About

The mission of the Department of Procurement and Materials Management is to procure materials and services required for MWRD operations in compliance with the Purchasing Act, as mandated by Illinois State Statute. The Department also operates four storerooms at MWRD facilities, providing services for planning, receiving, storing, and issuing material. Additionally, the Department manages the sale of obsolete, used, and surplus material. 

 

Our Procurement and Materials Management team is committed to continuous improvement in procuring the highest quality products and providing the most efficient service to the other departments within the MWRD.

 

Our procurement process is designed to ensure the most efficient use of taxpayer dollars, and we encourage you to register to become a vendor. Below you will find seven easy steps to doing business and other information of interest on selling goods and services to the MWRD. 

  1. Your firm can register to become a vendor in order to receive invitations for upcoming bidding opportunities from the MWRD. Click on the Vendor Application Form and complete the vendor application. Complete the “National Institute of Government Purchasing (NIGP) Commodity/Service List” to indicate the supplies, equipment and services that your firm can provide. Once your vendor application has been approved, you will receive an email indicating your vendor number.

 

  1. Once you are registered, your firm will receive invitations to bid. The MWRD faxes or mails registered vendors invitations to bid for opportunities that correspond with their selected NIGP codes. Invitations to bid and contract announcements are also advertised in the Chicago Tribune and posted on our website every Wednesday. If your firm would like provide a bid, click on Contract Announcements, download the contract, fill it out, and submit it by the due date as instructed in the bid document. Once you have downloaded the contract, you are considered a plan holder for that contract. A plan holder list is available online in Contract Announcements. Any addendum for the contract will be posted online and faxed or mailed to all plan holders on record. In addition, there is a feature (under the same link stated above), where bidders can ask questions and receive responses online for advertised contracts and RFPs.

 

  1. Submit your bid as indicated in the contract documents. Sealed bids are to be deposited in the sealed bid depository in the lobby of the MWRD Administration Building, 100 East Erie Street, Chicago, Illinois 60611, from the date of the Invitation to Bid, up to 11:00 A.M. on the specified bid opening date. The sealed bids are opened publicly by the Director of Procurement and Materials Management or her designee, and the bid opening results are posted online shortly after the bid opening. Click here to view the bid opening results and bid status.

 

  1. Vendors are selected for award based on the price and quality of goods and services. If your firm is considered for an award of a contract or purchase order, you will be notified and asked to submit a post qualification form and issued a purchase order thereafter. The MWRD is committed to finding the best value for our taxpayers and residents. Please see the current list of awarded contracts here.

 

  1. The MWRD’s Board of Commissioners must approve formal contracts and purchase orders before they are awarded. Requirements to furnish and deliver material, supplies and equipment over $25,000, and requirements for service over $10,000, including construction, are awarded by the Board of Commissioners at their regularly scheduled Board meetings. Board award information is available online in Awarded Contracts.

 

  1. Once you have provided the specified goods or services under a contract and/or purchase order, please send your invoice to the MWRD. The MWRD’s purchase order number must be on all invoices. Send invoices by email to accounts.payable@mwrd.org, or by mail to: Metropolitan Water Reclamation District of Greater Chicago Finance Department, P.O. Box 10642 Chicago, Illinois 60610. The MWRD follows the Local Government Prompt Payment Act and pays for equipment, material or services furnished under contracts and purchase orders within 30 calendar days after satisfactory delivery and acceptance, and subsequent receipt and approval of the invoice.
  1. After you have submitted your Vendor List Application and are assigned a vendor number with MWRD, your minority, women, and/or small business enterprise (M/W/S) can apply for certification by submitting a current certification from a sister agency. The sister agencies are the City of Chicago, the County of Cook, the State of Illinois, the Women’s Business Development Center, the Chicago Minority Supplier Development Council, as a Disadvantaged Business Enterprise certified by the Illinois Unified Certification Program, or as a Small Disadvantaged Business certified by the U.S. Small Business Administration. Additionally, your company would qualify for participation on contracts awarded at $100k or more through the MWRD’s Diversity Program.  These contracts have Affirmative Action requirements governed by the MWRD’s Affirmative Action Ordinance Revised Appendix D. The MWRD’s Diversity Program is designed to increase and ensure more equitable participation by minorities and women owned businesses and other small businesses.

