[CC 1984 §2-460; Ord. No. 3140 §2-251; Ord. No. 3545 §1, 3-19-1979; Ord. No. 4218 §1, 7-5-1988; Ord. No. 4462 §1, 10-5-1992]
Purchases less than two thousand dollars ($2,000.00) may be authorized by a department head.
[CC 1984 §2-461; Ord. No. 3140 §2-252; Ord. No. 3545 §1, 3-19-1979; Ord. No. 4218 §1, 7-5-1988; Ord. No. 4462 §1, 10-5-1992]
For purchases from two thousand dollars ($2,000.00) to five thousand dollars ($5,000.00), a department head shall solicit, orally or in writing, at least three (3) bids, either oral or written non-sealed, for the item or items. The execution of the bid requirement shall be documented by the department head on a form provided by the office of the City Clerk and attached to the purchase order.
The department head may then award the purchase or contract for services to the lowest responsible bidder who submits the bid which is most advantageous to the City.
[CC 1984 §2-462; Ord. No. 3140 §2-253; Ord. No. 3545 §1, 3-19-1979; Ord. No. 4218 §1, 7-5-1988; Ord. No. 4462 §1, 10-5-1992]
For purchases from five thousand dollars ($5,000.00) to ten thousand dollars ($10,000.00), a department head shall solicit, orally or in writing, at least three (3) non-sealed written bids for the item or items.
The department head may then, with the approval of the City Manager, award the purchase or contract for services to the lowest responsible bidder who submits the bid which is most advantageous to the City.
[CC 1984 §2-463; Ord. No. 3140 §2-254; Ord. No. 3545 §1, 3-19-1979; Ord. No. 4218 §1, 7-5-1988; Ord. No. 4462 §1, 10-5-1992]
Whenever any contemplated purchase or contract for services is reasonably anticipated to cost more than ten thousand dollars ($10,000.00), the department head shall cause to be published in one (1) issue of two (2) newspapers of general circulation in the St. Louis metropolitan area a notice inviting sealed bids; said notice shall be published at least ten (10) days prior to the date set for receipt of bids. The notice herein required shall include a general description of the articles to be purchased or the services to be performed, and the time and place for opening of sealed bids. In addition, the notice shall be sent via certified mail to at least five (5) responsible prospective suppliers of the item to be purchased or services to be performed, including all suppliers of such items with whom the City has done business within the preceding two (2) years. If five (5) responsible suppliers cannot be reasonably located, the department head shall certify that fact to the City Manager upon presentation of the bids. Notice of the invitation to bid shall be posted in the lobby of City Hall.
Sealed bids shall be received by the appropriate department head and shall be identified as bids on the envelope. The bids shall be opened in public at the time and place stated in the invitation to bid and in any public notice before at least two (2) City witnesses; and after the opening, the department head shall tabulate all bids received and shall file a written report of the bids with the City Manager together with his/her written recommendations as to whom the City Manager should award the contract.
When deemed necessary by the department head, or when directed by the City Manager, bid deposits shall be prescribed in inviting bids. A successful bidder shall forfeit any surety required by the City upon failure on the bidder's part to enter into a contract within ten (10) days after the award, and the invitation to bid shall so state. An unsuccessful bidder shall be entitled to return of his/her surety.
The City Manager, upon receiving the tabulation and recommendation of the department head, shall award the contract to the lowest responsible bidder but shall have the right to reject any and all bids.
The following shall be the minimal guidelines in determining the lowest responsible bidder:
The ability, capacity and skill of the bidder to perform the contract or provide the services required.
Whether the bidder can perform the contract or provide the services promptly or within the time specified, without delay or interference.
The character, integrity, responsibility, judgment, experience and efficiency of the bidder.
Whether the bidder is in default on the payment of taxes, licenses or other monies due the City, and this factor alone shall justify disqualification.
The quality and performance of previous contracts or services.
The previous and existing compliance by the bidder with laws, the provisions of this Code and other City ordinances relating to the contract services.
The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service.
The quality, availability and adaptability of the supplies or contractual services to the particular use required.
The ability of the bidder to provide, where applicable, future service and maintenance of equipment which is the subject of the contract.
The number and scope of conditions attached to the bid.
[CC 1984 §2-464; Ord. No. 3140 §2-255; Ord. No. 3545 §1, 3-19-1979; Ord. No. 4218 §1, 7-5-1988]
Single-Source Purchases. In the event there is only one (1) acceptable vendor capable of furnishing a particular service or commodity, the department head may be authorized to procure such service or commodity without bidding. The department head shall document the particular facts which make the item a single-source purchase, and the purchase shall be approved by the City Manager.
Emergency Purchases. Where an emergency situation requires immediate purchase of supplies or services and time is of the essence, the department head is authorized to procure the supplies or services needed without following the bidding procedures. The department head shall maintain a written record of the circumstances surrounding emergency purchases, and the purchases shall be approved by the City Manager.
Situations Calling For Competitive Negotiations. Where it can be demonstrated that the City receives the best value on a purchase through informal discussion and bargaining rather than through the conventional bidding process, the department head need not follow the conventional bidding process exclusively. Such purchases shall be documented by the department head and given prior approval by the City Manager. Examples would include, but not be limited to, circumstances where time is a crucial factor, when the procurement involves high technology items, or when there is obvious inherent economy in purchasing from a particular vendor.
Cooperative Purchasing. The purchasing procedures established shall not apply to purchases made by, through, or with the Division of Procurement of the State of Missouri, the Purchasing Department of St. Louis County, or any other governmental agency or unit with whom the City is permitted to engage in cooperative purchasing. A department supervisor has the authority to join with any other governmental unit in cooperative purchasing when the best interests of the City shall be served by such cooperative purchasing.
Confidential Expenditures. Confidential expenditures such as payments to informants, purchase of materials as evidence (such as narcotics), or other uses as may be required by law enforcement personnel working in an undercover capacity cannot be subject to normal purchasing procedures. All such disbursements made shall be approved by the Chief of Police and the City Manager and shall be documented by written vouchers showing date, amount, nature of expenditure, signature of requesting officer or agent, and approval of the Chief of Police.
Professional Services And Real Estate. Specifically excluded from the provisions of the City's purchasing policy are the procurement of real estate and professional services.
[CC 1984 §2-475; Ord. No. 3140 §2-256; Ord. No. 3545 §1, 3-19-1979; Ord. No. 4218 §1, 7-5-1988]
Except in cases where they are not as restrictive as the City's purchasing regulations, applicable State and Federal laws shall supersede any regulations of the City of Richmond Heights concerning purchasing.
[CC 1984 §2-476; Ord. No. 3140 §2-257; Ord. No. 3545 §1, 3-19-1979; Ord. No. 4218 §1, 7-5-1988]
No contract or purchase shall be subdivided to avoid the requirements of the City's purchasing policy.
All City employees purchasing goods, supplies and services for use by the City of Richmond Heights, Missouri, are encouraged and urged, to the greatest extent possible, to purchase such goods, supplies and services from businesses located within the boundaries of the City of Richmond Heights, Missouri, as long as the costs of said items are within ten percent (10%) of the prices for these same items offered elsewhere.