Procurement Services

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New as of 9/11/18: The City is pleased to announce that, as of October of this year, we will begin offering another method of payment for vendors. As you’ll read here, you will soon receive a call from a Commerce Bank representative who will discuss the advantages of using our new credit card method of payment. Should you choose to take advantage of this new payment method, Commerce Bank will assist you in getting everything setup with the City. Your City vendor account will also be modified to reflect your selection.

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The City of Bloomington Finance Department Procurement Services Office is responsible for overseeing the annual procurement of approximately $100 million of commodities, equipment, services and construction.  The objective of the Procurement Services Office is to acquire quality goods and services for all departments through an open, competitive bidding process while adhering to all Federal, State and City statutes, ordinances and policies.

The City of Bloomington is a member of the National Institute for Government Purchasing (NIGP), which is dedicated to the establishment and maintenance of ethical standards and professionalism in public purchasing. We are also a member of the Illinois Association of Public Procurement Officials (IAPPO).

Doing Business with the City of Bloomington 
Procurement Services maintains many opportunities for vendors interested in doing business with the City of Bloomington. Vendor lists are maintained for numerous types of requirements, and interested vendors are encouraged to contact the Procurement Services Office to be placed on the vendor list.

Any person or business interested in becoming a vendor must register on our Vendor Self Service website. Click here to view our Registration Guide to assist you in the registering process.  Registered firms will be contacted when the City has a need in their area of expertise. Current Vendors should obtain their vendor number, from the Procurement Services Office or the department they are dealing directly with, to be able sign up and login into Vendor Self Service.

In addition to registration, firms interested in providing construction, or construction related service, should contact the Planning and Code Enforcement Department (309) 434-2226, for further Contractor Qualification Requirements.

PREVAILING WAGE
All contracts for the construction of a "public work," are subject to the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq. ("the Act").  The Act requires contractors and subcontractors to pay laborers, workers, and mechanics performing services on public works projects no less than the current "prevailing rate of wages" (hourly cash wages plus the amount for fringe benefits) in the county where the work is performed.  The Department publishes the prevailing wage rates on its website at: http://www.illinois.gov/idol/Laws-Rules/CONMED/Pages/Rates.aspx.  The Department revises the prevailing wage rates and the contractor/subcontractor has an obligation to check the Department's website for revisions to prevailing wage rates.  For information regarding current prevailing wage rates, please refer to the Illinois Department of Labor's website.  All contractors and subcontractors rendering services under this contract must comply with all requirements of the Act, including but not limited to, all wage requirements and notice and record keeping duties.

Insurance
Vendors awarded construction and service contracts will be required to carry certain levels of insurance in order to do business with the City. Specific insurance requirements will be detailed in the solicitation requirements. Required insurance coverage includes Worker’s Compensation, General Liability, Auto Liability, and in some cases, Professional Liability. The City requires occurrence based coverage, and in all cases, the City of Bloomington is required to be named as an additional insured.

Terms and Conditions
The City Standard Terms and Conditions, and required legal certifications may be viewed by clicking on the link shown below. Informal quotes are required for good and services less than $10,000.00.

Click here to view City Standard Terms and Conditions for bids and proposals.

Business Opportunities
The Procurement Services Office primarily uses three methods of formal solicitations for goods and services that meet or exceed the City established bid threshold of $10,000.00:

  1. Invitation to Bid
  2. Request for Proposal
  3. Request for Qualifications

These three instruments allow the City to procure goods and services that meet definitive specifications and quality standards. We are most interested in seeing that ALL vendors have an opportunity to do business with the City of Bloomington, thus strengthening and widening product and service choices while optimizing the use of public funds. Formal solicitations are published in the Pantagraph classified section and posted on the City website at www.cityblm.org/bids. Vendors bidding for City Business will be required to comply with several standard requirements in terms of submitting bid responses, and ultimately for the performance of any contract which may be awarded to them.

Information about the requirements, opening time and date, and method to obtain solicitation documents are included in these notices.

All bids and proposals must be received in a sealed container at the City Clerk’s Office prior to the bid opening/ solicitation closing date and time. Late, faxed or email bids will not be accepted. In all cases, the City of Bloomington reserves the right to accept or reject any bid proposal, or any part thereof, or to waive minor immaterial deficiencies which, in the judgment of the City, will not affect the intended performance.

Bids and Proposals may also be mailed to the interested bidders, and will also be available online (24) hours a day, (7) days a week, and at the City Clerk’s Office during normal working hours. When picking-up a solicitation, vendors are asked to provide the City Clerk with a business name, address and other contact information.

The City of Bloomington is exempted form paying Illinois State Sales Tax.
The City Tax Exemption Identification Number is E9994-9903-06.

Bids
Common use items, equipment, construction, and routine service requirements are normally acquired through a Competitive Sealed Bid. In these instances, vendors must submit bids compliant with bid terms, conditions and specifications. Bids are opened publicly at a bid opening ceremony. The specific time, date, and location for bid openings will be made a part of the bid solicitation.

RFPs
Competitive Sealed Proposals, or “Requests for Proposals” (RFP’s) are used whenever the City is looking to compare vendor approaches and qualifications to determine the best method for meeting a specific City need. Architectural, engineering and other types of professional service, as well as highly complicated technical needs are often acquired through the use of the RFP or Request for Qualifications (RFQ) process. RFP responses are compared to the requirements of the City, as well as to other proposals, and negotiation may be permitted. Since the final terms and prices of a response are subject to negotiation, RFP and RFQ are opened in private.

Bid and Proposal Results
Business opportunities over $10,000.00 are required to be competitively solicited. The City Council has the discretion to waive the bid process in certain circumstances. Bids and Proposals are awarded by the City of Bloomington City Council at their regular meetings on the second and fourth Mondays of each month. City Council meetings are open to the Public, and are held in the City Hall Council Chamber, 109 E. Olive St., Bloomington, IL. In the case of Requests for Proposal, only the awarded proposal will normally be available for public inspection.

Bid results will be available on-line by clicking the “Results of the Bids and Proposals” Link shown below. Results will usually be posted within one (1) week of the bid award. Please note that all results do not necessarily reflect an award decision by the City Council. All solicitation awards are contingent on a review of the vendor’s responsiveness to the solicitation, as well as the vendor’s level of responsibility. Awarded bids and proposals are available for public inspection at the City Clerk’s Office, on the day following the contract award.

Click here to view Results of the Bids and Proposals

Contact Information
Contact The Procurement Services Office by email, procurement@cityblm.org or at 309-434-2333 or 309-434-2330. Office Hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. Offices are closed for major national holidays and other City approved days.

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