Doing Business With the City of Decatur
The purpose of this information is to acquaint prospective vendors with the purchasing policies and practices of the City of Decatur.
CENTRALIZED PURCHASING - The City of Decatur has centralized purchasing. Purchasing for the City of Decatur and the Decatur Transit System is the responsibility of the Purchasing and Internal Services Division of the Financial Management Department.
Our goal is to promote the City's best interest by procuring goods, services, and equipment at the right quality, quantity, and delivery for the purpose intended.
In order to meet our goal we are always interested in new vendors and encourage your participation.
APPOINTMENTS - It will be appreciated if you make the Purchasing office your first point of contact. If it is appropriate the Purchasing personnel will arrange departmental contacts. The Purchasing Division's hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, with the exception of legal holidays. Appointments are preferred to help minimize the salesperson's loss of time.
Vendors are encouraged to leave business cards, line cards, catalogs, and price lists with the Purchasing personnel.
BIDDER SELECTION - The Purchasing Division maintains a list of prospective bidders which is updated and classified according to goods, services, and equipment. Anyone desiring to be placed on the bidders list should contact the Purchasing Division.
The bidders list is consulted when a good or service is sought. Bidders will be contacted on a rotational basis from the registered vendors. However, the volume of purchases in certain commodity areas may not be sufficient to warrant a list.
The City selects bidders who have a record of being responsive in fulfilling contracts in a timely manner at a fair and reasonable price.
Vendors will be removed from the bidders mailing list when they indicate a lack of interest in responding to solicitations, for failure to perform under the contract provision, or by submitting a written request to do so. The Purchasing Supervisor may remove a vendor from the bidders list for specific unsatisfactory performance. In addition, a vendor is removed from the bidders list who does not respond to three (3) consecutive bid invitations or solicitations.
PURCHASE ORDERS - Only Purchasing personnel may issue purchase orders. All purchases must be supported by an authorized purchase order. Vendors are cautioned not to let anyone make a purchase, either in person or via the telephone on behalf of the City of Decatur without a purchase order number. Any purchase commitments made by unauthorized person(s) will not be paid by the City of Decatur. The only exception to this policy would be properly executed written agreements for projects dealing with the construction or engineering contracts, professional, technical, and expert service contracts.
METHODS OF PURCHASE - Informal buying is used by the Purchasing Division when the dollar value is less than the $5,000 per item statutory amount established by the City.
The following procurement guidelines are utilized by the Purchasing Division to assure adequate competition.
Call and Order - This is done via telephone without competitive bidding. If the procurement personnel believe the price is reasonable a purchase order will be issued. Most emergency purchases are handled in this manner.
Telephone Bid - This method requires the solicitation of bids over the telephone. Whenever possible the telephone quotes should be provided the same day. Telephone quotations have the same integrity as written bids, and are often necessary to obtain a quick response to requests.
Published Price Lists - This method of solicitation requires the use of preprinted catalogs and price lists. When price lists are used, prices must be current and valid.
Written Quotations - This method of solicitation requires written submission of the bid using a Request for Quotation form. The form is mailed to prospective bidders and gives a description of the item(s) to be procured. Written quotations are normally due back within seven days after receipt.
Formal Purchase - Formal sealed bids are required when the dollar value of the proposed purchase exceeds the statutory limit of $5,000 per item. Formal bidding is designated to protect the interest of the bidders, as well as the City through openness and impartiality.
Formal bidding includes a Legal Notice in the local newspaper, and an Invitation to Bid Packet including all contractual terms and conditions and technical specifications. A public bid opening is held at the advertised specified time. The City Council authorizes the award of the contract.
Late bids received after the specified time will be returned unopened to the bidder with a letter of disqualification.
Regardless of the method of solicitation, the information is thoroughly evaluated and the purchase order is issued to the lowest and best responsive and responsible bidder.
From time to time City personnel may request price estimates from vendors. If the vendor responds, a copy of this information should also be sent to the Purchasing Division.
TAXES - The City of Decatur is exempt from all Federal Excise and State Sales taxes. The exemption number and a certificate will be furnished upon request.
INVOICES AND PAYMENTS - Vendors should submit invoices in duplicate to:
City of Decatur
Accounts Payable
#1 Gary K. Anderson Plaza
Decatur, IL 62523
Telephone: (217) 424-2707
Fax: (217) 424-2717
No payment will be issued prior to the receipt and acceptance of goods and services.
All invoices MUST include a purchase order number and should be exact as to the quantity, size, grade, description, unit, and total price stated on the purchase order.
The City of Decatur issues payment for invoices on the last business day of each month for all invoices received that month.