Vendor Information

Applications which do not include a Federal Employer Identification Number (F.E.I.N.) or a Social Security Number will be automatically rejected. Lists of interested vendors are maintained by the Purchasing Department. Failure to respond to three (3) consecutive bid or quote invitations may result in the removal of your firm or company name from the bidder's list.
Please complete the form and return it to the following address:

City of East St. Louis Purchasing Department
301 River Park Drive, 3rd Floor
East St. Louis, Illinois 62201
Phone: 618-482-6744
Fax: 618-482-6648

Vendor Presentations

Vendor presentations to city departments and/or staff are performed at the vendor's expense and in no manner guarantee or imply preferential treatment in the proposal-evaluation or ordering process. Specifications prepared by city departments are carefully reviewed by the Purchasing Agent to eliminate undue restrictions and other limitations which unnecessarily reduce competition. Assistance provided by vendors in the specification writing process will not gain the vendor extra consideration in the proposal-evaluation or ordering process. If a vendor is called upon to provide expensive pre-purchase services, the vendor may consider contracting separately with the department for services rendered.

Methods of Procurement

The following methods of purchasing are available.

Informal Bidding for Purchases- less than $10,000 - Purchases less than $10,000 require competitive quotations whenever possible and are generally made through the informal bid process. Quotations may be submitted to the purchasing departmnet or ordering department via telephone, in person, by mail, email, or facsimile transmission. Quotations are then approved by the ordering department upon recommendation by the Purchasing Manager. The recommendation is made after either the ordering department or Purchasing obtains three quotes confirmed in writing and determines the lowest responsible and most responsive quote.
Formal Bidding for Purchases $10,000 or more - Formal bidding uses competitive bidding or competitive proposals. Bidders may modify their bid in writing or by fax if received prior to the time stated for receipt of bids. Bidders may withdraw their bid by letter or fax any time prior to the bid opening.
Competitive Bidding requires that bids are sealed. The bid is publicly advertised as described in the City Code and Purchasing Policies & Procedures Manual. The Purchasing Department also mails invitations to bid to all vendors on bidder's list . A pre-bid conference is conducted for more complex, high dollar requirements to answer any technical questions of potential bidders. User Departments are prohibited from subdividing requirements in order to utilize the informal bidding process versus the competitive sealed bidding process.
Competitive proposals are similar to competitive bids but are used for procurement of professional services such as accountants and lawyers as well as construction management. The city issues a Request for Proposals (RFP), which requires proposers to submit information that establishes their competency as a proposer as well as proposed costs for work. The RFP is written using performance standards and lists the factors by which the proposal will be judged. The RFP is publicly advertised as described in the City Code and Purchasing Policies & Procedures Manual. Vendors submit proposals of their own design to satisfy the requirements set forth in the RFP. Negotiations may take place with a proposer to arrive at the best possible proposal for the city. Top

It is the city's desire to develop maximum competition for all purchases and to make awards based on the lowest responsible and responsive bid received.

"Lowest responsible bidder" means the lowest bidder whose offer best responds in quality, fitness and capacity to the requirement of the proposed work or usage. Factors such as delivery time, quality, compatibility, references, experience, parts and services, freight costs, and etc., play an important part of awarding a purchase order to the "lowest responsible bidder."
A "responsive" bid is one which is in substantial conformance with the requirements of the specifications, the invitation to bid, and the city's contractual terms and conditions. This includes completeness of the quotation forms, inclusion of references and attachments, and completion of required responses.

Bid Results

Bid awards are a matter of public record. Abstracts of bids showing prices and awards are available by clicking on the link above labeled bid results. Negotiated procurements based upon formal written proposals are confidential and are made public upon execution of a signed contract.

Billing and Payment

The city requires invoices for each purchase order issued to the vendor. The purchase order number must appear on all invoices, shipping tags, and correspondence relevant to the order. Payment is made after receipt of invoice and delivery and acceptance of material as specified on the purchase order. Unless otherwise specified on the purchase order, invoices should be submitted to:

City of East St. Louis Accounts Payable Department Top
301 River Park Drive, 3rd Floor
East St. Louis, Illinois 62201
Phone: 618-482-6625
Fax: 618-482-6648

Directing invoices to any other department (unless so instructed) will delay payment. The city tries to pay all invoices within thirty (30) days of receipt of invoice and acceptance of the order. Questions regarding payment of invoices should be made to the Accounts Payable Office and will require specific Purchase Order and Invoice Information.