D4: Purchasing and Bidding

Adoption Date: 10/19/92  |  Revision Date: 04/26/04  |  Revision Date: 09/23/08  |  Revision Date: 11/24/09  |  Revision Date: 04/26/11 | Revision Date: 9/27/11 | Revision Date: 4/25/17 | Revision Date: 12/04/18

The College President shall have authority to establish administrative rules and procedures for purchasing.  Such procedures shall assure compliance with all applicable laws and sound business practices, in accordance with the following provisions:

  1. Every effort is to be made to purchase optimum quality for the least expenditure of funds.
  2. Purchasing practices are to be conducted within the scope of Board Policy and state regulations as outlined in the Illinois Public Community College Act, Chapter 110, Sec. 805/3-27.1.
  3. All purchases or contracts, regardless of amount, are to conform to the rules and regulations of the Illinois Department of   Human Rights.
  4. Purchasing categories are as follows:
    1.   Purchases of less than $1,000 may be made without competitive quotations or bids.
    2.   Purchases of $1,000 to $1,999 may be made by securing a minimum of two (2) verbal quotations.
    3.   Purchases of $2,000 to $9,999 may be made by securing a minimum of three (3) written quotations
    4. Purchases of $10,000 and higher must be publicly bid and subject to Board approval.
    5.  All purchases or contracts are to comply with state regulations as outlined in Chapter 110, Sec. 805/3-27.1 of the Illinois   Community College Act, with the additional restriction that the expenditure in excess of amount is reduced to $10,000 and exception (j) for renovation and construction projects is amended to reduce the expenditure not to exceed@ amount to $15,000.

      Where feasible, bids or quotations are to be obtained even though the purchase price may be less than the stipulated requirement shown above. 

  5. In the event the lowest responsible bidder is unable to fulfill its obligation  to the College, and consequently, the purpose of the purchase cannot be fulfilled before the Board of Trustees is able to meet again, then the President shall be authorized to award the bid to the next responsible bidder or to rebid the purchase.  Under these circumstances the selected bidder will be brought to the Board of Trustees for pro forma approval.
  6. In compliance with 415 ILCS 20/3.1, the College seeks to purchase products with recycled content whenever such products have met the specifications and the standards of equivalent products which do not contain recycled content, i.e. whenever costs, specifications, standards and availability are comparable to products without recycled content.
  7. The College shall take steps to invite the participation of minority-owned businesses, female-owned businesses, in-district businesses, and small businesses in the purchasing process.

The College shall notify contractors, sub-contractors, vendors, and suppliers of provisions of applicable federal and state equal opportunity rules.  In addition, the equal opportunity statement of the College shall be incorporated into each invitation for bid and contract.  Contractors shall be notified of the equal opportunity requirements which pertain to them and to their sub-contractors.  Notice of applicable federal and state directives concerning equal opportunity for veterans, members of minority groups, and individuals with disabilities shall also be included in contracts and purchase orders.

As required by the Business Enterprise for Minorities, Females, and Persons with Disabilities Act (“Business Enterprise Act”), when the College awards a contract for insurance services, investment services, information technology services, accounting services, architectural and engineering services, and legal services, it shall be the aspirational goal of the College to use businesses owned by minorities, females, and persons with disabilities as defined in the Business Enterprise Act for not less than 20% of the total amount spent on contracts for these services collectively.