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Procurement FAQ's
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What is a bid?
A bid is a request for specified goods or services; either formal or informal.
- Informal bids are requests for goods and services $10,000.00 or less. Signed bids on the vendor's letterhead stationery can be faxed to the requesting colleges or District Offices departments.
- Formal bids are specifications (Request for Sealed Bids) for goods and services greater than $10,000.00 that are publicly advertised and must be submitted to the District Office in a sealed bid packaged or enveloped. Formal bids are publicly open and read.
Does a vendor need to be pre-qualified to bid?
No. If vendors can provide the requested goods or services, they are free to bid on the specifications.
Does a vendor need to pay for bid specifications?
There may be a plan deposit required for some documents. This requirement will be clearly stated in the bid document and discussed during any applicable pre-bid conference. If a deposit is required payment is accepted by cashier's check, certified check, or money order. Cash and company checks are not accepted. If you repeatedly bid on projects that require a plan deposit, you may leave a check on file.
Can bid opening schedules be faxed?
Bid opening schedules are available by clicking Contract Opportunities. However, if you do not have Internet access, bid opening schedules can be faxed. Contact Procurement Services at 312.553.2590 for more information.
How does a vendor bid on a specification?
After reviewing the specification, the next step is to complete a price quotation and provide all information requested in the bid/proposal documents. Proposals should be factually correct and signed and notarized in the appropriate places (e.g. corporation, partnership, sole proprietorship). Be sure that all other signatures have been sworn to where required.
Note: Please submit original signature documents only; photocopied signatures will result in disqualification of the entire bid package.
What if a vendor lives outside of Cook County?
If you do not live or work in Cook County, you may request a bid specification to be mailed. We will mail the documents to you or, if you prefer, you may arrange at your expense to have your documents picked up by a courier service. We can also send bid specifications via Federal Express or UPS if you provide us with your account number. Please contact Procurement Services for assistance.
Can bids be made by vendors from outside of Illinois?
Yes.
Where are bids opened?
All bids are opened and publicly read at the address below on the stated date and time as specified in the Request for Sealed bids:
District Office 226 W. Jackson Boulevard Chicago, IL 60606
What disqualifies a bid?
Read the specification document very carefully and follow all instructions. This is the best way to keep from having your bid disqualified. Late bids are automatically disqualified. In general, bids and RFPs/RFQs can also be disqualified for the following reasons:
- lateness
- submitting photocopies instead of originals
- missing information and/or signatures
- not completing required forms
Please note that this list is provided as a guide and should not be considered all-inclusive.
What if the specifications are changed?
When you pick up a specification, you will be asked to leave a business card so that we may contact you in the event of a change to the specifications. The addendum will be mailed to you at the e-mail address on your business card.
How are payments made?
Each District Department or College Business Office Manager will process payment of approved invoices. The District terms and invoicing procedures are included in each specification document.
How can I retrieve information using the Freedom of Information Act (FOIA)?
All FOIA requests must be submitted in writing to:
Office of General Counsel
District Office
226 W. Jackson Boulevard
Chicago, IL 60606