 

For additional information on Doing Business with MWRD as an M/W/S business, please visit the Affirmative Action Section. You can view the MWRD’s Affirmative Action Ordinance Revised Appendix D and Vendor List and plan to attend one of our bi-annual vendor outreach fairs.

 

Foreword

The public bidding process, utilized by the Metropolitan Water Reclamation District is designed to operate in an efficient, legal and cost-effective manner.  It is the responsibility of the Director of Procurement and Materials Management and other officers of the MWRD, with policy guidance by the Board of Commissioners, to achieve that goal.

The purpose of this guide is to familiarize the public with the bidding process and help potential suppliers of materials, equipment and services sell to the MWRD.

Selling to the MWRD

The Metropolitan Water Reclamation District encompasses an area of approximately 883 square miles. It is one of the largest governmental bodies in the state of Illinois, with seven treatment facilities reclaiming nearly 1.6 billion gallons of wastewater daily.

Governed by a nine-member Board of Commissioners, policies and day-to-day operations of the MWRD are implemented by the Executive Director and nine operating departments, including the Department of Procurement and Materials Management.

The Director of Procurement and Materials Management is the chief officer of the Department of Procurement and Materials Management. The Director of Procurement and Materials Management is responsible for all procurement of construction contracting, services, products and materials used by the MWRD as well as supervisory management of inventory control and storeroom operations.

This guide catalogs the procurement opportunities offered by the MWRD which often averages more than $130 million/year. 

Supplier List

A firm can get on the supplier list for materials, supplies, equipment and/or services by registering online. Simply click on Vendor Application Form and complete the vendor application. Complete the “National Institute of Government Purchasing (NIGP) Commodity/Service List” to indicate the supplies, equipment and services that your firm can provide. Once your vendor application has been approved, you will receive an email indicating your vendor number. A firm can also fax, mail, or email a vendor application, as per instructions provided in the Vendor Application Form. A firm may also choose to send a written request, on company letterhead, to the Director of Procurement and Materials Management requesting a vendor application to be mailed to them. In all cases, the firm’s tax identification number must be stated on the vendor application. A potential supplier then may receive invitations to bid, by fax or mail, when the MWRD seeks to purchase items or services within the firm’s designated area(s) of expertise.

Placement on the supplier list grants prospective bidders access to procurement opportunities.

Diversity Program

As a public agency, the MWRD encourages full participation in the open bidding process. Its Diversity Program is designed to increase participation of businesses owned by minorities, women, veterans and/or small businesses in all MWRD procurement activities. The Diversity Administrator provides technical assistance to majority contractors and minority, women, small business and veteran owners to help them meet the goals of a specific project.

Procurement Main Office

Most procurement occurs at the MWRD’s main office, located at 100 East Erie Street, Chicago, Illinois 60611. All suppliers, who are interested in bidding for an MWRD contract, can pick up specifications and bid forms at the Department of Procurement and Materials Management in the main office between the hours of 8:45 a.m. to 4:15 p.m., Monday through Friday. In addition, specifications and bid forms will be mailed directly to potential suppliers upon fax request at (312) 751-3042. Specifications and bid forms may also be downloaded online. Simply click on Contract Announcements. Upon receipt or download of the specifications and bid forms, your firm is considered a plan holder for that contract. A plan holder list is available online, under Contract Announcements. Any addendum for the contract will be posted online, and faxed or mailed to all plan holders on record.

How the MWRD Procures Goods and Services

All procurement transactions performed by the MWRD are governed by the "1963 Purchasing Act of the Sanitary District of Greater Chicago," as amended. The Act, via Board policy, states that all purchase orders or contracts of $25,000 or less for commodities and $10,000 or less for services may be let in the open competitive market, without formal advertisement, after solicitation of bids.

With few exceptions, all purchase orders or contracts exceeding $25,000 for commodities and $10,000 for services are let by free and open competitive bidding after they have been formally advertised. These types of agreements are called "Formal Contracts." The document entitled "Major Contracts," identifies formal contracts which are scheduled for advertisement. This booklet is updated annually.

