Special Procurement

Blanket Purchase Orders

Purpose: Blanket purchase orders will be used for repetitive purchases from certain vendors.

Appropriate Use of the Blanket Purchase Order: If the Village has entered into contract with a Vendor

then a Blanket purchase may be issued for each fiscal year of that contract. Departments should follow

standard purchase order procedures. For repetitive purchases, rather than issuing a purchase order for

each purchase, one purchase order with a dollar limit is issued for a period of up to twelve months.

Procurement Card Program

A policy has been designed to establish the procedures to be used with the Village of Buffalo Grove’s credit/procurement card program. Refer to Appendix F for the complete policy.

Special Procurement

Electronic Equipment

The IT (Information Technology) Department or the Government Information Technology Consortium

(GovITC) will purchase or authorize the purchase of all computers, peripherals, printers, cell phones and

all other electronics governed by the Communications and Information Technology Policy. The IT

Department or GovITC will then be responsible for communicating to the Office of the Village Manager

and requesting a Purchase Order or instructing the department requesting services or equipment to enter

the information required to create a Purchase Order. The IT Department or the company contracted by

the Village to supply IT services will setup and install equipment in the appropriate departments.

Electronic Equipment Maintenance

When a copier, large format printer, scanner or multifunction print device requires maintenance, the

department should use the contact information located on the device.

If you have maintenance or repair need for a cell phone or pager, contact the IT department or the

company contracted by the Village to supply IT services.

When maintenance or repair is needed for all other electronic equipment, including but not limited to

computers, printers, and telephones, the IT department or the company contracted by the Village to supply IT services shall be contacted. The IT department or the company contracted by the Village to

supply IT services will either repair, service or make arrangements for outsourcing the repair.

Vehicles/Equipment Repair

The Central Garage is responsible for the maintenance repair and replacement of all Village owned

vehicles. Central Garage personnel will determine when repairs can be made at the garage or should be

outsourced. Whenever possible pre-negotiated agreements should be used for outsourced maintenance

and repair.

Buildings

The Public Works Department shall be contacted for Village building repairs and remodeling requests. For

Village property the Public Works department will assess the need or problem and recommend the best

course of action to correct the problem(s).

Repair services for Village buildings or equipment that are not covered by maintenance agreements shall

be obtained by the following procedures: 1. Estimates of the repair/improvement work shall be gathered and reviewed before proceeding with the repairs/improvements.

2. As repairs/improvements to public facilities will likely require prevailing wage to be paid, the rider in Appendix I. should be provided to contractors when requesting quotes.

3. If emergency repairs are needed, Emergency Procurement procedures shall be followed.

Maintenance Agreements

Departments should follow these guidelines for all maintenance agreements:

1. All maintenance agreements must be reviewed by the Village Attorney. 2. Maintenance agreements shall be considered for any equipment/asset that requires frequent

adjustment or repairs.

3. Maintenance agreements are a form of contract. Department Directors are not authorized to sign contracts in excess of $5,000.00

4. Copies of all maintenance agreements will be filed with the Chief Procurement Officer.

5. Purchase order procedures shall be followed.