Doing Business with College of DuPage

This website is designed to inform vendors how to do business with College of DuPage. The Purchasing department conducts all purchasing transactions and awards all contracts for the college on the basis of price and suitability.

We are fully committed to establishing a productive business relationship with vendors and contractors to provide quality products and services for the college at the most competitive prices.

We are equally committed and welcome the participation of all qualified business, including those owned by minority, women, disadvantaged and local area vendors.

Dining Services and the Bookstore

Dining Services (cafeteria) and the Bookstore are responsible for their own purchase of supply items and books.

Current Bids/RFPs

We encourage our vendors to always check our website for upcoming bids and RFPs. This is a listing of current bids, quotes and RFPs.

Bids/Quotations for Supplies and Equipment

Formal, sealed bids are required for supplies and equipment in excess of $25,000. Information regarding formal bids is published in the legal section of the Daily Herald newspaper as well as on the COD Purchasing Website. Bid documents can be e-mailed to vendors upon request or obtained in person from the Purchasing department.

Bids for Construction

Formal sealed bids are required for all construction related projects in excess of $50,000. Information regarding formal bids is published in the legal section of the Daily Herald newspaper as well as on the COD Purchasing Website.

Bid documents can be e-mailed to vendors upon request or obtained through the Purchasing department.

Request for Qualifications – Architects and Engineers

The College shall enter into contracts for architectural, engineering and land surveying services on the basis of demonstrated competence and qualifications for the type of services required and at a fair and reasonable compensation.

A Request for Qualifications (RFQ) process is required for all architectural/engineering services in excess of $50,000. RFQ information is published in the legal section of the Daily Herald newspaper as well as on the COD Purchasing Website.

Proposals can be e-mailed to vendors upon request or obtained through the Purchasing department.

Bid Opening

Bid documents are publicly opened and read aloud by the Purchasing Manager or authorized agent on the date and time specified in the document. Late bids are not accepted under any circumstances. No decisions regarding final award of a contract will be made at the bid opening. Successful vendors will be notified by the Purchasing department. Bid results are available upon request, only after the contract award.

Award of Contracts/Bids

The award of contracts surrounding bid purchases will be made by the College of DuPage Board of Trustees, generally within sixty (60) calendar days after the bid opening. Awards will be made to lowest responsible bidder, whose bid complies with all of the bid requirements.

Inclement Weather

In the event of a College closure due to inclement weather, bids due on the day of the closure will be due the next business day at the same time of day as the original due date.

Invoicing and Payments

Invoices are processed by the Accounts Payable department. Payments are made via ACH electronic transfer.

Invoices should be e-mailed directly to the Accounts Payable department and must include the appropriate purchase order number. Please email to invoicing@cod.edu. The payment for any unauthorized purchases will be the sole responsibility of the person placing the order. All vendors must have a current IRS W-9 form (Request for Taxpayer Identification Number and Certification) on file with the Accounts Payable department.

Delivery Information

All materials shipped to College of DuPage must be delivered to Shipping and Receiving, 425 Fawell Blvd., Glen Ellyn, IL 60137, unless otherwise specified on the purchase order. The purchase order number must appear on all packages and packing slips. Receiving hours are 7:30 a.m. to 4 p.m.

Sales Contacts

It is requested that you make the Purchasing department your first contact. Appointments are strongly encouraged. Purchasing staff can acquaint you with the appropriate procurement procedures and direct you to those departments most likely to utilize your products or services. All orders for goods or services shall be confirmed through a purchase order approved and issued by the Purchasing department. Any order processed without an authorized purchase order number shall be solely at the vendor's risk.

Blackout Period

After the College has advertised for bids, no pre-bid vendor shall contact any College officer(s) or employee(s) involved in the solicitation process, except for interpretation of bid specifications, clarification of bid submission requirements or any information pertaining to pre-bid conferences as instructed in the bid documents. No vendor shall visit any College officers or employees until after the bids are awarded, except in those instances when site inspection is a prerequisite for the submission of a bid.

 

Contact Information


College of DuPage Purchasing Department
Berg Instructional Center, BIC 1540
425 Fawell Blvd.
Glen Ellyn, IL 60137

Phone: (630) 942-2217

Hours

Monday to Friday: 8:30 a.m. to 5 p.m.