Some contracts, by nature, are not adaptable to competitive bidding, as stated in the Purchasing Act (under 70ILCS 2605/11.4). In these categories, the Act provides for the award of such contracts directly by the Director of Procurement and Materials Management, without competitive bidding.

In emergency situations that affect public health or safety, contracts may be let, without formal advertisement, pending approval by the Board of Commissioners.

Informal Contracts (Bids under $25,000 for Commodities and under $10,000 for Services)

Bids under $25,000 for commodities and under $10,000 for services are obtained through a "Quotation Request and Record Form" that is issued by the MWRD Buyer and sent to appropriate suppliers. The form identifies a complete description of the commodity and/or service requested and is faxed to the potential supplier. In a few instances, the quote request may also be mailed to the supplier. Bids must be received by and are opened at 10:30 a.m. CST, on the date specified on the form. Bids may be submitted either in person, by fax, or by mail in the pre-addressed return envelope provided with a mailed quotation request.

Bid deposits are not usually required for bids under $25,000 for commodities and under $10,000 for services.

In the event that a supplier is unable to bid, the firm should indicate a "no bid" response on the request form and return it to the Department of Procurement and Materials Management.

Formal Contracts (Bids over $25,000 for Commodities and over $10,000 for Services)

The MWRD utilizes formal advertisement to initiate the bidding process for contracts exceeding $25,000 for commodities and $10,000 for services. Prospective bidders are notified by:

  • An advertisement in a general circulation newspaper.
  • A posted notice on the Department of Procurement and Materials Management’s 5th floor bulletin board at the MWRD main office.
  • An invitation to bid faxed or mailed to registered suppliers listed in our supplier data base, who’s indicated NIGP code(s) correspond with the given contract.
  • Occasionally, advertisement in specialty periodicals.
  • Contract Announcements.

Obtaining Bid Forms

All formal bids must be submitted on forms furnished by the MWRD. Prospective bidders may request bid forms and specifications in person at the MWRD Department of Procurement and Materials Management in the main office or by faxing a request to (312) 751-3042. Bid forms and specifications may be downloaded at Contract Announcements. In addition, there is a feature (under the same link stated above), where bidders can ask questions and receive responses online for contracts and RFPs.

The invitation to bid will specify whether or not the bidder is allowed to request mailing of the documents. If a bid document is requested for mailing, the MWRD does not ensure that the document will arrive to the potential supplier in time for their firm to provide a bid on the due date stated in the invitation to bid. If a bid document is downloaded online from the MWRD’s website, the MWRD assumes no liability for the inability of any bidder to successfully download any and all contract documents.

Document Fee

A document fee may be required for plans and specifications. This fee is non-refundable and is stated in the invitation to bid.

Submitting Bids

All formal bids must be delivered and deposited in the Bid Depository Safe located in the main office building lobby, 100 East Erie Street, Chicago, Illinois 60611 on or before the due date and time fixed for said bid opening as specified in the invitation to bid.

All formal bids faxed, electronically transmitted, or received after the due date and time, will be returned to the bidder.

Generally, formal bids must be accompanied by a bid deposit, payable in the form of cash, cashier’s check, certified check, or bid bond as stated in the contract document. Bid deposits are returned to the bidders, after the bid opening, according to the terms of the contract documents.

Opening of Contract Bids

All formal bids are opened and read publicly by the Director of Procurement and Materials Management, or designee, at the specified time, date and place set forth in the invitation to bid. Bid results are available at the Department of Procurement and Materials Management, 5th floor of the main office building, or in Bid Results, as soon as possible following the bid opening.

Bid Deposit Policy

The MWRD implemented a new bid deposit policy in July of 2019 as outlined below:

Bid deposits shall NOT in any event be required for the following classes of contracts unless upon determination of the Director of Procurement and Materials Management that the time of delivery or such other critical circumstance warrants the imposition of a bid deposit requirement:

  • Contracts which are emergency, sole source procurements or negotiations
  • Contracts for materials, supplies and equipment
  • Contracts for the purchase of standard manufactured motor vehicles
  • Contracts for replacement parts or services for equipment that depend upon requirements
  • Contracts for professional services including Architectural and Engineering Consultants
  • Contracts for maintenance and repair services

Each contract document will notify a bidder if a bid deposit is required or not required.

