accessible electronic media,or
. 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
Chief Procurement Officer's office,the Village website,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.
26 1 P a.g e.
Receipt, Opening,and Recording of Bids.
Receipt. Upon its receipt, each bid and modification shall be time-stamped but not opened and shall be
stored in a secure place until the time and date set for bid opening. Bids submitted through electronic
means shall be received in such a manner that the time and date of submittal,along with the contents of
such bids shall be securely stored until the time and date set for bid opening.
Opening and Recording. Bids and modifications shall be opened publicly, in the presence of one or more
witnesses,at the time,date,and place designated in the Invitation for Bids.The name of each bidder,the
bid price,and such other information as is deemed appropriate by the Chief Procurement Officer,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 Chief Procurement Officer 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 Chief Procurement Officer 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 orfinal 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 priorto 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.
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
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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:
( The ability, capacity and skill of the bidder to perform the contract and to provide the service
required;
( ) 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 thebidder;
( ) The quality oft e performance of previous contracts or services;
(e) The previous and existing compliance by the bidder with laws and ordinances relating to the
contract and service;
( ) The sufficiency of the financial resources and ability of the bidder to perform the contract or
provide the service;
(g) The quality, availability and adaptability of the supplies or contractual services to the particular
use required;
( ) Teability of the bidder to provide future maintenance and service forte use oft e subject o
the contract;and
(i) The number and scope of conditions attached tote 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 Chief Procurement Officer has the authority to reject all bids and re-bid for the selected goods and
services. Upon review of submitted bids, if the Chief Procurement Officer 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 Chief Procurement Officer will notify all bidders
and either proceed to re-bid the project or reevaluate the selected procurement method.
Low Tie Rids.
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
Chief Procurement Officer 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 of Award
Following award,a record showing the successful bidder shall be made a part of the procurement
file.
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AJ�Jlpe!1""1Vf(x ['+
Competitive Sealed Proposals.
Conditions for Use.
(a) A contract may be entered into by competitive sealed proposals when the Chief Procurement
Officer,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 Grove.
(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.
RequestforProposals.
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 Chief Procurement Officer 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 Chief Procurement Officer 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.
Content of the Request for 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.
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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 Chief Procurement Officer.
Form of Proposal.
The manner in which proposals are to be submitted, including any forms for that purpose, may
be designated as a part of the Request for Proposals.
Public Notice.
Public notice shall be given by distributing the Request for Proposals in the same manner provided
for distributing an Invitation for Bids
Use of Bidders Lists.
Bidders lists compiled and maintained in accordance with the Bidders Lists section of Appendix A.
of this policy may serve as a basis for soliciting competitive sealed proposals.
Pre-Proposal C°onferencesa
Pre-proposal conferences may be conducted in accordance with the Pre-Bid Conferences section
of Appendix A.Any such conference should be held prior to submission of initial proposals.
Addendums to Requests for Proposal
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.
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
32IPage
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.
'valuation of Proposals.
Evaluation Factors in the Request for Proposals. The Request for Proposals can include the following
evaluation factors(and subfactors), including price,and their relative importance.
Evaluation.The evaluation shall be based on the evaluation factors set forth in the Request for Proposals.
Evaluators shall be required to complete the Evaluation Committee Member Statement attached at the
end of Appendix B.
1. Classifying Proposals. Forte purpose of conducting Village staff discussions, proposals shall be
initially classified as:
(a) acceptable;
( potentially acceptable, that is, reasonably susceptible of being made
acceptable;or
(c) unacceptable.
® Proposers whose proposals are unacceptable s all be so notified promptly.
3. Selection Criteria. Proposals will be evaluated a selection committee made up of Village staff,
which will subsequently present its recommendation tote Buffalo Grove Village Board. The
recommendation fort e successful Proposer may be based on the following or similar criteria,
though the weight of each item will vary i theproject:
(a) 1 % roposer's experience, capacity and capability to provide the required
equipment,installation and training services in a professional,timely, reliable and
secure manner.
( ) 1 Pro poser's understanding of the Village's technical requirements an
demonstrated ability to meet or exceed the same.
(c) % The cost of providing the equipment, installation and training
services.
(d) % Ability to interact productively with Village staff,as required.
(e) 0% Information obtained roug reference checks,
331 Page
Proposal Discussions/Interviews with Individual Proposers.
