Approval is granted for participation in the Federal Rent Supplement Program by qualified housing owners of property located in the village.

(Res. passed 5-21-1970)

The fiscal year of the village shall commence May 1, 1981 and terminate April 30, 1982 and the fiscal year for the village each year hereafter shall commence the first day of May and terminate on April 30 of the next succeeding year.

(Ord. 559, passed 5-21-1981)

The village is authorized to participate in the state’s Federal Surplus Property Program.

(Res. passed 2-5-2015)

With the exception of department supervisors and Fire Department employees/volunteers (who must live within the village), any and all employees of the village shall at all times have residency within a 30-mile radius of the village as an express condition of their employment and/or continued employment by the village. If an employee is hired by the village and resides outside of the 30-mile radius or resides outside of the village limits if he or she is a department supervisor or Fire Department employee/volunteer, the employee shall be granted up to nine months to secure the respective residency requirement.

(Ord. 1033, passed 9-1-2016)

Any work or other public improvement that is not to be paid for in whole or in part by special assessment or special taxation, and all purchases of and contracts for supplies, materials, and services, shall, except as specifically provided herein, be based whenever possible on competitive bids.

(Ord. 916, passed 7-3-2008)

All work or other public improvement that is not to be paid for in whole or in part by special assessment or special taxation, when the estimated cost thereof shall exceed $20,000, and all purchases, orders, or contracts for supplies, materials, equipment, or contractual services when the estimated annual fiscal cost thereof is estimated to exceed $20,000, shall be purchased from the lowest responsible bidder, after due notice inviting bids, unless competitive bidding is waived by a vote of two-thirds of the Trustees then holding office.

(Ord. 916, passed 7-3-2008)

A notice inviting bids shall be published at least once ten days in advance of the announced date for receiving the bids in a newspaper with general circulation within the village. The village shall also advertise all pending work or purchases by posting a notice on the public bulletin board in the Village Hall. In addition, the notice inviting bids may be published in any other newspaper, trade journal, or other publication to the extent deemed necessary and in the best interests of the village, and/or as required by state or federal law. In the event the Board determines there is no possible person and/or entity which could be expected to submit a bid for a contract located within the area of general circulation of the Jacksonville Journal Courier.

(Ord. 916, passed 7-3-2008)

The newspaper notice required herein shall include a general description of the work to be performed or the articles to be purchased, shall state where specifications, if any, may be secured, shall state how and when bids are to be submitted, and shall specify the time and place for opening bids.

(Ord. 916, passed 7-3-2008)

   (A)   Bid deposits.

      (1)   When deemed necessary by the Board of Trustees, bid deposits shall be prescribed in the public notices inviting bids. Unsuccessful bidders shall be entitled to the return of their bid deposits upon the award of the contract by the Board of Trustees. A successful bidder shall forfeit any bid deposit required by the Board of Trustees upon failure on its part to enter into a contract within the appropriate number of days.

      (2)   Such bid deposit may be in the form of a certified check, bond, or letter of credit in an amount as specified in the advertisement for bids to ensure finalization of the contract and to indemnify the village against all loss, damages, and claims that may accrue against the village as a consequence of the granting of the contract.

   (B)   Bid opening procedure.

      (1)   Bids shall be submitted sealed to the village and shall be identified as bids on the envelope.

      (2)   Bids shall be opened in public at the time and place stated in the public notice.

      (3)   A tabulation of all bids received shall be made by the Board of Trustees, a village employee, or other designee, in which event a tabulation of the bids shall be furnished to the Board of Trustees at its next regular meeting.

   (C)   Rejection of bids. The village, through its corporate authorities, shall have the authority to reject all bids or parts of all bids when the public interest will be served thereby.

   (D)   Bidders in default to village. The village shall not accept the bid of a contractor who is in default on the payment of taxes, licenses, or other money due the village.

(Ord. 916, passed 7-3-2008)

   (A)   The Board of Trustees shall have the authority to award contracts within the purview of this section.

   (B)   Contracts shall be awarded to the lowest responsible bidder on the basis of the bid that is in the best interests of the village to accept. In awarding the contract, in addition to price, the Board of Trustees may consider:

      (1)   The ability, capacity, and skill of the bidder to perform the contract to provide the service required;

      (2)   Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

      (3)   The character, integrity, reputation, judgment, experience, and efficiency of the bidder;

      (4)   The quality of the performance of previous contracts or services;

      (5)   The previous and existing compliance by the bidder with laws and ordinances relating to the contract or service;

      (6)   The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service;

      (7)   The quality, availability, and adaptability of the supplies or contractual services to the particular use required;

      (8)   The ability of the bidder to provide future maintenance and service for the use of the subject of the contract;

      (9)   The number and scope of conditions attached to the bid; and

      (10)   Such other factors or circumstances as may fairly and reasonably reflect on a bidder’s ability or responsibility to perform the contract.

   (C)   The Board of Trustees shall cause to be prepared a written statement outlining the factual basis for its decision to award a contract.

   (D)   The Board of Trustees shall have the authority to require a performance bond, before entering into a contract, in such amounts as it shall find reasonably necessary to protect the best interests of the village and to conform to the statutory requirements for such bonds.

(Ord. 916, passed 7-3-2008)

All work and purchases of supplies, equipment, materials, and services of an estimated annual fiscal value (individually or in the aggregate) not exceeding $20,000, but greater than $10,000, may be made in the open market, without newspaper advertisement and without observing the procedure prescribed by this subchapter for the award of formal contracts, in such a manner so as to ensure the best interests of the public after solicitation of proposals by mail, telephone, facsimile transmission, or otherwise.

(Ord. 916, passed 7-3-2008)

   (A)   All contracts for professional services including, but not limited to, accountants, attorneys, engineers, real estate appraisers, and architects, and any other profession whose ethical code involved prohibits or discourages involvement in normal bidding procedures, may be entered into by the village without observing the bidding procedures prescribed by this section for the award of contracts.

   (B)   Regular employment contracts in the municipal service shall likewise be exempt from the provisions of this subchapter.

(Ord. 916, passed 7-3-2008)

In case of an apparent emergency that requires immediate work or purchase of supplies, materials, or services, the Board of Trustees shall be empowered to secure by open market procedure as set forth above, at the lowest obtainable price, any work, improvement, equipment, materials, or supplies regardless of the amount of the expenditure. A finding of such an emergency shall be made in an affirmative vote of at least two-thirds of the Board of Trustees at the time of such emergency contract or no later than the first regular Village Board meeting thereafter.

(Ord. 916, passed 7-3-2008)

The village shall have the authority to join with other units of government in cooperative purchasing plans when the best interest of the village would be served thereby.

(Ord. 916, passed 7-3-2008)

To the extent state and/or federal law and regulations require additional bidding requirements for public works and purchase of supplies, materials, or services involving the use of state and/or federal funds, the village shall comply with said laws and regulations.

(Ord. 916, passed 7-3-2008)

Contracts for utilities (electricity and natural gas), cable television, telephone, and Internet services may be entered into by the village without observing the bidding procedures prescribed by this subchapter for the award of contracts.

(Ord. 916, passed 7-3-2008)