Home   Procurement, Office of the Chief Procurement Officer  Doing Business with Cook County



Doing Business with Cook County

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As a public agency, the Cook County Office of the Chief Procurement Officer  welcomes all vendors to participate in the open and competitive process. The Cook County Office of the Chief Procurement Officer encourages all potential vendors to use the guidelines provided in this manual to assist them in future procurement efforts.  Any questions regarding procurement and contracting procedures should be directed to the Procurement staff.  Please use the "Contacts" link on the right to be directed to the appropriate individual.

 

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Mission Statement Submitting Bids for $150,000 or More
Office Location Opening of Bids
Vendor Enrollment Bid Deposit Policy
Minority/Women Business Enterprises Insurance
Ethics Requirements Performance and Payment Bond
Purchases Under $25,000 ("Informal Bids") Review of Bids
Contracts $25,000 and Over Notice of Acceptance of Contract Bids
Request for Proposal (RFP) /
Request for Qualifications (RFQ)
Terms and Conditions
Obtaining Procurement Documents Other Business Opportunities
Econonic Disclosure Statement (EDS) Form  Instructions to Bidders and General Conditions
Sample Terms and Conditions Sample Professional Services Agreement
Tax-Exempt Letter Living Wage Requirements
Prequal List--Exterior Walls and Enclosure Inspection Services Prequal List--A&E, Program Management, and Construction Management

 

MISSION STATEMENT

Our mission is to procure quality goods and services for Cook County agencies at the best price by promoting competition and implementing best practices.

To achieve this goal, the Office of the Chief Procurement Officer is committed to implementing open and transparent procurement methods to promote maximum vendor participation while leveraging overall County volume to achieve lower cost
.

 

OFFICE LOCATION

The Office of the Chief Procurment Officer is located at 118 North Clark Street, Room 1018, Chicago, Illinois 60602.

The hours of the office are 9:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays.

 

VENDOR ENROLLMENT

Vendor Enrollment allows vendors to electronically download procurement documents.  Vendors enrolled receive notifications of new procurement opportunities via e-mail once posted. Go to Vendor Enrollment to enroll today.

 

MINORITY/WOMEN BUSINESS ENTERPRISES

Certified M/WBE's are encouraged to participate in Cook County procurement. The County's utilization for non-public work contracts is 25% for MBE's and 10% for WBE's. These goals apply to contract opportunities estimated at $25,000 or more.  Minority-owned and women-owned businesses are encouraged to contact the Office of Contract Compliance (312) 603-5502 for more information or the County's M/WBE certification program.

 

ETHICS REQUIREMENTS

Please visit the Board of Ethics website for information on ethics requirements for vendors doing business with Cook County.

  

 

--------HOW COOK COUNTY PROCURES GOODS/SERVICES--------

 

PURCHASES UNDER $25,000 ("INFORMAL BIDS")

Purchases under $25,000 are posted in the Contract Opportunity Postings / Vendor Registration section of this website.  The form identifies a complete description of the commodity or service requested.  Bids are to be received no later than 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 Procurement 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 Procurement Department.

 

CONTRACTS ESTIMATED AT $25,000 AND OVER

Purchases between $25,000 and over are posted in the Contract Opportunity Postings / Vendor Registration section of this website. Bids are to be received no later than 10:00 a.m., Chicago time, on the date specified in the contract documents.  Cook County Board of Commissioners is sought if the contract amount is $150,000 or more.

  

REQUEST FOR PROPOSAL (RFP) or REQUEST FOR QUALIFICATIONS (RFQ)

Request For Proposal (RFP) and Request for Qualifications (RFQ) are genrally used for professional services or when the good or service is not adapted to competitive bidding.

  • RFP - balances quality and price to identify the best value.
  • RFQ - focuses on the qualifications of the vendors to provide a particular service.
Proposals/responses resulting from an RFP or RFQ are not publicly opened, although the names of vendors may be publicly announced.  An evaluation committee is established for each RFP/RFQ.  Upon completion of the evaluation process, the committee submits a recommendation to the Chief Procurement Officer.  Cook County Board of Commissioners approval is sought if the contract resulting from the process is equal to or exceeds $150,000.
  