"Proposers"Defined."Proposers"includes onlythose businesses submitting proposals that are acceptable
or potentially acceptable.The term shall not include businesses who submitted unacceptable proposals.
The Chief Procurement Officer 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 Chief Procurement Officer 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 Chief Procurement Officer 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 Chief Procurement Officer 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)
341Pa ge
RFP VoBG-2021-## 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 Chief Procurement Officer or designee 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 Chief Procurement Officer or designee.
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 Chief Procurement Officer or
designee 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 Date
Position_. ._.._ .....�.....w
351Page
���Y`����c�`V"I� ix bi
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 under the contract.
CONFLICT OF INTEREST
The Village of Buffalo Grove Municipal Code requires the following verification relative to conflict of interest and compliance with general ethics
requirements of the Village:
The undersigned supplier hereby represents and warrants to the Village of Buffalo Grove as a term and condition of acceptance of this
(bid or purchase order)that none of the following Village Officials is either an officer or director of supplier or owns five percent(5%)
or more of the Supplier: the Village President,the members of the Village Board of Trustees,the Village Clerk,the Village Treasurer,
the members of the Zoning Board of Appeals and the Plan Commission,the Village Manager and his Assistant or Assistants,or the heads
of the various departments within the Village.
If the foregoing representation and warranty Is Inaccurate,state the name of the Village official who either is an officer or director of your
business entity or owns five percent(5%)or more thereof:
(Official),
Print Name of Contractor/Bidder/Supplier
Signature
Title
Subscribed and Sworn to before me this day of, 20_
Notary Public Notary Expiration Date
__ 36IPage
AU w�!f r,Y Y, 7 X U ,
Causes for Debarment
The Chief Procurement Officer or Village Manager 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;
371 Page
(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.
38I_Page
Appendix E.
Accounts Payable Department
G Phone 847-459-2510
Fax 847-777-6045
QUALIFIED VENDOR REGISTRATION
Please email,fax or mail completed&signed form alointt,r with 111S form y° 9 to:
Email: APFunaince@vbg>o 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
Planning and Zoning Commission,the Village Manager and his Assistant or Assistants,or the heads of the various departments within the Village
Signature: _ Date:
Name (printed): IT� Title: ���
Accounts Payable Department
Phone 847-459-2510
Fax 847-777-6045
AUTHORIZATION FOR ACH DEPOSIT OF VENDOR PAYMENT
Please email a completed&signed form to:
Email: BGFinance@ytg.org or APFinance y g.org
Payment Address:
A/R Contact Name:
Contact Email(for ACH notification):
Complete this section for new enrollments or for financial institution or account changes. Include with this form
a canceled check or letter from your financial instituton noting the Account and Routing Number.
Select one: U New Enrollment Financial institution or Account Change
Bank Name:
Branch (if applicable):
City, State Zip:
Transit/Routing Number:
Bank Account Number:
Account Type(check one): Checking Account Savings Account
certify that the information above is true and correct,and that I,as a representative for the above named company,
hereby authorize the Village of Buffalo Grove Account Payable to electronically deposit payments to the designated
bank account.This authority remains in full force until The Village of Buffalo Grove Accounts Payable receives written
notification requesting a change or cancellation.
Signature: Date:
Name(printed): Title:
Verify that all of your Illinois Sales Tax Exemption Certificate information is correct
If not,contact us immediately.
f Do not discard- your Illinois Sales Tax Exemption Certificate is an important tax
document that authorizes you to purchase tangible personal property for use or
consumption tax-free.
OFFICIAL DOCUMENT State of Illinois-Departmentof Revenue OFFICIAL DOCUMENT
II >tn i Sales Tai—E tionLLF erti ti cafe 'Re ArK
f
VILLAGE OF BUFFALO GROVE
7
50 RAUPP BLVD �, K
BUFFALO GROVE IL 60089-2139
Sales Tax Exemption Certificate
Issue date: Sales T"a E npti - E99981165 a
02/10/2020 r
Expiration date: O ani
r9 zAj ^e• Governmental
03/01/2025
This entity is authorized under the Retailers'Occupation Tax Act to purchase tangible personal
$ property for use or consumption tax-free.
w
Director
L
OFFICIAL DOCUMENT-DO NOT DESTROY
..;y, ,'.'.u.:rt:w a:;.i:d'..n .\:•.;iM").\.:inv. ,..•". .1 y�'+\Vti: +:::a.v •- 5 V
STAX-70(R-05116)
P-000052
A �r�,,1, rll 11„
ProcurementaPolicy
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 nontraditional 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. Howeverthe
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.
