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1. What do I need to know about pricing?

Orders shall not be shipped or invoiced at prices higher than those last charged or shown on the purchase order except by express written agreement with the City of Aurora.

All prices must be Free on Board (FOB) destination. Where shipping costs are not included in the stated price on the purchase order, the vendor shall prepay such costs and add to the invoice. Cash on Delivery (COD) shipping will NOT be accepted.

2. What information must appear on shipments, invoices and packing slips?

A valid City of Aurora purchase order number and ordering department name must be marked on all packages. Deliveries will be refused if not sent to the “ship to” address indicated on the purchase order.

Vendor name, address and phone number and clear quantities, item descriptions, units of measure and date must appear on the invoice and packing slip.

3. What do you need to know about payment?

The City of Aurora complies with the Illinois Local Government Prompt Payment Act which specifies that, following receipt of goods and/or services, any invoices approved for payment shall be paid within 30 days after the date of approval. When cash discounts are offered, the discount date shall begin with the date the invoice is received or delivery date to the City, whichever is later.

Invoices must be sent to the Purchasing Division. Payment will be delayed if invoices are sent to other city offices. Mail, fax or email invoices to:
City of Aurora, Purchasing Division
44 E Downer Place
Aurora, Illinois 60507

Our fax number is 630-256-3559. To find our email and other contact information, please view our staff directory entry.

4. How are damaged or delayed goods handled?

Goods and materials must be properly packaged. Damaged goods or materials will not be accepted, or if damage is not readily apparent at the time of delivery, the goods shall be returned at no cost to the city. When goods cannot be inspected at the time of delivery, the city reserves the right to inspect the goods at a reasonable time subsequent to delivery.

Delays in shipment shall be reported immediately by the vendor to the city. The city reserves the right to cancel any order where goods are not received within 90 days of the purchase order date, unless a longer delivery period is specified in the Invitation to Bid or on the face of the purchase order.