Purchasing and Bids
The City strives to ensure that taxpayers receive the maximum value of each dollar spent by purchasing quality goods and services at the lowest possible cost. All qualified vendors are encouraged to bid.
In addition to complying with all Federal, State and local requirements concerning ethical conduct, all City employees involved in the procurement process also subscribe to a Code of Ethics.
Visits by sales representatives to the Procurement Services Team are welcomed. In order to ensure that someone will be available to meet with you, it is recommended that you schedule your visits by telephoning or emailing for appointments in advance.
The Procurement Services Team is open for business between 7:00 am and 4:30 pm.
Kim Schmidt – Procurement Manager
Departments: City Manager’s Office, Finance, Legal, Communications
Karin Kietzman – Procurement Officer
Departments: Information Technology - Reprographics, Police, Electric, Riverwalk Commission
Tina Walters – Procurement Officer
Departments: Water, Transportation, Engineering, and Development, Human Resources, City Clerk
How does the City of Naperville purchase goods and services?
The Procurement Services Team contracts or buys equipment and services related to the operation and maintenance of all City departments and their facilities in accordance with the City’s Procurement Ordinance and the Statues of the State of Illinois.
- Purchases under $25,000 require a minimum of three quotations with award recommended to the lowest responsive, responsible bidder.
- Purchases $25,000 or greater:
- Formal Bid Process: All purchase orders of contracts of whatever nature, except as otherwise directed by the City Council will be subject to the open competitive bidding process for amounts in excess of ($25,000). The award of the bid shall be to the lowest responsive, responsible bidder, unless otherwise directed by City Council to be in the best interest of the City of Naperville.
- Request for Proposal/Request for Qualifications: The Request for Proposal (RFP) is the document used to secure offers when the procurement is of an estimated value of $25,000 or more and when competitive sealed bidding is not practical or advantageous. In some instances, a RFP is used when precise specifications cannot be developed and price is not the major factor to be evaluated by the Procurement Services Team. The request for Qualifications (RFQ) is the document used to obtain a statement of qualifications from bidders before the final bid document is issued. After eliminating respondents who do not meet the criteria of the RFQ, the bid document is issued to those certified as qualified.
Advertising of Bids shall include a general description of the articles, materials and/or services to be purchased or sold, and shall state the time and place of bid opening.
- DemandStar: All bids/RFP/RFQ are posted on DemandStar.com, the City’s online bidding service provider. Visit DemandStar to view what is currently advertised and for more information about how to subscribe.
- Newspaper: a legal notice inviting vendors to submit bid proposals shall be published in the legal section of the Wednesday Chicago Tribune at least (10) days prior to the bid opening date for all formal contracts over twenty-five thousand ($25,000) except where otherwise provided for in the Purchasing Policies and Procedures.
For help with bidding online, please view the online bidding guide.
Purchase Order Terms and Conditions
The City's purchase order Terms and Conditions apply to all purchase orders issued by the City of Naperville unless specifically provided otherwise.
Beginning January 1, 2018, the Terms and Conditions provided on the last page of the purchase orders issued by the City of Naperville will be abbreviated due to space constraints. A General Note following the last line item on the purchase order will indicate the type of terms and conditions that apply to the particular purchase (general, work or services). It is the vendor's responsibility to read and understand the terms and conditions that apply to each purchase order.
Links to the full Terms and Conditions are provided below. (Note: As the City updates the terms and conditions over time, revised terms and conditions with their associated effective dates will be added to this webpage.)
General Terms and Conditions: Terms and Conditions for a General Purchase Order are applicable for the purchase of a commodity.
Work Terms and Conditions: Terms and Conditions for a Work Purchase Order are applicable for the purchase of work-related services including, but not limited to, construction, janitorial, landscaping, snow removal, and building maintenance.
Services Terms and Conditions: Terms and Conditions for a Services Purchase Order are applicable for the purchase of professional services including, but not limited to, accounting, architecture, consulting, engineering, land surveying, legal, medical, and real estate.
Below is a list of current City of Naperville contracts that have been awarded for use by other jurisdictions in Illinois pursuant to 30 ILCS 525.
- Cooperative Job Order Contract: The City of Naperville awarded a Cooperative Job Order Contract to F.H. Paschen, for use by other jurisdictions in Illinois pursuant to 30 ILCS 525 (Procurement #11-082). This contract can be used to quickly order repair or alteration construction services, making Paschen your on-call contractor at competitive prices. The contract is available to public entities across the state including cities, counties, colleges and universities, municipalities and public school systems.
How do I get started: Please contact Kim Schmidt (firstname.lastname@example.org, 630-420-4162) for additional information regarding the contract and/or to execute a participation agreement to begin using the contract
To start a project, click here and specify F.H. Paschen as your preferred contractor. Once we receive your request, a representative will contact you for more details.
When supplies, equipment, and materials are no longer used, have become obsolete or are worn out, the City is responsible for the sale or disposal of these surplus items through a variety of methods, including but not limited to:
- Request for Quotes for surplus items with an estimated value of less than $25,000.
- Competitive sealed bidding for items with an estimated value of $25,000 or greater.
- Public auction
- The City utilizes Insurance Auto Auctions, Inc. (IAA) and Ritchie Bros. Auctioneers (Ritchie) to auction cars, light and medium trucks, heavy vehicles and heavy equipment.
- Auctions are typically held twice a year.
- Interested bidders can view IAA and Ritchie websites.
- Bids can be submitted via the website or in person at the live auction.
- Electronic auction
- The City utilizes GovDeals, an online government surplus auction, similar to eBay, to auction cars, light/medium trucks, specialized vehicles, and other municipal items such as computer equipment, and furniture.
- Items can be viewed at the GovDeals website
- Trade in