421Page
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.
- Lost or stolen cards must be reported immediately.
- Fraudulent activity must be reported immediately.
- Creation and submission of an "expense report"each month
- The Village is a tax-exempt entity. Each cardholder should do their best to ensure that the Village
is not charged sales tax.
431 Page
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,stolen or suspected fraudulent activity is discovered.
- 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 scanned and attaiched to an "expense report" using the online reporting
system.,
- The Department Director is responsible for reviewing aH charges and receipts prioir to approv4lg
the"Experose Report".
Scanned or photographed copies of 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.
441Page
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 forfollowing 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 cannot 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 attached to "expense reports".
- Review information submitted by cardholder. Match receipts with statement of account. All
receipts will be compared to the purchase record submitted by the cardholder.
- Verify travel-related charges have been authorized by the Village Manager.
- Make accessible on-line, 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.
451 Page
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 orviolate 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:
461 Page
Cardholder Addition or Change Request Form
TO: Finance Department
FROM:
SUBJECT: Request for Procurement Card or Change of Status
❑ Request the following employee by authorized a Village Purchase Card.
❑ Request the following employee have their Village Purchase Card limit(s) changed.
Full Name:
Signature:
Title:
Single Purchase Limit(Not to exceed$X,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
47 Page
Record of Purchase In Lieu of Original Receipt
Cardholder name:
Date Description of Purchase _ Fur ose
l attest that purchase listed
above is accurate and complies with eligible purchases with the Village of Buffalo
Grove purchasing policy as of , 20_. This record serves in place of
the original receipt.
Cardholder signature:
Supervisor signature:
481 Page
^��� ni"(11 X (J"
Petty Cash Reimbursement Request
Note:Reimbursements from petty cash cannot exceed$z5OOu
Date Description of Purchase Reimbursement Amount
attest that purchase listed above is
accurate and complies with eligible purchases with the Village of Buffalo Grove
purchasing policy asof 20__. The Receipt for this purchase(s) isattached.
R8QUeStOrSigO8tUPS:
Supervisor signature:
*A receipt for goods purchased,must be attached to this form.
f
�'�.11rIp�,�,�ir��rdiix 1-1
Advance Check Request Forts
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:
50 Page
wy p c o li ,Yi x K
Prevailing Wage Rider
Terms
A. The Village is an Illinois unit of local government and the Work hereunder is subject to the Illinois
Prevailing Wage Act,820 ILCS 130/0.01,et seq.
Pursuant to PA 100-1177 the Illinois Department of Labor(IDOL)has activated an electronic database(Payroll Portal)
capable of accepting and retaining certified payrolls submitted under the State of Illinois Prevailing Wage Act(820
ILCS/130/1). All contractors and subcontractors completing work for the Village of Buffalo Grove pursuant to the
Act must submit all certified payroll through the IDOL Payroll Portal.
Consequently,the Contractor and each subcontractor shall submit with their application for payment(s)the email
certification received from their IDOL Payroll Portal submittal with each of their pay requests.Any delay in processing
the payments due to a lack of aforementioned email certification shall not be an event of default by the Village and
shall not excuse any delay by the Contractor who shall proceed with the Work as if no delay in payment has occurred.
The Contractor and Village shall agree to take any further steps not outlined above to ensure compliance with the
Prevailing Wage Act. Upon two business days' Notice, the Contractor and each subcontractor shall make available
to the Village their records to confirm compliance with the Prevailing Wage Act. Finally,to ensure compliance with
Prevailing Wage Act,the Contractor and each subcontractor shall keep for a period of not less than 5 years after the
Work has been completed records of all laborers, mechanics, and other workers employed by them for the Work;
the records shall include each worker's name,address,telephone number,classification or classifications,the hourly
wages paid in each period,the number of hours worked each day,the starting and ending times of work each day
and,when available,last four digits of the social security number
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.41nsertAppuroppriate insurance IRequiirernerts>
511 Page
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
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"I, 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
521Page
CONTRACTOR'S DRUG-FREE WORKPLACE CERTIFICATION
The undersigned is an authorized representative of
Name of Company: µµµµWmµµ _ ...W, 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:
531Page
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
541Page
Asset Sharing Policy
ASSET SHARING GUIDELINES
A. Objectives
1. Through collaborative efforts between all Village Departments and other external
stakeholder groups(Park District,School District,County Government,etc...),Asset Sharing
initiatives will be used to reduce asset redundancy and save money.
