VENDOR GUIDE TO DOING BUSINESS WITH COOK COUNTY

As a public agency, the Cook County Purchasing Department welcomes all suppliers to participate in the open bidding process for contractual projects. The Cook County Purchasing Department encourages all potential suppliers to use the guidelines provided in this manual to assist them in future bidding efforts.

Any questions regarding bidding/buying procedures should be directed to the Purchasing Department staff. The two middle digits of a contract number indicate the buyer number.

Mission Statement	Opening of Contract Bids
Office Location	Bid Deposit Policy
Vendor Registration	Insurance
Minority/Women Business Enterprises	Performance and Payment Bond
Quotations (Under $25,000 BIDS)	Review of Bids
Formal Contracts (Over $25,000 bids)	Notice of Acceptance of Contract Bids
Obtaining Bid Forms	Terms and Conditions
Submitting Bids	Helpful Tips on Doing Business with Cook County

 

MISSION STATEMENT

The County Purchasing Agent solicits bids and enters into contracts for commodities and services as specified by all Cook County agencies. The office strives to serve the citizens of the County of Cook through the use of sound, prudent, and consistent procurement practices for those departments and agencies which report to the President and Cook County Board of Commissioners. The staff of this office is committed to fulfilling the needs of Cook County agencies in an environment in which vendors receive fair and impartial treatment in doing business with Cook County.

OFFICE LOCATION

Cook County Purchasing Office is located at 118 North Clark Street, Room 1018, Chicago, Illinois 60602.
The hours of the office are 8:30 a.m. to 5:00 p.m., Monday through Friday, excluding holidays.

VENDOR ENROLLMENT

Vendor Enrollment is an automated way for vendors to download Bid Proposals. By enrolling, vendors will be allowed to downlaod proposals and receive notification of new proposals via e-mail. Click on the Vendor Enrollment link to register today.

Vendor Enrollment
Note: In order to view/download the Bid Proposals, you will need the Adobe Acrobat Reader. If you do not have it, it can be downloaded by clicking the Acrobat button..

MINORITY/WOMEN BUSINESS ENTERPRISES

Cook County is an equal opportunity purchaser.  Local M/WBE's are encouraged to submit bids.  The County's utilization for non-public work contracts is 25% for MBE's and 10% for WBE's. Minority-owned and women-owned businesses are encouraged to contact the Office of Contract Compliance (312) 603-5502 for more information or assistance in participating in the County's M/WBE program and receiving certification.

HOW COOK COUNTY PROCURES GOODS/SERVICES

QUOTATIONS (UNDER $25,000 BIDS)

Purchases under $25,000 are solicited through a request for quotation that is issued by a Buyer and sent to prospective suppliers. The form identifies a complete description of the commodity or service requested. Bids are to be received by 10:00 a.m., Chicago time, on the date specified on the form. Bids may be submitted either in person or by mail to the Cook County Purchasing Office.

In the event that a supplier is unable to bid, the firm should indicate a "no bid" response on the request form and return it to the Purchasing Department.

FORMAL CONTRACTS (OVER $25,000 BIDS)

Cook County utilizes formal advertisement to initiate the bidding process for contracts exceeding $25,000. Prospective bidders are notified by:

Obtaining Bid Forms

All formal bids must be submitted on forms furnished by the Cook County Purchasing Department. Prospective bidders may pick up bid forms and specifications in person at the Cook County Purchasing Office or download the Bid Proposals from this website.

Construction bids must be picked-up at the Purchasing Department, and potential bidders must include a business card, and any deposit which may be required for bids and plans.

Submitting Bids

All formal bids must be delivered and deposited in the Bid Box located in the Cook County Building, 118 North Clark Street, Room 569, Chicago, Illinois 60602 on or before the due date and time fixed for said bid opening as specified in the legal notice. All bids must be signed and sealed when delivered to the bid box. The Contract number must be clearly noted on the exterior of the delivered package or envelope. No bids or proposals will be accepted after the specified date and time.

Opening of Contract Bids

All formal bids are opened and read publicly by the Office of the Cook County Clerk, at the specified time, date and place set forth in the legal notice.

Bid Deposit Policy

In some instances, as called for in the legal notice and special conditions of the contract, bid deposits may be required on some contracts. When bid deposits are required, all sums and/or bid bonds deposited with such proposals will be held by the Purchasing Department until proposals submitted have been awarded. All sums and/or bid bonds deposited with the proposals will then be returned to the respective bidders, without interest. The bid deposit of the awarded vendor will be returned after the Contractor has submitted all insurance documentation and the Performance and Payment Bond, as required by the Contract Documents.

Insurance

Vendors awarded contracts will be required to carry certain levels of insurance in order to do business with Cook County. Insurance coverage required normally includes Worker's Compensation, General Liability, Auto Liability, and in some cases, Professional Liability. The County will normally require occurrence based coverage, and in all cases, the County of Cook is required to be named as an additional insured.

Performance and Payment Bond

When required by the legal notice, the successful bidder shall furnish a performance and payment bond, within fourteen (14) calendar days after notification of contract award. Failure to furnish the required bonds within the time specified may be cause for rejection of the bid and any bid deposit may be retained by the County as liquidated damages and not as a penalty.

Review of Bids

After bids are read and tabulated, they are analyzed by the using department, and with the exception of public work contracts, the Office of Contract Compliance to determine the lowest responsive and responsible bid that meets specifications. To be responsive, a bidder must complete all applicable portions of the Bid as instructed, including any requested supporting documentation, and must meet specifications. The vendor must have the capability in all respects to perform fully the contract requirements. In addition, all goods or services must meet the minimum acceptance quality level as stated in the specifications. Failure to meet the specifications will result in disqualification of the bid.

Notice of Acceptance of Contract Bids

After the review of the bids, the using department will submit a recommendation for award to be presented  to the Cook County Board of Commissioners. Upon approval of the contract by the Board of Commissioners, the Purchasing Agent will notify the successful bidder via issuance of a Notice of Award letter followed by a purchase order. The department for which the service and/or material is provided will then administer the performance of the contract to its completion.

Terms and Conditions

Vendors bidding on County contracts will be required to comply with several standard requirements in terms of submitting bid responses, and ultimately for the performance of any contract which may be awarded to them. Cook County Instructions to Bidders, General Conditions (for Supply and Service) and Execution Forms may be viewed and downloaded by clicking on the links shown below.

HELPFUL TIPS ON DOING BUSINESS WITH COOK COUNTY