Multi-Project Labor Agreement

On April 20, 1995, and as revised on October 6, 2017, the Board of Commissioners of the MWRD approved passage of a multi-project labor agreement (MPLA) with the Chicago and Cook County Building and Construction Trades Council to utilize union trades people where applicable. The agreement will apply to construction projects and the MWRD reserves the right to determine which contracts are included in the agreement. If the agreement is applicable to the contract, it will be stated in the invitation to bid in the contact document. 

Multi-Project Labor Agreement (Lake County)

On October 12, 2017, the Board of Commissioners approved passage of a multi-project labor agreement (MPLA) for construction work and/or repair and maintenance work located in Lake County, Illinois. If the agreement is applicable to the contract, it will be stated in the invitation to bid in the contact document. 

Lockport Powerhouse and Lockport Controlling Works Project Labor Agreement

On December 19, 2018, the Board of Commissioners approved passage of a Lockport project labor agreement (PLA) for construction work and/or repair and maintenance work located at the Lockport Powerhouse and Lockport Controlling Works. If the agreement is applicable to the contract, it will be stated in the invitation to bid in the contact document. 

Process of Accepting and Awarding Contract Bids

The following is a general overview of the process:

After the opening of contract bids, contract bid status is made available online, in Bid Results. Upon identifying an apparent low bidder, post qualification data forms will be mailed to the apparent low bidder by the Director of Procurement and Materials Management. These forms must be completed and returned to the Department of Procurement and Materials Management within 21 days.

Subsequent to the receipt and approval of the bid and requested data, a recommendation for award to the lowest responsive and responsible bidder will be made to the MWRD’s Board of Commissioners. Upon approval of the contract by the Board of Commissioners, the Director of Procurement and Materials Management will notify the successful bidder via issuance of a purchase order or an official notification of award letter. Board award information is also available online in Awarded Contracts. The department for which the service and/or commodity is provided will then administer the performance of the contract to its completion.

As a public agency, the Metropolitan Water Reclamation District welcomes all suppliers to participate in the open bidding process for contractual projects.

The MWRD encourages all potential suppliers to use the guidelines provided to assist them in future bidding efforts.

The Metropolitan Water Reclamation District of Greater Chicago encompasses an area of approximately 850 square miles. It is one of the largest governmental bodies in the state of Illinois, with seven treatment facilities reclaiming nearly 1.6 billion gallons of wastewater daily.

Governed by a nine-member Board of Commissioners, policies and day-to-day operations of the MWRD are implemented by the Executive Director and nine operating departments, including the Department of Procurement and Materials Management.

The Director of Procurement and Materials Management is the chief officer of the Department of Procurement and Materials Management. The Director of Procurement and Materials Management is responsible for all procurement of construction contracting, services, products and materials used by the MWRD as well as supervisory management of inventory control and storeroom operations.

This guide catalogs the procurement opportunities offered by the MWRD which often averages more than $130 million/year.

Construction Services

Below is a sample list of construction services which the MWRD requires on an as needed basis:

Agricultural Services Marine Work
A/C, Heating, Ventilating (HVAC) Masonry Contractors
Acoustical Contractors Mechanical Contractors
Alterations (Office/Building Remodeling) Miscellaneous Metal Work-Ornamental Iron
Asbestos Abatement Contractors Painting
Boiler Installations, Maintenance and Chimney Builders Paving
Carpentry Contractors Piping and Boilermakers
Cement Gun-Gunite Work Plant Maintenance and Repair
Concrete Plastering Contractors
Drilling, Boring-Sub Surface Plumbing Contractors
Electrical Railroad Maintenance and Construction
Excavating and Grading Road Construction
Fencing Contractors Roofing and Waterproofing
Floor Laying/Resurfacing Contractors Sheet Metal Contractors
General Construction Structural Steel Contractors
General Contractors Tuckpointing, Building Cleaning, Masonry
Insulation Underground Construction-Sewers
Land Reclamation, Sludge Hauling Waterproofing Contractors
Landscaping  