2. To increase collaboration between both internal and external agencies and improve
productivity and organizational understanding.
3. Asset Sharing efforts are limited to local, regional, state and federal taxing bodies
only, except as provided for specific outside groups with the approval of the Village
Manager or designee.
B. Asset Sharing Considerations
Once an asset has been determined to be in need of replacement, the requesting department should
follow the process outlined below as part of its regular evaluation. (This process would apply to new
additions to the asset inventory as well).
1. Identify potential sharing partners.
a. Can the asset be shared with another department within the Village or
outside agency?
b. Is the sharing of the asset appropriate and practical with type of asset and
the department/agency for which it will be shared?
C. Will the proposed partner be willing to share equally,or in part, the cost of
the asset being purchased as well as the long-term operational cost once acquired?
2. Once a determination has been made that asset sharing is appropriate and practical,
and the parties have agreed to participate in such an engagement, an Intergovernmental
Agreement (IGA), Letter of Understanding (LOA) or some other written agreement should
be drafted or reviewed by the Village Attorney
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3. The agreement should clearly identify the responsibilities of the parties with respect to:
a. Acquisition cost
b. Who will perform the maintenance
C. Maintenance costs allocation
d. Storage
e. Use and scheduling
f. Accounting and budgeting
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.
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„ J1
Change Orders
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. Subsection J. of the Municipal Code also
authorizes the Village manager to make a determination,based upon the above criteria in regards to the
modification of the time of completion of a project by not more than 90 days.
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 as it pertains to the cost of a project.
Attached at the end of Appendix K. is a sample change order.
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Village of Buffalo Grove Change Order
Project Name Change Order Number
Project Number Date
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 Calendar Days
The Contract Time/Completion Date will be
(increased,decreased)by Calendar Days
The new Contract Completion Date
Accepted by:
The Village of Buffalo Grove
Contractor
Printed Name Printed Name
Signature Signature
Title Title
58 Page
Ili,,
Vendor Evaluation Form
Village of Buffalo Grove Page 1
-, Vendor Performance Evaluation 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 Buyer 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 a m'aa�Zrlate box for each IrW'4 u�r area.
Criteria includes change orders/amendments) 1 2 3 4 N/A
1. Su lies delivered/Work performed on schedule.
2. Condition of delivered su lies includes handlin / ackag in
3. Adherence to specification s/statement of work. �ry
"
4. Resolved roblems/customer com taints timelv.
5.Working relationshilp/interfacing with Village staff/ ublic sector citizens).
6. Service Call On-Call response time.
7. Other s ecif
8. Overall evaluation of com diance with contract re uirements.
59 Page
Village of Buffalo Grove Page
r Vendor Performance Evaluation of
Company Name: Contract#:VoBG -
EXPLANATIONS/COMMENTS
1. Do not submit page 2 without page 1.
Contract 2. Be specific (include paragraph and page numbers referenced in the applicable contract,
Ref No. 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 EMPLOYEE SIGNATURE DATE
EM BERM
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QBS Procedures~using State, MF[ mmotor fuel tax) or TBP(township bridge project) Funds
The procedure for State required Quality Based Selection (QBS)procurement consists of the following five
basic steps:
1.Define the Project.[|eadyde0nethescopeoftheservicesdesired. Dependingonthoomnountofduta'
this may be on one or more pages.This information should include the following:
a) describe in general terms the need, purpose,and objective of the project;
b) identify the various project components;
c) establish the desired timetable for the effort;
d) identify any expected problems;and
e) determine the total project budget.
A comprehensive evaluation of the problem or need that resulted in the project is essential to the
procurement process. The solution, approach' and eventual design for the project will evolve out of the
expertise offered by the consultant responding to the request for technical proposals. To ensure that the
respondents address the project properly and effectively, clearly articulate all known parameters of the
project.
The Village of Buffalo Grove("Village")may skip to Step 5 when both of the following criteria are met.
a) The Village elects to select a consultant that has a satisfactory working relationship with the
Village;and
b) The engineering services contract is not being paid for using federal funds.
2.Publb Notice. Whenever a project requiring engineering services is proposed, the Village shall post a
public notice requesting a statement of interest along with the qualifications and performance data from
consultants. This may ba accomplished through an advertisement ino local newspaper, posting on the
Village's website,or through various trade magazines orwebsiteu.
