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

Purchase Order Requirement

All properly authorized purchases of the City of Aurora must be evidenced by the issuance of a purchase order. A city purchase order number must be reflected on a vendor’s invoice in order to ensure that purchases are made by authorized individuals for appropriate municipal purposes.

Any invoice received by the City of Aurora which is not supported by a purchase order will not be accepted as a valid city obligation. The invoice will be returned to the vendor without the city processing it for payment. This policy does not restrict city employees from making purchases on behalf of the city government with a credit card.
           
As an exception to the aforementioned policy, the city’s ordinances permits city employees to make emergency purchases without a purchase order.  Such procurement actions are only permitted when goods or services are “urgently and imminently necessary for the preservation of life, health, and property.” Before allowing an emergency procurement action on behalf of the City of Aurora, authorization must first be obtained from the city’s Purchasing Division. 

Purchase Order General Terms and Conditions

The purchase order is an offer to purchase the indicated goods and services.  Acceptance of the purchase order is evidence that a contract exists between the vendor and the City of Aurora.  All applicable portions of the Uniform Commercial Code shall govern.

What do you 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 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.  COD shipping will NOT be accepted.

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.

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 East Downer Place
Aurora, Illinois 60507
Fax:  630-256-3559
Email: PurchasingDL@aurora-il.org

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.

General Information

  • Questions concerning the above General Terms and Conditions may be forwarded to the Purchasing Division.
  • If any article sold and delivered to the city is protected by a patent or copyright, the vendor agrees to indemnify and hold harmless the city, from and against any and all suits, claims, judgments, and costs instituted or recovered against them by the patent or copyright owner due to the use or sale of such articles by the city in violations of right under such patent or copyright.
  • Each vendor shall be an “equal opportunity employer” as defined in the United States Code Annotated. Vendors shall not discriminate against any other person by reason of race, creed, color, religion, age, sex, or physical or mental handicaps with respect to the hiring, application for employment, tenure, terms, or conditions of employment of any person.
  • All vendors must comply with the requirements of the Toxic Substance Disclosure to Employees Act, for any materials covered by the act, and shall provide the city with Material Safety Data Sheets for items sold at the time of delivery.
  • Equipment and material deliveries shall be in accordance with OSHA Rules and Regulations in effect at the time of an order.
  • Vendors shall be in compliance with current applicable regulations of the Americans with Disabilities Act.
  •  Vendors shall be in compliance with the Illinois Prevailing Wage Act where applicable.
  • Any act done or omitted by a vendor in violation or disregard of the foregoing terms and conditions shall not be binding upon the city, nor shall the city be responsible for any damage or loss to the vendor arising out of, or in consequence of, any such act or omission.