Bidding Process (Non-Construction)

Operational Standard/Purpose

Per section 3-27.1 of the Public Community College Act, it is the responsibility of the College to purchase the correct item of the desired quality at the best possible price. Purchases of any item, group of items, or services over $25,000 require an official invitation to bid. The award is made to the lowest responsible and responsive bidder. This is the preferred method of public procurement. The invitation to bid is most advantageous when clear, understandable specifications are available.

This standard addresses requirements when purchasing any item, group of items, or services over $25,000 when there is no substantive difference among the products or services that meet specifications so that the only difference among responsive bids is price.

Scope/Applicability

This standard covers all areas of the College when a purchase of any item, group of items, or services are over $25,000 that are non-construction related.

An exception to this procedure is the “Sole Source Justification.” In accordance with the Illinois Procurement Code, sole source procurement is permissible when a requirement is available from only a single supplier/contractor. A requirement for a particular proprietary item does not justify a sole source procurement if there is more than one potential bidder or offer or (usually the manufacturer) authorized to provide that item. See the Sole Source Justification standard operational procedure for additional information.

Contracts for repair, maintenance, remodeling, renovation, or construction have a limit of $50,000. A separate standard operational procedure is available for these types of purchases

Procedures

1. When it is necessary to secure a formal bid, the Purchasing Department prepares the bidding documents and initiate the formal bidding process.
2. The requesting department shall complete a Bid Request Form. Complete all information requested. Attach a copy of the bid specifications and a list of prospective vendors and forward to the appropriate administrator or director.
3. The appropriate administrator or director reviews the Bid Request Form and either approves or denies. If approved, forward the Bid Request Form, bid specifications and list of prospective vendors to the appropriate Cabinet member for approval.
4. The Cabinet member reviews the Bid Request Form and either approves or denies. If approved, forward all documentation to the Purchasing Department. An approved Bid Request Form is required in the Purchasing Department before bidding documentation is mailed out or an advertisement is placed.
5. The Purchasing Department reviews the specification and asks for revisions or further explanation/justification of the specification. A final bid document is created. The Purchasing Department adds to the bidders list from the bid file, or does research for additional bidders.
6. A legal notice describing the bid is placed in a newspaper of local distribution ten (10) days prior to the established bid date. The Purchasing Department will place the legal notice.
7. Vendors are given up to three weeks to respond to bid requests. Bids are submitted in a sealed envelope identified with the name of the bid. Bids are normally scheduled to open sometime during the last week of the month or sometime during the first week of the following month. Board meetings are the third Thursday of the month unless noted. Board packets, which include bid recommendations, are mailed out the Thursday prior to the Board meeting. Bids received after the designated time for public opening are considered late and will be rejected.
8. Bids are opened by a member of the Purchasing Department at a public bid opening, at which time the contents of the bid must be announced. Bid initiators and their administrators are invited to the bid opening but not required to attend.
9. Following the bid opening, bids documents and a bid recap are scanned and forwarded to the bid initiator and their administrator for technical review and evaluation. Departments will make selections and submit their recommendation to the Purchasing Department. The bid initiator can complete the recommendation, but administrative approval is required.
10. Bids are analyzed by the Purchasing Department and the originator/administrator of the request
    • The ability, skill, and capacity of the bidder to perform the required service.
    • The ability of the bidder to perform the contract or provide the service promptly, within the time specified, and without delay or interference.
    • The character, integrity, reputation, judgment, and experience of the bidder.
    • The quality of performance of previous contracts or services.
    • The previous and existing compliance by the bidder with laws and ordinances relating to the contract or services.
    • Sufficient financial resources and ability of the bidder to perform the contract or provide the service.
    • The quality, availability, and adaptability of the supplies or contractual services to the particular use required.
    • The ability of the bidder to provide future maintenance and service for the use of the subject of the contract.
11. After the bid is analyzed, the Purchasing Department will prepare a Purchase Report recommendation for award, including bid tabulation, and present to the Board for approval at the next scheduled meeting.
12. Upon approval from the Board of Trustees, the Purchasing Department will notify the requesting department and initiate the purchase.

Additional Provisions/Information

Information are reviewed each calendar year to assure compliance with any changes to the Illinois Procurement Code.