Doing Business with the City of Elgin
All current and new vendors must register to do business with the city. Please complete the vendor registration form to ensure that the city has your correct contact information to expedite payments.
You must also complete and sign a W-9 form. It may be done online. Then print it, sign it and return by mail to the Purchasing Department.
We ask that you do not take any orders from a city of Elgin employee unless a purchase order number is given and/or it is paid for at the time of purchase with either a procurement or credit card. Every employee should have either a valid purchase order or a valid City of Elgin credit card for purchases.
Getting on the Bidders List
You may receive notification of all solicitations the City releases by signing up for the Bid Posting Subscription Service.
Bid Laws and Procedures
Elgin’s purchasing procedures are conducted in compliance with its procurement ordinance, Title 5 of the Elgin Municipal Code. Goods and services procurement procedures can be summarized as follows:
- Departments use good business practices for purchases under $1,000
- Obtain three verbal quotes for purchases between $1,000 and $5,000
- Obtain three written quotes for purchases between $5,000 and $20,000
- Issue a formal bid, through the Purchasing Department, for purchases over $20,000
Find out About Upcoming Bids
The city advertises its bids in the Courier News and on this website. Most non-construction bids can be downloaded on this website. All current procurements are posted on the bulletin board outside the Purchasing Department.
Minority Owned Businesses
The City of Elgin encourages the participation of Minority Owned Businesses. There is no preference or set asides for minority owned businesses.
The formal competitive process, from the issuance and advertising to the opening of the sealed offers, generally takes two and a half to three weeks. After the opening, the evaluation and approval process takes an additional two to four weeks before an award is authorized by the City Council.
Invitation for Bid are awarded to the bidder submitting the lowest priced, responsive, responsible offer meeting specifications. Requests for Proposals are awarded to the proposer determined to have submitted the most advantageous offer to the city. With proposals, an evaluation committee evaluates and scores proposals based on factors such as cost, compliance to specifications, references, experience of staff and capabilities of the firm.
Disposal of Surplus Property
Surplus property is offered for sale to the public through a few methods. Items valued at less than $1,000 may be donated to a charitable organization or in a manner the department deems most appropriate. Items valued at $1,000 or more can be disposed of through a public request for quotes, auction, as a trade-in or as a gift or trade with another governmental agency.
The city holds annual auctions in early spring and late fall. Items auctioned in the spring include obsolete or unneeded office equipment, personal computers, and public works equipment. The auction is managed by the Police Department. Surplus city vehicles that are not used for trade-ins on new purchases are auctioned in the fall through the Fleet Services Division of the Public Works Department.