Section 1.2020  Small Purchases

a)         Application

1)         Procurements of $25,000 or less for supplies or services, other than professional and artistic, may be made using the method of source selection determined by the Procurement Officer to be most appropriate to the circumstances.

2)         Procurements of less than $20,000 for professional and artistic services and that have a non-renewable term of one year or less may be made using the method of source selection determined by the Procurement Officer to be most appropriate to the circumstances.

3)         Procurements for construction and construction related services of $30,000 or less, or as increased to reflect increases in the consumer price index as determined by a construction agency's CPO.

4)         The CPO shall announce any change identified by the United States Department of Labor in the Consumer Price Index for All Urban Consumers for the period ending December 31, 1998, and for each year thereafter.  That percentage change shall be used to calculate the small purchase maximums that shall be applicable for the fiscal year beginning July 1, 1999.  The small purchase maximums shall be likewise recalculated for each July 1 thereafter.

b)         In determining whether a contract is under the limit, the value of the contract for the full term and all optional renewals, determined in good faith, shall be  utilized.  The stated value of the supplies or services, plus any optional supplies and services, shall be utilized.  Where the term is calculated month-to-month or in a similar fashion, the amount shall be calculated for a 12 month period.

c)         If only a unit price or hourly rate is known, the contract shall be considered small and shall have a not to exceed limit applicable to the type of procurement (see subsection (a)).

d)         If, after signing the contract, the actual cost of completing the contract is determined to exceed the small purchase amount, and the Procurement Officer determines that a supplemental procurement is not economically feasible or practicable because of the immediacy of the agency's needs or other circumstances, the Procurement Officer must follow the procedures for sole source or emergency procurement, whichever is applicable, to complete the contract.

e)         Procurement requirements shall not be artificially divided to avoid using the other source selection methods set forth in Section 20-5 of the Illinois Procurement Code.

f)          If there is a repetitive need for small procurements of the same type, the Procurement Officer shall consider issuing a competitive sealed bid or proposal for procurement of those needs.

g)         Agencies shall establish policies to control the use of this small purchase provision and shall make those policies available to the CPO upon request.

(Source:  Amended at 30 Ill. Reg. 17305, effective October 20, 2006)