[R.O. 2012 §145.010; Ord. No. 481 §1, 2-6-2001; Ord. No. 759, 7-12-2022]
A.
The Director of Purchasing shall be the City Administrator, or their
designee, who shall be responsible for the procurement and acquisition
of all materials, supplies, equipment, contractual services, and insurance
(acquisition of real estate and certain professional services including,
but not limited to, accountants, architects, attorneys, physicians
or other services requiring expert or specialized knowledge or skill,
planning consultants, insurance advisors and brokers, landscape architects
and designers are outside the scope of these regulations). Questions
of interpretation of these regulations or questions on procedures
in purchasing not specifically stated herein shall be referred to
the City Administrator.
B.
A purchase order or contract shall be valid only when signed by the
Director of Purchasing, relevant department head, and the City Clerk,
all of whom shall have determined that there are sufficient funds
appropriated to cover such purchases.
C.
No purchase or contract for services of any kind or description,
payment for which is to be made from funds of the City, shall be made
by the Director of Purchasing, or any officer, employee or agent of
the City, except in the manner hereinafter set forth.
1.
Items estimated to cost twenty thousand dollars ($20,000.00)
or more can be purchased only after obtaining formal written and sealed
bids or by special Council action on sole source, specialized, and
non-standard items. State contracts for goods and services available
through the Missouri Cooperative Procurement Program shall be considered
to have satisfied the sealed bid requirement. Other contracts for
goods or services that have gone through rigorous and satisfactory
bidding processes of other public entities may be accepted upon a
vote of the Normandy City Council.
2.
Items estimated to cost between seven thousand five hundred
dollars ($7,500.00) and nineteen thousand nine hundred ninety-nine
dollars and ninety-nine cents ($19,999.99) may be purchased by the
Director of Purchasing after obtaining three (3) or more written price
quotations.
3.
Items estimated to cost less than seven thousand five hundred
dollars ($7,500.00) may be purchased without quotes. However, it is
encouraged that cursory solicitations be conducted on occasion to
ensure that the City is receiving various items at a competitive market
price.
4.
The City recognizes that there are certain expenses, which occur
monthly and are part of an established contract or service. These
type of expenses include, but are not limited to, natural gas, electricity,
water, sewer, health insurance, dental insurance, life insurance,
retirement fund, refuse collection, facility maintenance, issuing
or replacement of uniforms, issuing or replacement of essential department
gear, and maintenance supplies or materials. These expenditures require
the approval of the Director of Purchasing, department head and Finance
Director. An "Accounts Payable" form or stamp may be used in lieu
of a "Purchase Order" on those items where the contract or service
is part of the current budget.
5.
The City holds charge cards and business charge accounts from
a limited number of vendors. These vendors are primarily used for
small day-to-day purchases. A listing of all business charge/credit
card accounts shall be maintained at City Hall. This list shall identify
those employees who are authorized to use those accounts. Authorization
of purchases that utilize these accounts shall follow the procedures
as outlined in this Section.
6.
All capital expenditures of five hundred dollars ($500.00) or
more are required to be recorded as a fixed asset of the City. Department
heads are directed to maintain an up-to-date fixed asset report, which
should be submitted to the City Administrator on an annual basis.
7.
No contract or purchase shall be subdivided to avoid the dollar limitations specified in Subsection (C)(1) above.
8.
All purchase orders will be validated by the office of the Director
of Purchasing after receipt of a complete purchase order in the manner
specified below. The Director of Purchasing shall examine all purchase
orders and shall have the authority to revise purchase orders as to
quantity or established cost after consulting with the head of the
using department.
D.
The Director of Purchasing and department heads shall take into consideration
the following criteria when expending funds for the City:
1.
Act to procure for the City the highest quality in supplies
and contractual services at the least expense to the City.
2.
Encourage competition and endeavor to obtain as full and open
competition as possible on all purchases and sales.
3.
Exploit the possibilities of buying in bulk so as to take full
advantage of discounts.
4.
Keep informed of current developments in the fields of purchasing,
prices, market conditions and new products, and secure for the City
the benefits of research done in the field of purchasing by other
governmental jurisdictions, national technical societies, trade associations
having national recognition and private businesses and organizations.
All contracts awarded by the Federal, State, County or local governmental
consortiums for the purchase of supplies, materials or contracted
services may be used in lieu of the procedures set out in this policy
when the best interests of the City would be served.
5.
Act so as to procure for the City all Federal tax exemptions
to which it is entitled.
6.
Disqualify vendors who default on their quotations and restrict
them from receiving any business from the City for a certain period
of time.
[R.O. 2012 §145.020; Ord. No. 481 §1, 2-6-2001; Ord. No. 759, 7-12-2022]
A.
While the final responsibility for purchasing rests with the Director
of Purchasing, all departments will be required to participate in
the development and procurement of open, competitive bidding on the
procurement of all items purchased by the City.
B.