Obtaining Procurement Documents

All bids must be submitted on forms furnished by the Cook County Procurement Department.  Prospective bidders may pick up bid forms and specifications in person at the Cook County Office of the Chief Procurement Officer or download the Bid Documents from this website.  There is a fee of 0.25 cents per page for documents picked up in the Procurement Department.  Construction documents may obtained from the Procurement Department or as specified in the procurement documents.  Prior to obtaining hard copy documents from the Procurement Department, potential bidders must provide contact information or submit a business card, and submit any document deposit, which may be required for documents and plans.

 

Submitting Bids for $150,000 or More

All bids for contracts equal to or exceeding $150,000 must be delivered and deposited in the Bid Box located in the Cook County Building, 118 North Clark Street, Room 1018, Chicago, Illinois 60602 on or before the due date and time fixed for said bid opening as specified for the bid.  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 Bids

All bids equal to or exceeding $150,000 are opened and read publicly at the specified time, date, and place specified.  Responses to RFPs or RFQs are not  publicly opened or read.

 

Bid Deposit Policy

In some instances, as called for in the procurement documents, a bid deposit may be required. When a bid deposit is required with the bid, all sums and/or bid bonds deposited with such bids will be held by the Procurement Department until a contract is awarded. All sums and/or bid bonds deposited with the bids 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 on certain coverages.

 

Performance and Payment Bond

When required, 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 to determine the lowest responsive and responsible bid that meets specifications.  The Chief Procurement Officer will make the determination of the apparent lowest responsive and responsible bidder.  Bids deemed responsive and responsible are then reviewed by the using department and the Office of Contract Compliance.  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 Formal Contract Bids

After the review of the bids, the using department will submit a recommendation for award to the Chief Procurement Officer for presentation to the Cook County Board of Commissioners, as appropriate. Upon approval of the contract by the Board of Commissioners (if required), the Chief Procurement Officer 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 for the submission of bids. Also, standard County terms and conditions will apply to the resulting contract.. 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.

 

 

Other Business Opportunities

Forest Preserve District of Cook County is charged with the acquisition and preservation of forest and natural land for the education, pleasure, and recreation of the public. Business opportunities with the Forest Preserve are posted on-line. Go to www.fpdcc.com and click the "Purchasing" link. You will have to register with the Forest Preserve in order to access their opportunities.

 

HELPFUL TIPS ON DOING BUSINESS WITH COOK COUNTY

  1. Register online to download bid documents and receive email alerts when new procurement opportunities are posted. If you have questions regarding the site:
    Email us at :
    VendorServices@cookcountygov.com
    Write us at:
    Office of the Chief Procurement Officer/ Vendor Services
    Room #1018/ 118 N. Clark Street/ Chicago, IL 60602
    Contact us at:
    (312) 603-5370
  2. Be sure that documents are signed by an authorized member of the firm. Please provide the legal name of your company if you are doing business under an assumed name or a d/b/a (Doing Business As) name.
  3. Read documents thoroughly and follow all instructions and conditions. Failure to do so could result in rejection of your bid/proposal.
  4. Submit your bid by the specified closing date and time.
  5. Include Bid Deposit with bid response, if required.
  6. Include supporting literature with bid response or quote, if required.
  7. Acknowledge receipt of any addenda, and include with bid response, if applicable.
  8. Deliver items as bid or quoted. No substitutions will be accepted unless otherwise noted.
  9. Ask questions prior to bidding to clear up any doubt.

 

Agency Contact Information Portlet  
Contact Information
Contact Information

Bureau Name:

Finance, Bureau of

Main Office:

118 N. Clark Street Room 1018
Chicago, Illinois 60602

Telephone: (312) 603-5370
Fax: (312) 603-4477

Director:
Shannon E. Andrews

Hours:
M-F: 9AM-5PM; Sat-Sun: Closed

 

2014 holidays and shutdown days:
1/1—New Year's Day
1/20—Martin Luther King, Jr. Day
2/12—Lincoln’s Birthday
2/17—Washington’s Birthday
3/3—Casimir Pulaski Day
5/26—Memorial Day
7/4—Independence Day
9/1—Labor Day
10/13—Columbus Day
11/11—Veterans Day
11/27—Thanksgiving
12/25—Christmas 

URL:
cookcountyil.gov/
Purchasing