The Purchasing section maintains an online database of information available to those who would like to do business with the City of Rockford. This database contains information on current or recent bids and requests for proposals, including specifications, tabulations, and other relevant information.

It is the responsibility of the vendor that downloads bid documents from this Bid Database to check back frequently for additional information. The City will post specification addendum and/or clarification as necessary, which must be acknowledged in the vendor's bid response in order for the City to accept that bid.

Bid Portal

The Central Services Division maintains a listing of vendors interested in receiving bid notices when the City decides to purchase goods or services. The list is maintained by type of work or product supplies, and when a relevant project or purchase is needed, bidders on the bid list are notified of the opportunity. To get on the City of Rockford Bidder's List, you may fill out the form below and return it to the Central Services Division at 425 E State Street, Rockford, Illinois 61104, or FAX to 800-380-7175. Emailed responses can be sent to Email Central Services. The City of Rockford may or may not require the specific items your company offers. If the City does require and request bids or proposals on this type of product and/or service, the City will mail, email, or fax you a notice for that particular bid.

Contractor/Vendor Information Form (PDF)

Minority and Women Business Certification

As part of the City's Minority and Women Business Enterprise Procurement Policy, the City certifies vendors as Minority or Women Business Enterprises. To be considered for certification, interested vendors must complete and return the application. Completed forms should be sent to the following address:

Contract and Grant Compliance Officer
City of Rockford, Legal Department
425 E State Street
Rockford, IL 61104
779-348-7264

MBE-WBE Certified List

MWBE Procurement Policy (PDF)

Rockford MWBE Certification Application (PDF)

Rockford MWBE Renewal (PDF)

The City of Rockford is pleased to announce the implementation of new software that will provide better services to all of our vendors. This software includes improvements for online bidding available now and will incorporate purchase orders delivery, viewing of prior purchase orders, and payment activities at a later time. In order for your business to take advantage of the efficiencies this new software offers, a business registration will need to be completed. During the registration process, it is important to provide accurate and up-to-date information along with the most current W9. 

Vendor Portal

The Purchasing Guide was created to assist businesses and organizations that would like to do business with the City of Rockford.  The Guide should be used as a reference and starting point for businesses, and is by no means exhaustive. City Council approved policy and information included in the City bid documents prevail over language found in this guide.

Doing Business with the City of Rockford

Purchasing Procedures

GENERAL

The City of Rockford is committed to a purchasing system that provides quality, integrity, and increased competition.  It is the intent of the City to directly reduce the cost of government by making the most economical acquisition of quality goods and services that will assure efficient operation of City government.

VENDOR CONTACT

Office hours are from 8:00 am to 5:00 pm, Monday through Friday.  Vendors are encouraged to make appointments with Purchasing personnel in advance in order to avoid interrupted discussions.

ORGANIZATIONAL FUNCTION

The Central Services Division has the centralized function of monitoring and conducting all purchasing processes to support the operations of City departments.

• Administrative Offices (Mayor’s Office, Legal Department, Finance Department, Information Technology, Human Resources Department)
• Police Department
• Fire Department
• Water Division
• Streets Division
• Traffic Division
• Capital Project Division (road and street projects)
• Community and Economic Development Department
• Human Services Department

NOTE: The following agencies manage their own purchasing activities independently.  Please contact them separately.

• Rockford Public Library – (815) 965-7606
• Rockford Park District – (815) 969-4062
• Four Rivers Sanitation Authority – (815) 387-7400

FAIR AND OPEN COMPETITION

The City of Rockford provides all vendors fair and equal opportunities to compete in the procurement process.  Product specifications are designed to be nonrestrictive and compatible with standard trade practices.

PURCHASE ORDER PROCEDURE

Every department request for product or service is sent to Central Services electronically on a requisition form.  Once approved by appropriate personnel at the department level, the Central Services staff works with each requesting department to determine specific needs, develops specifications for quotation or bid requests, and helps determine the best value product that meets the agency’s requirements.

BID THRESHOLDS

Informal price quotations are obtained for goods between $10,000 and $25,000 unless reasonableness of price can be determined without competition.

Formal sealed bids or proposals must be obtained on all purchases for goods and services where the dollar amount exceeds $25,000, unless such goods and services should be made through cooperative purchase agreements or sole source negotiations.

ADVERTISING OF BIDS

Bids will be posted on the City’s website, and notices will be published in the Rockford Register Star and other relevant publications as prescribed by applicable laws.  The City will also solicit sealed bids from all prospective vendors who have requested that their names be placed on the product or service’s bidder’s list.

BIDDER LIST

To get your company’s name on a bidder’s list for a specific product or service, a vendor application must be completed and returned to the Central Services Division via fax at (800) 380-7175.

BID RESULTS

Bid results can be obtained by contacting the Central Services Division at (779) 348-7164 or on the City’s website.

AWARD

The City will award the bid to the lowest responsive and responsible bidder whose bid is most advantageous to the City. In determining the most advantageous bid, the City may consider criteria such as, but not limited to, cost, quality, compatibility, standardization, major and minor exceptions to our specifications, superior design features, warranty, delivery, past experience installation, equality, discount, customer satisfaction, bidder’s past performance or service reputation, and service capability.  The City may opt to establish alternative selection criteria to protect its best interest or meet performance or operational standards.

PURCHASE METHODS

• Purchase of Goods: Products, supplies, and equipment are purchased through competitive processes using the bid thresholds as a guide.
• Purchase of Services: Consultant, professional, and technical services are often obtained through requests for proposal, which consider skill and experience as well as cost in the evaluation process.
• Cooperative Purchasing Agreements: The City utilizes available local, State, and Federal contracts at its discretion.
• Sole Source Negotiation: Also called noncompetitive negotiation, this method may be used when competition does not exist or would not be in the best interests of the City. For example, scientific equipment manufactured by only one vendor.
• Contract Methods: The Central Services Division creates annual blanket and contract purchase orders for various supplies and services.  Many of these contract orders are established through the bidding process.  Once contracts are awarded, city departments can use Contract Release Orders (CRO) to purchase miscellaneous items or predetermined items on the contracts directly from vendors.
• Purchasing Card: The Purchasing Card, which functions similarly to a credit card, is a tool for department employees to make low-dollar purchases ($5,000 and under) for official agency business needs.  It allows for a faster and more efficient process of purchasing supplies.

NONDISCRIMINATION AND EQUAL OPPORTUNITY

The City of Rockford Equal Opportunity Ordinance prohibits discrimination in employment because a person belongs to an affected class and applies to every contractor, subcontractor, or bidder seeking public contracts with the City or Rockford.  As part of the bid process, the City requires contractors to provide, with their bid or proposals, workforce data information and certify compliance with the ordinance’s provisions as a condition of their bid being considered.

Additional information regarding the above affirmative action requirements is available by contacting the City of Rockford Contract and Grant Compliance Officer at (779) 348-7264.