The purpose of this information is to acquaint prospective vendors with the purchasing policies and practices of the City of Decatur.
City of Decatur
1 Gary K. Anderson Plaza
Decatur, IL 62523
The City of Decatur has centralized purchasing. Purchasing for the City of Decatur and the Decatur Transit System is the responsibility of the Purchasing and Internal Services Division of the Financial Management Department.
Our goal is to promote the City’s best interest by procuring goods, services, and equipment at the right quality, quantity, and delivery for the purpose intended.
We are always interested in new vendors and encourage your participation.
It is appreciated if you make the Purchasing office your first point of contact. If it is appropriate the Purchasing personnel will arrange departmental contacts. The Purchasing Division’s hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, with the exception of legal holidays. Appointments are preferred to help minimize everyone’s time.
Vendors are encouraged to leave business cards, line cards, catalogs, and price lists with the Purchasing personnel.
The Purchasing Division maintains a list of prospective bidders which is updated and classified according to goods, services, and equipment. Anyone desiring to be placed on the bidders list should contact the Purchasing Division.
The bidders list is consulted when a good or service is sought. Bidders will be contacted on a rotational basis. However, the volume of purchases in certain commodity areas may not be sufficient to warrant a list.
The City selects bidders who have a record of being responsive in fulfilling contracts in a timely manner at a fair and reasonable price. In August 2022, the Decatur City Council adopted a opens in a new windowpolicyopens PDF file establishing preferences for Minority Business Enterprises (MBE) in Procurement. opens in a new windowMore MBE resources
Vendors will be removed from the bidders mailing list when they indicate a lack of interest in responding to solicitations, for failure to perform under the contract provision, or by submitting a written request to do so. The Purchasing Supervisor may remove a vendor from the bidders list for specific unsatisfactory performance. In addition, a vendor is removed from the bidders list who does not respond to three (3) consecutive bid invitations or solicitations.
Only Purchasing personnel may issue purchase orders. All purchases must be supported by an authorized purchase order. Vendors are cautioned not to let anyone make a purchase on behalf of the City of Decatur without a purchase order number.
Certain bids may require proof of insurance coverage from the low bidder prior to awarding the contract, and you will be required to provide the City of Decatur with a certificate of insurance evidencing coverages, and listing the City of Decatur as additional insured.
The contractor, prior to the execution of the contract, shall obtain and keep in force during the performance of any and all work under the contract, the following insurance coverages, provided by companies acceptable to the City and authorized to transact business in the state of Illinois. The insurance companies will be rated by A.M. Best & Company with a rating not lower than A- and have a financial rating of VI. Coverage limits shall be written at not less than the minimum specified in this section. Higher minimum limits and additional coverages may be specified by a special condition elsewhere in the contract.
WORKERS COMPENSATION and EMPLOYERS LIABILITY:
Workers compensation insurance shall be provided according to the provisions of the Illinois Workers Compensation Act, as amended.
- Each Accident $500,000
- Disease – policy limit $500,000
- Disease – each employee $500,000
COMMERCIAL GENERAL LIABILITY
Insurance shall be written on an occurrence form and shall provide coverage for: operations of the contractor, subcontractors (if any), broad form property damage, contractual liability and the hazards of explosion, collapse and underground (if appropriate). An Umbrella policy may be used to provide excess limits over under-lying policy(ies) to meet the required limits of coverage.
- General Aggregate Limit $2,000,000
- Products – Completed Operations $2,000,000
- Each Occurrence Limit $1,000,000
COMMERCIAL AUTOMOBILE LIABILITY:
Bodily Injury & Property Damage, Combined Single Limit $1,000,000
The policy shall cover owned, nonowned, and hired vehicles.
During the month of June each calendar year, the City Council passes a resolution ascertaining prevailing wage rates for Macon County. This means that for contracts executed by the City of Decatur, the general prevailing rates of wages for the locality shall be paid for each craft or type of worker needed to execute the contract or perform such work as stated in the Public Act 96-0437.
When the contract calls for the construction of a “public work”, within the meaning of the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq. (“the Act”). The Act requires contractors and subcontractors to pay laborers, workers, and mechanics performing services on public works projects no less than the current “prevailing rate of wages” (hourly cash wages plus amount for fringe benefits) in the county where the work is performed. The Illinois Department of Labor publishes the prevailing wage rates and revises the prevailing wage rates on its website. The contractor/subcontractor has an obligation to check the Department’s website for revisions to prevailing wage rates. For information regarding current prevailing wage rates, please refer to the Illinois Department of Labor’s website. All contractors and subcontractors rendering services under this contract must comply with all requirements of the Act, including but not limited to, all wage requirements and notice and record keeping duties.
The contractor will supply the City’s designated project coordinator with weekly certified copies of the payroll for both the prime contractor and subcontractors prior to invoices being paid.
The City of Decatur is exempt from all Federal Excise and State Sales taxes. The exemption number and a certificate will be furnished upon request.
Invoices and Payments
Vendors should submit invoices to:
City of Decatur
1 Gary K. Anderson Plaza
Decatur, IL 62523
Telephone: (217) 450-2228
Fax: (217) 450-2284
No payment will be issued prior to the receipt and acceptance of goods and services.
All invoices MUST include a purchase order number and should be exact as to the quantity, size, grade, description, unit, and total price stated on the purchase order.
The City of Decatur issues payment for invoices on a net 30 basis after goods and services have been received to their satisfaction.