Procurement Services Frequently Asked Questions

What is a bid?

A bid is a formal or informal request for specified goods or services. Informal bids are request 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) detailing technical requirements 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 can bid on specifications.

Does a vendor need to pay for bid specifications?

There may be a plan deposit (typically $50 to $100) required for some documents. In that case, you must provide a cashier's check, certified check, or money order. Cash and company checks are unacceptable. 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 accessible from the Web Page by clicking Current Bid Schedule. However, if you don't have access to our Web Site, bid opening schedules can be faxed.

How do I bid?

After you've identified the specification you'd like to bid on and picked it up, the next step is to complete your price quotation and provide all information requested in the bid/proposal documents. All information provided must be typed or written in ink. Be sure that your bid/proposal is correct and that it is signed and notarized in the appropriate places (e.g. corporation, partnership, sole proprietorship). You must also be sure that all other signatures have been sworn to where required. Note: you must submit ORIGINAL SIGNATURE documents; photocopied signatures will result in disqualification of the entire bid package.

What if I don't live in Cook County?

If you don't live or work in Cook County, you may call or write, and we will send you the bid specification you want. 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 of your choice. If you provide us with your Federal Express or UPS account number, we will send your documents that way as well.

Can bids be made by vendors from outside the state?

Yes.

Where are bids opened?

All Bids are opened and publicly read at: CCC District Office, Procurement Services Department, 226 W. Jackson Blvd., 10th Floor, Chicago, IL 60606 on the stated date and time as specified in the Request for Sealed bids.

What disqualifies a bid?

You should 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

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. The reason for this is so we can get in touch with you if there is a change. The addendum will be mailed to you at the address on your business card.

How are payments made?

Each using department will process payment of approved invoices. The invoicing procedure is included in each specification document.

FOIA - How can I retrieve information?

All FOIA requests must be submitted in writing to the attention of the Office of General Counsel located at: 226 W. Jackson Boulevard, Chicago, IL 60606-6998.