Pursuant to the Illinois Public Library District Act, 75 ILCS 16/1-1 et seq., including 16/30-55.20, 16/30-55.40, and 75 ILCS 40-45, the following policy shall be adhered to in the purchase of any goods, services, work or improvement for Schaumburg Township District Library:
- Any purchase of goods, services, work or improvement, the cost of which is estimated not to exceed $5,000, shall be purchased at the best possible price from the providers. The Library shall ascertain the best possible price by comparing the publicly advertised price from three (3) sources.
- Any purchase of goods, services, work or improvement, the cost of which is estimated to be at least $5,000 but not to exceed $25,000, shall be based on at least three (3) written quotes.
- Any purchase of goods, services, work or improvement, the cost of which is in excess of $25,000, except as specifically provided herein, shall be based on competitive bids, purchased from the lowest responsible and responsive bidder and after due notice inviting bids, as further set forth herein.
- Contracts for constructing a building, remodeling, repairing or improving of an existing Library building, erecting an addition to an existing Library building, or purchasing the necessary equipment for the Library shall follow the procedures set forth in 75 ILCS 16/40-45 and this policy.
Competitive bidding is subject to the exceptions described in 70 ILCS 16/40-45(b).
Advertisements for Bids
A notice inviting bids shall be published at least once in a newspaper with general circulation within the Library District fourteen (14) or more days prior to receiving the bids; however, construction contracts over $25,000 shall have thirty (30) days’ notice as provided by statute. The Library shall also post such notices on a public bulletin board located at the main Library building and branches. When deemed necessary by the Library Board of Trustees, a bid deposit or performance bond may be required, and in the case of construction contracts over $50,000, a payment and performance bond shall be required as provided by statute.
Advertisement for bids shall be in substantially the form attached hereto as “Annex A.”
Award of Contract
Contracts shall be awarded to the lowest responsible and responsive bidder on the basis of the responsive bid that is in the best interests of the Library to accept. In awarding the contract, in addition to price, the Library Board of Trustees shall consider regarding the bidder and the goods, services, work or improvement to be performed:
- Ability, capacity, and skill;
- Experience and ability in providing similar goods or services promptly, or within the time specified, without delay or interference;
- Character, integrity, reputation, judgment, experience and efficiency;
- Quality of previous performance;
- Previous and existing compliance with laws and ordinances relating to the contract or service;
- Sufficiency of the financial resources and ability;
- Quality, availability and adaptability to the particular use required;
- Ability to provide future maintenance and services for the use of the subject of the contract;
- The number and scope of conditions attached to the bid.
- Default on the payment of taxes, licenses or other money due the Library, Cook County, a municipality wholly or partially within the Library District, or the State of Illinois.
- Compliance with federal, state and municipal requirements.
Architectural and Engineering Services
Unless the Library has a satisfactory relationship for services with one or more firms, the Library will evaluate the firms 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 firm, and such other qualifications-based factors as the Library may determine, in writing, are applicable. The Library may conduct discussions with and require public presentations by firms deemed to be the most qualified regarding their qualifications, approach to the project, and ability to furnish the required services. In no case shall the Library, prior to selecting a firm with which it will negotiate a contract, seek formal or informal submission of verbal or written estimates of costs or proposals in terms of dollars, hours required, percentage of construction cost, or any other measure of compensation. The foregoing procedures and limitations shall not apply when the cost of the professional services is expected to be less than $40,000.
The District shall have the authority to join with other units of local government in cooperative purchasing plans when the best interests of the Library would be served thereby. The Library may also participate in the Illinois Joint Purchasing Program pursuant to 30 ILCS 525/0.01 et seq. The Library shall approve a membership agreement prior to exercising joint purchasing authority with any cooperative purchasing plan or consortium.
This policy shall be in full force and effect from and after its passage and approval according to law, and should any part of this policy be adjudged invalid or unconstitutional, such adjudication shall affect only that part of this policy specifically covered thereby, and shall not affect any other provisions or parts of this policy, but shall be severable therefrom.
Approved by the Schaumburg Township District Library Board of Trustees on April 20, 2020.