cover
TO: Mayor Richard C. Irvin
FROM: Jolene Coulter, Director of Purchasing
DATE: January 7, 2025
SUBJECT:
Adding new section 3-441 to the City Code regarding the Purchasing provisions to include the requirements of an E-Procurement Systems.
PURPOSE:
To update portions of the City Code to include processes for the E-Procurement System, electronic bid openings and publications.
BACKGROUND:
With the recent purchase of an E-Procurement and Contract System (R24-385), staff has been working with Law to update the Purchasing section of the code to ensure allowances for the upcoming changes in receiving electronic Bid/RFP documents, how a bid is opened, acceptance of electronic signatures and publication process.
DISCUSSION:
Under Division 2-V-2 of the Chapter 2 of the City Code, current notice requirements state a formal Bid/RFP must be published in the local newspaper. While this was an effective way to communicate opportunities in the past, most vendors/contractors have moved to a digital format. The City will still be required to publish 15 days prior to a bid opening/due date, the publication will be through the City's website and the new E-Procurement System. As a process, staff also notifies vendors/contractors who have previously bid on similar opportunities. The process is very similar to what we do now, but by only publishing in the local newspaper when required by the funding source, the City will save nearly $30,000 each year.
With the E-Procurement System, we want to ensure the code reflects the changes that most, if not all, bids will be submitted electronically, have an electronic bid opening and require electronic signatures, etc. As we are working through the new process, Purchasing has been in communication with Public Works/Engineering to ensure we are aware of any issues with electronic bidding from any funding source (ie. IDOT, IEPA) and we will accommodate as needed.
IMPACT STATEMENT:
Approval of this ordinance will provide for a more efficient purchasing process while ensuring the appropriate controls remain in place.
RECOMMENDATIONS:
Staff recommends approval of the ordinance updates.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
ORDINANCE NO. _________
DATE OF PASSAGE ________________
title
An Ordinance amending Division 2-V-2 of Chapter 2 of the Code of Ordinances by creating Sec. 2-341.1 pertaining to electronic procurement.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City Council from time to time adopted ordinances, polices, and procedures related to the purchases of labor, goods, equipment, services, and professional services by the City; and
WHEREAS, the City Council has through its various enactments codified many of these aforementioned procedures as Division 2-V-2 of Chapter 2 of the Code of Ordinances, City of Aurora, Illinois (collectively "the Purchasing Article"); and
WHEREAS, the City Council finds it convenient and necessary to update the provisions of the Purchasing Article to reflect current and modern practices;
NOW, THEREFORE, BE IT ORDAINED by the City Council of the City of Aurora, Illinois, as follows: that The Purchasing Article shall be and hereby is amended as set forth in Exhibit A to this Ordinance; and further
BE IT ORDAINED, that the Corporation Counsel and City Clerk shall be and hereby are directed to undertake the codification of the provisions of Exhibit A into the Purchasing Article and may to the extent necessary correct any technical or scrivener's errors therein contained as may be necessary to reflect the purposes of this Ordinance.