G-966 - 02/28/2012 - PURCHASING - Ordinances Supporting DocumentsITEM 6.F.7)
AGENDA ITEM
Regular Board of Trustees Meeting
of
February 28, 2012
SUBJECT: Text Amendments to the Publication and Notice Requirements
FROM: Blaine Wing, Assistant Village Manager&
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: I move for the passage of Ordinance 2012-PG- CNRCTS -G-
966, an ordinance amending Section 1 -7 -4 of the Oak Brook Village Code.
Background/History:
Since mid -2011, staff has been reviewing the Village's purchasing practices, procedures, and
policies. Starting with this text amendment and continuing throughout this year, staff will be
presenting for discussion and adoption various items to update and streamline purchasing within
the Village.
The proposed amendments will save the Village both time and money. Using the Village's new
website to post Bids, Requests for Proposals (RFPs), and Requests for Qualifications (RFQs),
etc., instead of using a local newspaper, the Village will basically eliminate the Village's annual
publishing cost. (Of course, the Village can always choose to still publish special projects in a
newspaper in addition to the Village's website.) Additionally, potential vendors are encouraged
to create an account via the Village's website and be notified (via email or text) of bids, RFPs,
RFQs, etc. instead of searching newspapers or calling the Village to find out when the Village is
seeking bids, RFPs, and RFQs.
Additionally, by reducing the minimum posting time frame, staff will have greater flexibility to
respond to department purchasing requests. Again, the Village can always choose to provide
public notice with more advance notice then 10 days, but acceptance of this modification will
allow items bids /proposals to be sought and brought before the Village Board for award within
one (1) month instead of two (2) or more, due to the calendar and meeting dates.
Recommendation:
Staff recommends approval of the attached ordinance.
ORDINANCE 2012 -PG- CNTRCTS -G -966
AN ORDINANCE AMENDING SECTION 1 -7-4 OF THE OAK BROOK VILLAGE CODE
AMENDING THE PUBLICATION AND NOTICE REQUIREMENTS FOR
COMMODITIES, SERVICES AND CONSTRUCTION CONTRACTS
WHEREAS, pursuant to Section 8 -9 -1 of the Illinois Municipal Code, 65 ILCS 5/8 -9 -1, the Village
has the authority to enter into purchasing and public works contracts exceeding $20,000.00 with the
lowest responsible bidder after advertising for bids in a manner prescribed by ordinance; and
WHEREAS, Section 1 -7 -4 of the Village Code currently requires the Village to advertise for bid or
proposal requests in secular, English language, daily newspapers of general circulation ( "Newspapers")
for at least 14 days before the Village receives bids or proposals; and
WHEREAS, advertising for bids and proposals in Newspapers is inefficient and costly; and
WHEREAS, the Village can advertise for bids and proposals on the Village's website in a more
efficient and less costly manner; and
WHEREAS, the Village Board has determined that it will serve and be in the best interests of the
Village to amend the Village Code pursuant to this Ordinance;
NOW THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Ordinance as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Amendment to Section 1 -7-4. Section 1 -7-4, entitled "Commodities, Services
and Construction Contracts Exceeding Fifteen Thousand Dollars" of Chapter 7, entitled "Purchases and
Contracts ", of Title 1, entitled "Administration ", of the Village Code, shall be amended to read as follows:
"1 -7-4: COMMODITIES, SERVICES AND CONSTRUCTION CONTRACTS EXCEEDING
FIFTEEN THOUSAND DOLLARS:
B. Public Notice: Public notice of a bid /proposal request shall be published at least
feuFtea„ (14) ten J141 days in advance of the date announced for the receiving of
bids/proposals, On a 6eGular Engli6h language daily newspaper of general nirridation
thFe gheut the vi ^ ^^ on the Village website. Additional announcements may also be
placed in recognized newsoaoers. trade journals and other publications. The public
notice shall describe the character of the proposed contract or agreement in sufficient
detail to enable the bidders /proposers thereon to know what their obligations will be,
either in the advertisement itself, or by reference to detailed bid /request for proposal
packages on file at the time of the public notice. Such advertisement shall also state the
date, time and place assigned for the opening of bids /proposals, and no bids /proposals
shall be received at any time subsequent to the time indicated in the announcement. The
village manager shall inform all parties that have received bid /proposal packages of any
specification changes or bid /proposal opening extensions by written addendum thereof
via mail or fax transmission as appropriate."
Ordinance 2012 -PG- CNTRCTS -6-966
Amending the Publication and Notice Requirements
For Commodities, Services and Construction Contracts
Page 2 of 2
Section 3: Severability. If any provision of this Ordinance or part thereof is held invalid by a
court of competent jurisdiction, the remaining provisions of this Ordinance shall remain in full force and
effect, and shall be interpreted, applied, and enforced so as to achieve, as near as may be, the purpose
and intent of this Ordinance to the greatest extent permitted by applicable law.
Section 4: Effective Date. This Ordinance shall be in full force and effect from and after its
passage, approval, and publication in the manner provided by law.
APPROVED THIS 28th day of February, 2012.
Gopal G. Lalmalani
Village President
PASSED THIS 28`" day of February, 2012-
ATTEST:
Charlotte K.
Village Clerk
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