The Village will consider the following sources when preparing a list of potential firms:
a) identification of consultants from the Village's or IDOT's prequalification list;
b) a directory or source list identifying small, minority, and women owned businesses with
capabilities relevant to the project;
c) discussions with other persons or agencies who have accomplished similar work;
d) lists of consultants secured from professional societies;and/or
e) lists of consultants secured from the agency's own experience of consultants.
61 | Page
3.Evaluation.The Village shall evaluate the consultant submitting letters of interest,taking into account
qualifications, ability of professional personnel, past record and experience, performance data on file,
willingness to meet time requirements, location, workload of the consultant, and such other
qualifications-based factors.
The first objective of evaluation is the elimination of all respondents who are not qualified or who do not
have the experience for the required work. The Village may conduct discussions with and require
presentations by consultants deemed to be the most qualified based on their qualifications,approach to
the project,and ability to furnish the required services.When conducted,interviews shall occur separately
with a minimum of three consultants, or all qualified consultants if less than three qualified consultants
respond. If the Village decides to conduct discussions with and/or require presentations by consultants
deemed to be the most qualified,this should be included in the public notice.
In no case shall the Village, prior to selecting a consultant for negotiation, seek formal or informal
submission of verbal,written,or sealed estimates of costs or proposals in terms of dollars,hours required,
percentage of construction cost,or any other measure of compensation.
4. Selection. On the basis of evaluations, discussions and presentations, the Village shall select no less
than three consultants which it determines to be the most qualified to provide services for the project
and rank them in order of qualifications to provide services regarding the specific project.The Village shall
then contact the consultant ranked most preferred and attempt to negotiate a contract at a fair and
reasonable compensation,taking into account the estimated value, scope, complexity, and professional
nature of the services to be rendered.Typical criteria for evaluating and ranking consultants are included
in the following consultant ranking criteria. If fewer than three qualified consultants submit letters of
interest and the Village determines that one or both are so qualified,the Village may proceed to negotiate
a contract.
Consultant Ranking Criterla
The weight given to each evaluation criterion in the ranking process may varyfrom project to project,with
more weight towards the criteria that are critical to the success of the project. Typical technical criteria
for both evaluating and ranking entities should include but not be limited to the following:
a) The education,experience,and expertise of the entity's principals and key employees.
b) The entity's general experience, stability, and history of performance on projects similar to the
one under consideration.
c) Availability of adequate personnel, equipment, and facilities to do the required work
expeditiously.
d) The name,or names,of individuals in the entity who will be assigned key project responsibilities,
with particular attention to their qualification,competence,and past performance.
e) The entity's approach to the planning,organizing,and management of a project effort,including
communication procedures, approach to problem solving, data gathering methods, evaluation
techniques,and similar factors.
f) Facilities and equipment owned by the entity, including computer capability, reproduction and
communication equipment, laboratory and testing equipment, or other specialized equipment
applicable to the project under consideration.
g) Present workload with attention to current and future commitments of available personnel,
particularly those key persons expected to be assigned to your project.
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h) Financial stability, with particular attention to avoiding a situation in which the entity is solely
dependent on income from the project at hand for its existence.
i) Recommendations and opinions of each entity's previous clients as to its ability to meet deadlines
and remain within budget. Prior clients may also be able to advise you as to each entity's sense of
responsibility;attitudes of key personnel;concern for economy,efficiency,and environment;and
quality of service.
j) If practical,observation of each entity's facility and the sites of current and/or completed projects.
k) The reputation and integrity of the engineering entity within the professional field and the
community.
1) Awards received by the entity and technical papers authored by employees.
m) Special considerations for some projects might include staff conversant in foreign languages.
Non-technical criteria may not exceed 10% of the total evaluation and rank weighting. Typical non-
technical criteria for both evaluating and ranking entities may include but not be limited to the following:
a) Proximity of the engineering entity to the proposed project site and/or the agency's office.
b) Qualified minority representation.
c) How DBE goals are addressed.
S. Contract Negotiation The Village shall prepare a written description of the scope of the proposed
services to be used as a basis for negotiations and shall negotiate a contract with the highest qualified
consultant at compensation that the Village determines in writing to be fair and reasonable. In making
this decision,the Village shall take into account the estimated value,scope, complexity,and professional
nature of the services to be rendered.