General Services

Below is a sample list of services which the MWRD requires on an as needed basis:

Advertising Agencies Laundries and Linens
Air Charter Machine Shops
Associations Machinery Moving-Millwrights
Auditors Mailing
Auto Repairs Magazine Sub. Agencies
Auto and Truck Lubrication Mechanical Equipment Repair
Binding Microfilming
Bus Leasing Monitoring Radio and TV Programs
Carpet Cleaning Motion Picture Service/Audio Visual
Caterers Motor Repair
Communication Equipment Repair Newspapers
Computer Terminal Repair News Reprints-Newspapers
Computer Hardware/Peripheral Buyers Nursing
Consulting-Engineering Office Machines-Maintenance/Service
Consulting-Legal Parking Lots
Consulting-Medical Personnel Training
Consulting-Soil Engineering Photo Finishing
Consulting-Water Conditioning Photography
Consulting-Miscellaneous Photography-Aerial
Court Reporting Plumbers
Data Processing-Programming Public Relations
Data Processing-Software Public Utilities
Delivery Pump Repair
Electrical Repairs Scavengers
Electronic Equipment Repairs Sewer Cleaning, Repair, TV Inspections
Elevator Maintenance Sharpening Service
Employment Sheet Metal Work
Exterminating Snow Removal
Furniture Repair and Upholstering Stream Maintenance
Graphic Design Surveying-Land
Guard Service Tank Repair
Hazardous Waste Disposal Testing Services
Heavy Equipment Repair Testing Services-Soil
Hydraulic Equipment Repair Tool Rentals
Industrial Cleaning Tool Repair
Information Technology Truck Repair
Inspection Valve Repair
Instrument Repair Weather Forecasting
Insurance Weed Control
Janitorial Welding
Laboratory Equipment Repair Window Cleaning

Products and Materials

Below is a sample list of products and materials which the MWRD requires on an as needed basis:

