Purchasing: Bids & Request for Proposals

Purchasing Department at the City of Elgin

The Purchasing Department implements and administers the purchasing policies and practices of the City. It ensures that all purchases of goods and services are made in accordance with state law and city ordinance, are open, fair and competitive, and obtain the best value for the City.

The Purchasing Department also oversees mailing and print services for the City.

Vendor Registration

All current and new vendors must register to do business with the City. Please complete the vendor registration form to ensure that the City has your correct contact information to expedite payments.

You must also complete and sign a W-9 form. It may be done online. Then print it, sign it and return by mail to the Purchasing Department.

We ask that you do not take any orders from a City of Elgin employee unless a purchase order number is given and/or it is paid for at the time of purchase with either a procurement or credit card. Every employee should have either a valid purchase order or a valid City of Elgin credit card for purchases.

Getting on the Bidders List

You may receive notification of all solicitations the City releases by signing up for the Bid Posting Subscription Service.

Find out About Upcoming Bids

The City advertises its bids in the Daily Herald and on this website. Most non-construction bids can be downloaded on this website. All current procurements are posted on the bulletin board outside the Purchasing Department.

Minority-Owned and Women-Owned Businesses

The City of Elgin encourages the participation of Minority-Owned and Women-Owned Businesses. There is no preference or set asides for minority-owned or women-owned businesses.

Bid Laws and Procedures

Elgin’s purchasing procedures are conducted in compliance with its procurement ordinance, Title 5 of the Elgin Municipal Code. Goods and services procurement procedures can be summarized as follows:

  • Departments use good business practices for purchases under $1,000
  • Obtain three verbal quotes for purchases between $1,000 and $5,000
  • Obtain three written quotes for purchases between $5,000 and $20,000
  • Issue a formal bid, through the Purchasing Department, for purchases over $20,000

Bidding Process

The formal competitive process, from the issuance and advertising to the opening of the sealed offers, generally takes two and a half to three weeks. After the opening, the evaluation and approval process takes an additional two to four weeks before an award is authorized by the City Council.

Bidding Awards

Invitation for Bid are awarded to the bidder submitting the lowest priced, responsive, responsible offer meeting specifications. Requests for Proposals are awarded to the proposer determined to have submitted the most advantageous offer to the City. With proposals, an evaluation committee evaluates and scores proposals based on factors such as cost, compliance to specifications, references, experience of staff and capabilities of the firm.

Awarded Contracts

Click here to view past awarded contracts. 

Disposal of Surplus Property

Surplus property is offered for sale to the public through a few methods. Items valued at less than $1,000 may be donated to a charitable organization or in a manner the department deems most appropriate. Items valued at $1,000 or more can be disposed of through a public request for quotes, auction, as a trade-in or as a gift or trade with another governmental agency.