Procurement and Materials Management

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.

2. Once you are registered, your firm will receive invitations to bid. The MWRD faxes, mails or emails 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.

3. Submit your bid as indicated in the contract documents. Sealed bids are to be uploaded electronically to the Bonfire portal, from the date of the Invitation to Bid, up to 11:00 A.M. on the specified bid opening date. A unique Bonfire link will be given with each contract/RFP, which will be used to upload your submission. 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. Please note that bid openings are no longer conducted with a public audience at the MWRD's main office building. Instead, bid openings will be live-streamed. Click here to view the bid opening and click here to view the bid opening results and bid status. 

4. 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.

5. 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.

6. 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.

7. In an effort to streamline the bidding and award process, vendors can apply for certification throughout the year.  To initialize the process, complete the vendor application and indicate that you are a minority or woman owned business.  Additionally, we are now accepting the City of Chicago and Cook County certifications.  Supplemental documents will be required depending upon the certifying agency. 

For additional information on Doing Business with the MWRD as an M/W/V 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.

Click here for a copy of the brochure.

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 download specifications and bid forms online.  Simply click on Contract Announcements. Upon 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 and/or emailed 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 by fax or email. 

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. 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 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 uploaded electronically to the Bonfire portal 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 construction bids must be accompanied by a bid deposit, payable in the form of a 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. Please note that bid openings are no longer conducted with a public audience at the MWRD's main office building. Instead, bid openings will be live-streamed. Bid results are available 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:

General Services

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

Products and Materials

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

2023 Upcoming Major Contracts

Guidelines For Contractors

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
Ethan Sinnema, Senior Buyer, 312-751-6617
Clement Cherian, Senior Buyer, 312-751-6631
Jonathan Doyle, Senior Buyer, 312-751-6630
Nancy Polzin, Senior Buyer, 312-751-6624
Scott Kowalski, Buyer, 312-751-3003
David Schmid, Buyer, 312-751-3011
Donna Tyes, Buyer, 312-751-3002
Kelley Vaughn, Buyer, 312-751-3012
Contract Information Desk, 312-751-6643

Illinois Certificate of Good Standing Corp/LLC Search

Illinois Tax Registration Inquiry (FEIN Verification)

Surety Information Office (SIO)

Financial Management Services Surety Bond Listing

Doing Business With The State of Illinois

Application to Transact Business in the State of Illinois

National Institute of Government Purchasing (NIGP)

Illinois Association of Public Procurement Officials, Inc. (IAPPO) Local NIGP Chapter

For the Metropolitan Water Reclamation District Act, click here

For the Metropolitan Water Reclamation District Purchasing Act, click here