This page is designed to inform vendors on how to do business with the College of DuPage. Procurement Services 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.
Current Bids/RFPs
We encourage our vendors to always check our website for upcoming bids and RFPs. Explore open Bids and RFPs by clicking the link below.
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 Procurement Services Website.
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 Procurement Services Website.
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 Procurement Services Website.
Bid Opening
Bid documents are publicly opened and read aloud by the Procurement Services 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.
Postponement of Bid/RFP Openings
In the event of a College closure due to an emergency, inclement weather, or unanticipated events any bids due on the day of the closure will be due the next business day on which normal processes resume at the same time of day as the original due date.
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. Successful vendors will be notified by Procurement Services. All of our award information is published on the College’s website within a few days after being awarded by the Board of Trustees monthly meeting that is held on the third Thursday of each month.
You can monitor the Purchasing website in order to find the award information you are looking for by clicking on View Current Bids/RFPs.
Invoicing and Payments
Procurement Services does not process payments. Invoices are processed by the Accounts Payable department. Payments are made via ACH electronic transfer. 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.
College of DuPage is making considerable efforts to move towards a more efficient and streamlined process for our vendor payments. Per our Purchase Order terms and conditions, submit all invoices directly to our Accounts Payable Department.
Invoices must be sent in PDF format to invoicing@cod.edu to ensure proper approval routing and expedited payments.
Submission of Invoices Instructions
Invoices must be sent in PDF format to invoicing@cod.edu to ensure proper approval routing and expedited payments.
- One invoice per email is required
- Invoices must be submitted electronically in PDF format only
- Purchase Order Numbers must be clearly indicated on the invoice
ACH Payments
For safe, efficient, and faster processing of payments, we encourage our vendors to sign up to receive ACH payments through our secured website free of charge. ACH or Automated Clearing House is an electronic network for processing transactions. Once payments have been approved, they are directly deposited into vendor’s accounts the following business day.
Please submit requests to be set up to receive ACH payments to purchasing@cod.edu
Contact Accounts Payable at invoicing@cod.edu or (630) 942-2228 for any invoice or payment related questions.
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.
Blackout Period
After the College has advertised for bids, no 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.
Sales Contacts
It is requested that you make Procurement Services your first contact. Appointments are strongly encouraged. Procurement Services 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 Procurement Services. Any order processed without an authorized purchase order number shall be solely at the vendor's risk.
Dining Services and the Bookstore
Dining Services (cafeteria) and the Bookstore are responsible for their own purchase of supply items and books.
Contact Information
College of DuPage Procurement Services
Institutional Resource Center (IRC), Room 1001
425 Fawell Blvd.
Glen Ellyn, IL 60137
Map and Directions to IRC
Phone: (630) 942-2217
Hours
Monday to Friday: 8:30 a.m. to 5 p.m.