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 Walnut
 Code of Ordinances
 Chapter 2. ADMINISTRATION
 Article I. IN GENERAL

  § 2-2. Bidding procedures.  

Latest version.

  • Except as otherwise required by statute or determination of the board of trustees, general bidding procedures for the village shall be as follows:

    (1)

    Advertisements for bids. A notice inviting bids shall be published at least once in a newspaper with general circulation within the village. The village shall also post the notice on the public bulletin board in the village office.

    (2)

    Scope of notice. The notice required herein shall include at least a general description of the work to be performed or the articles to be purchased, shall state where any bid specifications and other relevant documents may be secured, and shall specify the time and place for receipt and opening of bids.

    (3)

    Bid deposits. Bid deposits, if required, shall be prescribed in the public notice inviting bids. Such proposal guarantees shall be returned to the bidders after any and all requisite contract documents have been finally approved by the village. A successful bidder shall forfeit his bid deposit upon failure on his part to enter into a contract and furnish requisite documents within the time prescribed for doing so in connection with the bid. Such bid deposit may be in the form of a bank draft, bank cashier's check, certified check, or bid bond in an amount as specified in the advertisement for bids to ensure finalization of the contract and to indemnify the village against all loss, damages, and claims that may accrue against the village as a consequence of the bidder's failure to finalize the contract.

    (4)

    Bid opening procedure.

    a.

    Sealed. The proposal shall be submitted in an opaque sealed envelope on or before the time stated for receipt of bids. The envelope shall bear the name of the individual, firm or corporation submitting the bid and the title of the project.

    b.

    Opening. Bids shall be opened in public at the time and place stated in the public notice.

    c.

    Tabulation. A tabulation of all bids received shall be made by the board of trustees or by a village employee, in which event a tabulation of the bids shall be furnished to the board of trustees at its next regular meeting.

    (5)

    Rejection of bids. The village, through its corporate authorities, shall have the authority to reject any or all bids or parts of any or all bids when the public interest will be served thereby.

    (6)

    Waiver of informalities. The village, through its corporate authorities, shall have the authority to waive any informalities in bidding.

    (7)

    Bidders in default to village. The village shall not accept the bid of a contractor who is in default on the payment of taxes, licenses or other money due the village.

    (8)

    Award of contract.

    a.

    Authority in village. The board of trustees shall have the authority to award contracts within the purview of this section.

    b.

    Lowest responsible bidder. Contracts shall be awarded to the lowest responsible bidder on the basis of the bid that is in the best interests of the village to accept. In awarding the contract, in addition to price, the board of trustees may consider:

    1.

    The ability, capacity and skill of the bidder to perform the contract to provide the service required;

    2.

    Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

    3.

    The character, integrity, reputation, judgment, experience and efficiency of the bidder;

    4.

    The quality of the performance of previous contracts or services;

    5.

    The previous and existing compliance by the bidder with laws and ordinances relating to the contract or service;

    6.

    The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service;

    7.

    The quality, availability, and adaptability of the supplies or contractual services to the particular use required;

    8.

    The ability of the bidder to provide future maintenance and service for the use of the subject of the contract;

    9.

    The number and scope of conditions attached to the bid;

    10.

    Such other factors as may be pertinent in determining the responsibility of the bidder.

    c.

    Performance and payment bonds. The board of trustees shall have the authority to require performance and payment bonds with good and sufficient surety, before entering into a contract, in such amounts as it shall deem reasonably necessary to protect the best interests of the village and to conform to the statutory requirements for such bonds.

    d.

    Certificates of insurance. The board of trustees shall have the authority to require evidence of insurance before entering into a contract, in such amounts, of such types, and with such terms as it shall deem reasonably necessary to protect the best interests of the village.

(Ord. No. 01-02-05, § 2-4, 2-5-2001)

State law reference

Purchasing and public works contracts generally, 65 ILCS 5/8-9-1 et seq.