Official website for the City of Aurora, Illinois. Mayor Robert J. O'Connor

How Does the City of Aurora Purchase?

The procurement of goods and services is undertaken in accordance with the city’s ordinances statutes of the State of Illinois. The city purchases in the following ways:

Formal Bid Process

Except as otherwise provided, all purchase orders or contracts of whatever nature, for labor, services or work, the purchase, lease or sale of personal property, materials, equipment or supplies involving amounts in excess ($25,000.00), made by or on behalf of the city, shall be let to the lowest (or in the case of the sale of personal property, the highest) responsible bidder following notice as required below:

  • Notice requirement. Notice shall be published in a newspaper of general circulation throughout the city by at least one at least (15) days prior to the time designated for opening bids.
  • Bidder's list. Such notice shall also be sent on or before the deadline for newspaper publication to those persons and firms listed in the city's latest bidders' list providing the service, commodity or article desired by the city.
  • Website notice. All pending purchases or sales shall be noticed by posting on the city website.
  • Bidders' security. All bids must be sealed and accompanied by security, cash, cashier's check, certified check or surety bond, in a sum equal to (10) percent of the total aggregate of the bid when applicable. The successful bidder shall forfeit his bid security upon such bidder's failure or refusal to execute the contract within the time designated in the bid documents. The city council in such event may award the contract to the next lowest responsible bidder.
  • Other bond requirements. A faithful performance bond, labor and material bond and other bonds may be required by the city council in an amount reasonably necessary to protect the city's interest in obtaining the services or work involved. If bonds are required, the form and amount thereof shall be designated in the notice inviting bids.
  • Bid opening procedure. All bids shall be submitted to the city clerk who shall safeguard them in a sealed condition until the time noticed for public bid opening. At the time and place stated in the public notices, the city clerk or designee, together with the director of purchasing, or designee, shall publicly open all bids. A tabulation of all bids received shall be available for public inspection in the purchasing office for period of not less than (13) days after the bid opening.
  • Award of bid. The city council may make an award of contract to the lowest responsible bidder or in the alternative reject all bids and either re-advertise, or authorize the city itself to perform the work or directly acquire the items on the open market.

Informal Solicitation Process

Except as otherwise provided, all purchase orders or contracts of whatever nature, for labor, services or work, the purchase, lease or sale of personal property, materials, equipment or supplies involving an expenditure of ($25,000.00) or less, but more than ($5,000.00), may be awarded upon informal solicitation of at least (3) competitive quotations where reasonably possible.  The director of purchasing shall informally solicit bids by giving notice to the persons and firms listed in the latest bidders' list providing the service, commodity or article desired by the city, as well as to such other persons or firms as are known by the director of purchasing to provide a competitive price or cost for the service, commodity or article.