An important objective of the negotiation process is to reach a complete and mutual understanding of
the scope of professional services to be provided and the degree of performance desired. The general
scope of professional services developed in the procurement process should be broad in order to serve
as the basis for negotiation.The negotiation process offers the opportunity for refinement,amendment,
and complete definition of the services to be rendered,as well as the areas of responsibility and liability
for those services. Mutual understanding on these points at the negotiation stage can minimize the
possibility of misunderstanding as the project progresses.
Special elements of the engineering portion of the project to be established during negotiation include:
a) project schedule,
b) manpower requirement and timing,
c) level of engineering effort,
d) avenues of research,and
e) areas of responsibility/liability.
Any percentage fee contract should be fully supported by an acceptable estimate of man-hours,
anticipated hourly payroll rates by classification of employee for the project,and applicable overhead and
burden rates. These rates should be evaluated and, if determined to be acceptable, the percentage fee
may be approved by the Village.
The consultant's method of dividing the project into work units and calculating related time units are to
be such that the estimate can be readily reviewed.The consultant will use its own estimates of man-hours,
rates of pay, overhead, profit, and itemized non- salary costs based on the consultant's work force and
past job experience.
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When the prime consultant requires the services of another consultant to provide expertise, advice, or
information to the prime consultant,the prime consultant will complete an analysis of fee for engineering
services (including a breakdown of direct salary and direct non-salary costs) or supply specific rate for
services (e.g. testing). The prime consultant is responsible for ensuring that Disadvantage Business
Enterprises(DBEs)will have an equitable opportunity to compete for subcontracts.
Contracts between the Village and consultants must be set forth in fully executed agreements. If there is
an agreement with the consultant, and if the fee is within range of the budget,then proceed to finalize
an agreement. If problems arise with the scope of the project or the fee, further discussion and
clarification may be required.
Selection of a consultant by qualification provides no guarantee that the Village and the consultant will
cometo an agreeable fee.Forthat reason,the ranking process provides,in addition to the first preference,
at least two alternative qualified consultants. If an agreement cannot be reached on the scope and fee,
the Village may drop negotiations with the top-ranked consultant and continue the process with the
second ranked consultant.
6. Summary; Ranking and negotiations involve a considerable amount of subjective judgment.
Engineering projects involve a large expenditure of public funds, accountability for decisions, and value
judgments is most important.To ensure adequate accountability the Village shall endeavor to:
a) involve more than one knowledgeable person in the evaluation process,
b) be consistent in reviewing each applicant,
c) keep accurate and complete records of all correspondence, memoranda, evaluations, and
decisions.
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QBS Procedures-Federally Funded onsultan Services
When the Village of Buffalo Grove receives federal funds,which may be used to fund the engineering and
design related consultant services, the Village will follow the below described procedure. The Village's
written policies and procedures as described below for Quality Based Selection (QBS) will meet the
requirements of 23 CFR 172 and the Brooks Act.
1.Initial Administration—The Village of Buffalo Grove QBS policy and procedures assigns responsibilities
to the following staff members: the Administrative Services Manager, Public Works Director, Village
Engineer, Deputy Director of Public Works, and Civil Engineers/Project Managers within the Village of
Buffalo Grove organization for the procurement, management, and administration for consultant
services.
2. Written Policies and Procedures —The Village of Buffalo Grove believes their adopted QBS written
policies and procedures (this Appendix M) substantially follows Section 5-5 of the BLRS Manual and
specifically Section 5-5.06(e),therefore;approval from IDOT is not required.
3. Project Description—The Village of Buffalo Grove will use the following five items when developing
the project description and may include additional items when unique circumstances exist:
a) Describe in general terms the need, purpose, and objective of the project;
b) Identify the various project components;
c) Establish the desired timetable for the effort;
d) Identify any expected problems
e) Determine the total project budget.
4.Public Notice—The Village of Buffalo Grove will post an announcement for professional services on the
Village website www.vbg.org and/or publish an ad in a newspaper with appropriate circulation.The item
will be advertised for at least 14 days prior to the acceptance of proposals, and at least twice in the
newspaper and/or on continuous display on the Village's website.
S. Conflict of Interest—The Village will require consultants to submit a disclosure statement with their
proposals. The Village of Buffalo Grove will require the use of the IDOT BDE DISC 2 Template as their
conflict of interest form.
