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G-13 - 06/14/1960 - PURCHASING - Ordinances JEB:KM 5-31-60 1 & ` NON&HAS«x,-ArvEOT 4 RUr4 LATioNS G - 1 3 AN ORDINANCE REGULATING CONTRACTS AND PURCHASES FOR THE VILLAGE OF OAKBROOK, DU PAGE COUNTY, ILLINOIS BE IT ORDAIMM by the President and Board of Trustees of the Village of Oakbrook, Du Page County, Illinois: Section 1: Purchasing .Agent. The Chairman of the Finance Committee of the Board of Trustees shall be and he is hereby designated Purchasing Agent for the Village of Oakbrook, and he shall have the authority, and it shall be his duty when so authorized by the Board of Trustees or by the terms of this ordinance, to purchase or contract, or to authorize the purchasing of all supplies, materials, equipment, and contractual services needed by the Village or any department, board or officer thereof except as may be otherwise herein specified. Section 2: Purchases Not Exceeding $20.00. The head of any department within the Village may, in his discretion, without previous authorization by the Board of Trustees or the Purchasing Agent, purchase commodities and supplies, or order work done costing not more than Twenty and No/100ths ($20.04) Dollars. Section 3: Purchases Not Exceeding $100.00. The Purchasing Agent or the President may, in his discretion, without previous author- ization by the Board of Trustees, purchase commodities and supplies, or order work done costing not more than One Hundred and No/100ths ($100.00) Dollars. Section 4: Emergency Purchases: In cases of emergency arising from unforseen causes, including delays by contractors, delays in transporta- tion or unanticipated volume of Rork, which emergency requires immediate purchase of commodities or contractual services, the Purchasing Agent and the President may secure in the open market at the lowest obtainable price any commodities or contractual services costing not more than Five Hundred and No/lOOths ($500.00) Dollars, and place an order therefor, subject to confirmation of the Board of Trustees. Section 5s Purchases Not Exceeding $500900. All purchase orders and contracts for supplies, materials, or equipment, or for contractual services, including printing and publication, and all public improvement contracts involving the expenditure of more than One Hundred and No/100ths ($100.00) Dollars but not more than Five Hundred and No/100ths ($500.00) Dollars shall be authorized in advance by the Board of Trustees and shall, v#enever possible, be based on at least three written competitive bids, and shall be awarded to the lowest responsible bidder. The Purchasing Agent, or someone on his behalf, shall solicit bide y mail or telephone notice to prospective bidders. Section 6. Purchases and Contracts Exceeding $500.00. A11 purchases, orders or contracts for supplies, materials, equipment or contractual services, and all public improvement contracts which are not to be paid for by special assessment or special taxation, involving the expenditure of more than Five Hundred and No/100ths ($500.00) Dollars, shall be let to the lowest responsible bidder after advertisement for bids as provided in this ordinance, or without advertising for bids if so authorized by a vote of two-thirds of all of the trustees elected, and shall be approved by the President. Section 7: Advertisement for Bids. When bids are advertised pursuant to this ordinance, the Purchasing Agent, or someone in his be- half, shall cause a call for such bids to be published at least once, not less than ten (10) days before the date for opening such bids, in some newspaper with circulation throughout the Village of Oakbrook. Section 8: Bids --- Requisites --- Opening. In all cases bids for amounts aggregating more than Five Hundred and No/100ths ($500.00) Dollars shall be sealed bids, addressed to the Village Clerk. Each bid shall be accompanied by a deposit as provided in this ordinance. Bids shall be opened and examined by the President and Board of Trustees in open meeting, at the time and place fixed in the public notice. Section 9s Deposits -- Forfeiture. Deposits accompanying bids - 2 - shall be in cash or by certified check upon a responsible bank operating in the State of Illinois. Deposits made pursuant to this ordinance shall be in the amount fixed in the advertisement, not exceeding ten {10} percent of the amount bid. Checks, if used, shall be made payable to the order of the 'Pillage. Deposits shall be forfeited to the Village if the bidder, in case the contract shall be awarded to him, shall neglect or refuse to enter into such contract to perform the work or furnish the materials or supplies for the price stated in his bid and according to the plans and specifications, if any. Section lo: Contracts -- Execution, All contracts for work, materials or supplies exceeding in amount the sum of Five Hundred and No/looths Woo.00) Dollars shall be executed in writing in duplicate and shall be signed by the President, the Village Clerk and the Purchas- ing Agent on the part of the Village, and by the contractor. One executed copy shall be filed in the office of the Village Clerk and the other shall be delivered to the contractor. All contracts shall be in the name of and run to the Village of Oakbrook. Section 11: Purchases -- Budget. No person shall purchase or requisite the purchase of any item for the Village of Oakbrook, the cost of which is not within the Budget and Appropriation Ordinance, without previous authority of the Board of Trustees. Section 12: Purchases -- Requisitions. No purchase governed by this ordinance shall be made by any person on behalf of the Village without a written requisition being first duly executed by the person or persons having authority to approve such purchase. Such requisition shall be filed with the Village Clerk forthwith and a copy of such requisition shall be filed with the Village Treasurer. �- Passed and approved by the President and Board of Trustees of - 3 - - V3 the V Uage of Oakbrook, Du Page County, Illinois., this � j day of A. D. 196©. fj Approvedr esi.dent Attest: i age Clerk Ayes Nays_ — 4 — Gr C E R T I F I C A T E I, PHYLLIS PERKINS, Village Clerk of the Village of Oakbrook, and keeper of the records thereof, do hereby certify that I did on the ( day of A U ¢:- , A. D. 1960, publish the above and foregoing ordinances duly passed and approved by the President and Board of Trustees of the Village of Oakbrook (being a municipality with less than five hundred population in which no newspaper is published) by posting a copy of said ordinance in three promin6nt places within the said municipality, to-wit : � ' t Cry Oq IN 'FITNESS mMREOF I have hereunto set my hand and T t� the seal--of said Village this dey of A . D. 1960. 3 i