A L (Cont.)
Absorbents Locks and Locksmiths
Aggregates Locomotive Parts, Sales and Service
Alarm Systems Lubricants
Analyzers-Oxygen Lubrication Equipment
Appliances Lumber
Art Supplies M
Audio Visual Equipment Machinery
Auto/Truck Parts and Supplies Maps
Awards/Promotional Merchandise Marking Devices
B Marine Supplies
Batteries Material Handling Equipment
Bearings Matting
Belting Medical Supplies
Blowers Metals, Nonferrous
Boats-Sales, Service and Storage Meters
Books Mill Supplies
Bottles (Laboratory) Mixers
Building Materials Motors-Electric
Bulletin Boards, Chalkboard, Nameplates O
Burners Office Furniture and Equipment
C Office Machines
Cabinets (Lockers; Kitchen, Office Equipment) Office Supplies
Cable-Sector Lead Covered P
Carbon Products Packaging Supplies
Carts/Personnel Packing-Mechanical
Casters Paint and Paint Equipment
Casting and Repair Pallets and Containers
Centrifuges and Repairs Paper-Printing
Charts-Recording Paper Towels and Paper Products
Chemical Process Equipment Paving Materials
Chemicals Pesticides and Insecticides
Chemicals-Laboratory Petroleum Products and Solvents
Chemicals-Odor Control Photographic Supplies and Repairs
Chemicals-Sewage Treatment Pipe-Miscellaneous
Chemicals-Water Treatment Pipe-Plastic
Chemicals-Weed Killing Pipe-Stainless Steel
Chlorinators-Proport. Equipment Pipe, Valves and Fittings
Chromatographs Plastics-PVC Sheets, Flexi-Glass
Cloth-Wiping Non-Woven Disp. Plastics-Fabricated Parts
Clothing-Protective Plumbing Equipment and Supplies
Coatings-Plastic Police Supplies
Coatings-Chemical Pollution Control Equipment
Compressors Polymers
Computer Equipment Power Transmission Components
Concrete Products Printers
Concrete-Ready Mix Printing Equipment and Supplies
Construction Equipment and Supplies Publications
Controls-Electrical Pump Parts
Controls-Electronic Pumps
Controls-Gas R
Controls-Miscellaneous Rags
Controls-Pneumatic Railings
Controls-Pressure R.R. Repairs, Equipment and Supplies
Controls-Temperature Railroad Ties
Copy Equipment and Supplies, Microfilm, Photocopy Refractories
Cranes Refrigeration Supplies
D Rope
Data Processing Supplies Rope-Wire
Decals Rubber Products
Door and Door Repairs S
Dredges Safety Equipment-Industrial
Dry Ice Safety Equipment-Traffic
Dryers Salt
Dyes Sandblasting Equipment
E Scales
Electrical Equipment Sealants and Adhesive
Electrical Supplies Seals
Electronic Supplies Security Systems
Engineer Equipment and Supplies Sewage Treatment Equipment
Engines and Repair Sewer-Line Maintenance Equipment
Expansion Joints Shop Equipment
F Signs
Fans Slings
Farm Supplies and Equipment Snow Removal Equipment
Fasteners Spray Equipment
Fencing and Repair Springs
Filter Cloths, Blankets, Bags Steel-Carbon, Stainless and Tool
Filters-Liquid Steel Fabrication
Filters-Air Strainers
Fire Fighting Equipment Surveying Supplies
Flags and Flag Poles T
Floor Covering and Installation Tags and Labels
Floor Machines Tanks
Floor Treating Materials Tapes
Fuel Dispensing Systems, Automated Tarpaulins
Fuel, Oil and Gasoline Telephone and Communications
G Television Monitoring Equipment
Gases-Industrial and Specialty Testing and Research Equipment
Gases-Propane Thermometers
Gaskets Timers
Gauges Tires
Gear Motors Toilets-Portable
Generator Sets-Diesel Powered Tools-Electric
Glass, Glass Products and Glaziers Tools-Miscellaneous
Graphic Arts Supplies Tractors
Gratings Trailers-Mobile Office
H Trailers-Parts and Service
Hardware Tubes and Fittings (Test Tubes, Etc.)
Heat Exchangers Tubes-Boiler and Condenser
Heating, A/C and Ventilation Supplies Turbines
Heavy Equipment U
Hoists and Repair Uniforms
Hose and Hose Fittings V
Hydraulic and Pneumatic Components Valve Operators
I Valves-Solenoid
Instruments W
Insulation and Pipe Covering Water-Bottled
Irrigation Equipment Water Coolers
J Water Sampling Equipment
Janitorial Supplies Water Treatment Equipment
L Welding Supplies and Equipment
Laboratory Equipment and Supplies Well Service and Supplies
Ladders and Scaffolding Winches
Lamps and Lighting Products Window Treatments-Sales, Cleaning and Repairs
Lawn Equipment and Supplies Wire
Library Supplies Wire Mesh
Lifting Trucks Word Processing Equipment

Surplus Material for Sale

In conjunction with the State of Illinois, the Department of Procurement and Materials Management has implemented an online auction service known as iBid. This tool enables the MWRD to dispose of surplus and obsolete materials and equipment in a timely manner. This includes district vehicles available for sale. Below is the link that will provide you with additional information regarding the program.

To view the iBid website, click here

Darlene A. LoCascio
Director of Procurement and Materials Management
Darlene.LoCascio@mwrd.org
312-751-6600

Stanley E. Bachusz
Assistant Director of Procurement and Materials Management
312-751-6610

Michael Simkhin
Head Buyer
312-751-6619

John Darcy
Stores and Inventory Manager
708-588-4271

Jeff Holdman
Materials Planning Administrator
708-588-3701

Buyers
John J. Kappel, Senior Buyer, 312-751-6622
Stanley Kawa, Senior Buyer, 312-751-6609
David Phillips, Senior Buyer, 312-751-6623
Kimberly Piper-Cannon, Senior Buyer, 312-751-6616
Ethan Sinnema, Senior Buyer, 312-751-6617
Clement Cherian, Buyer, 312-751-6631
Jonathon Doyle, Buyer, 312-751-6630
Erin Mersch, Buyer, 312-751-6615
Nancy Polzin, Buyer, 312-751-6624
Contract Information Desk, 312-751-6643