6. Suspension and Debarment—The Village of Buffalo Grove will make use of SAM (System for Award
Management, sam.gov)Exclusions, IDOT's (Illinois Department of Transportation), CPO's (Chief
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Procurement Officer)website and the three other state CPO's websites to verify suspensions and
debarments actions to ensure the eligibility of firms short listed and selected for projects.
7. Evaluation Factors —The Village of Buffalo Grove allows the Chief Procurement Officer and Village
Engineer to set the evaluation factors for each project, but must include a minimum of 4 criterion and
stay within the established weighting range shown below. The maximum of DBE and local presence
combined will not be more that 10%on ro.ects where federal funds are used.
The follow project specific evaluation factors ("Critera")will be included in the Request for Proposals:
a) Technical Approach (10-30%)
b) Firm Qualifications&Experience (10-30%)
c) Specialized Expertise(10-30%)
d) Staff References and Resumes(Prime/Sub)(10-30%)
e) Work Load Capacity(10-30%)
f) Past Performance(10-30%) In-State or Local Presence*
g) Participation of Qualified and Certified DBE Sub-consultants* (*The combined total of these two
items cannot exceed 10%)
The following shall not be used as a factor in the evaluation, ranking and selection:
a) All price and cost related items including:cost proposals,direct salaries/wage rates;indirect costs
(overhead),and other direct costs.
b) In-State or Local Presence (other than as explained above).
8.Selection—The Village of Buffalo Grove will require a selection committee made up of no less than 3
persons. The selection committee members may include the Director of Public Works, the Village
Engineer,the Deputy Director of Public Works,Civil Engineers/Project Managers,Village Board Members,
and Consultants. The selection committee members must certify that they do not have a conflict of
interest.Selection committee members are chosen by the Chief Procurement Officer for each project.The
Village of Buffalo Grove requires each member of the selection committee to provide an independent
score for each proposal using a form substantially similar to that shown below prior to the selection
committee meeting.
Criteria Weighting __P_o_1n_t_s7 Firm 1 Firm 2 Firm 3 Firm 4
I
Total 100% 1 100
The selection committee members'scores are averaged for a committee score which is used to establish
a short list of three firms.The committee score is adjusted by the committee based on group discussion
and information gained from presentations and interviews to develop a final ranking. If there are other
firms within 10%of the minimum score,the Chief Procurement Officer may choose to expand the short
list to include more than three firms.
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9. In_ dependent Estimate —Village of Buffalo Grove Engineering staff will prepare an independent in-
house estimate for the project prior to contract negotiation.The estimate is to be used in the negotiation
process.
10. Contract Negotiation — The Village of Buffalo Grove requires a 2 person team to negotiate with
consultants.The team consists of The Chief Procurement Officer,and The Village Engineer or The Director
of Public Works. Members of the negotiation team may delegate this responsibility to staff members. If
agreement cannot be reached on the scope and fee, the Village may drop negotiations with the top-
ranked consultant and continue the process with the second ranked consultant. The Village shall shred
the concealed cost proposals of unsuccessful firms.
11.Acceptable Costs—The Village of Buffalo Grove requires the Chief Procurement Officer or the Village
Engineer review the contract costs and the indirect cost rates to assure they are compliant with Federal
cost principles prior to submission to IDOT.
12.Invoice Processing—The Village requires the Village Attorney and the Project Manager/Civil Engineer
assigned to any project using federal funds to review and approve all invoices prior to payment and
submission to IDOT for reimbursement.
13.Project Administration—The Village requires the assigned Project Manager/Civil Engineer to monitor
work on the project in accordance with the contract and to file reports with the Village Engineer/Chief
Procurement Officer. The Village procedures require an evaluation of the consultant's work at the end of
each project. These reports are maintained in the Village consultant information database.The Village of
Buffalo Grove follows IDOT's requirements and will submit BLRS Form 05613 to the IDOT district at
contract close-out along with the final invoice.
14. Professional Service Agreements - While use of standard engineering agreement forms is not
required by[DOT,the Village of Buffalo Grove may consider the use of standard engineering agreements
developed by IDOT in order to ensure compliance with all federal and state requirements. If a standard
engineering agreement form is modified,the department logo,form number,and any other department
identifier shall be removed. Separate engineering agreements are required for preliminary and
construction engineering services.
The following standard agreement forms are provided by CBLRS:
• Form BLR 05510—Engineering Services Agreement
• Form BLR 05520—Maintenance Engineering to Be Performed by a Consulting Engineer
• Form BLR 05530—Request for Engineering Services Performed by Local Forces
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