While the final responsibility for purchasing rests with the Director
of Purchasing, all departments are responsible to ensure that goods
and services purchased by the City shall be purchased from merchants
and businesses located in the City, unless such goods or services
are not available in the City or such goods or services may be purchased
outside the City at a savings of five percent (5%) or more. In addition,
the department head shall also be responsible to ensure goods purchased
by the City shall be American made, unless such goods are not available
as American made goods or foreign goods may be purchased at a savings
of five percent (5%) or more. The department head is also encouraged,
at their discretion, to give preference to minority-owned business
enterprises or vendors with green or carbon neutral initiatives.
C.
For purchases anticipated to cost the sum of or in excess of twenty
thousand dollars ($20,000.00) the Director of Purchasing shall handle
the paperwork necessary in the advertising for bids, consideration,
and award of the contract and the development of the contract for
the purchase. The departments shall be responsible for development
of specifications as instructed by the Director of Purchasing and
for assisting in the development of a list of potential bidders.
D.
For purchases anticipated to cost less than twenty thousand dollars ($20,000.00) the department shall be responsible for the solicitation of informal bids. Whenever possible, at least three (3) and preferably more sources shall be contacted. In every case, all interested vendors are to be given an opportunity to submit a quote. The purchase order (see Section 145.050 below) is to be completed in detail. All sources contacted for quotations shall be noted. The Director of Purchasing will, when deemed necessary, solicit additional quotations, spot check prices noted on the purchase order, and take such measures as are necessary to assure that fair and equal opportunity is offered to all vendors interested in supplying the City.
E.
Small purchases of one hundred ($100.00) or less can be purchased directly from the department petty cash fund as provided in Section 145.070. It shall be the responsibility of the department head to control the use of petty cash so as to best serve the needs of the City. Purchases may be made from petty cash only for goods or services for which there are line items in the budget.
[R.O. 2012 §145.030; Ord. No. 481 §1, 2-6-2001]
A.
It
shall be the duty of the operating department to prepare written specifications
for open, competitive bidding. Such specifications shall be approved
by the Director of Purchasing or by such knowledgeable person as the
Director of Purchasing may appoint to review the specifications.
B.
The
department head shall have the authority to interview such salesmen
or representatives of manufacturing concerns as he or she may wish
in the development of specifications as long as such interviewing
does not result in a cost to the City.
[R.O. 2012 §145.040; Ord. No. 481 §1, 2-6-2001]
B.
If Subsection (A)(2) is selected, an interdepartmental transfer of funds can be made after a request for transfer of funds is filled out and signed by the department head and approved by the Director of Purchasing.
C.
If Subsection (A)(3) is selected, the request for an additional appropriation must be fully explained in a memo that will set forth the need and justification for the purchase. If, after review of the request, the Director of Purchasing agrees the request is justified, it shall be submitted to the Council who must approve the appropriation.
[R.O. 2012 §145.050; Ord. No. 481 §1, 2-6-2001; Ord. No. 759, 7-12-2022]
A.
The purchase order will be the basic form of concern to the department
head since it will serve as the means by which the department will
inform the Director of Purchasing of the needs of the department.
B.
Purchase orders should be prepared far enough in advance so as not
to create an emergency. This will permit the procurement of competitive
prices and the best materials at the right price in time to meet the
anticipated need. Request for bids for items of more than twenty thousand
dollars ($20,000.00) should be submitted at least six (6) weeks in
advance of the time the materials or services will be needed. Delivery
of many goods will demand advance planning and early ordering.
C.
The purchase order is to be completed with the name and address of
the suggested vendor, the cost from the vendor, the quantity, description
of the material, the account to be charged, other prices obtained,
and the address to which the material is to be delivered.
D.
The completed purchase order is then given to the City Clerk who
reviews the purchase order as submitted, checking the account number
and verifying that monies are available in the budget under the account
number as shown.
E.
The purchase order will then go to the Director of Purchasing for
approval or disapproval. If approved, the purchase order will be signed,
distributed to the vendor, and a record shall be kept of the purchase
order.
F.
When Required. Purchase orders shall not be required for purchases less than or equal to three hundred dollars ($300.00). Purchase orders are not required for reoccurring fees as outlined in Section 145.010(C)(4).
[R.O. 2012 §145.060; Ord. No. 481 §1, 2-6-2001]
A.
Emergency
purchases will happen and must be handled. Emergency purchases are
defined as those purchases, which must be made in order to prevent
the loss of life, or to protect a service that simply cannot be stopped
or delayed. Emergency purchases do not include items that are discovered
to be needed at once simply because a department head forgot to order
an item ahead of time.
B.
When
it is necessary to make an emergency purchase, the procedure will
be to call the Director of Purchasing for oral approval, then proceed
with the purchase. A purchase order complete with all the details
of the purchase and marked "confirming emergency order of (date)"
will then be submitted. An emergency purchase order cannot exceed
five thousand dollars ($5,000.00) without City Council approval.
C.
If,
for some reason, it is impossible to reach the Director of Purchasing,
for example, on a weekend or in the evening, the department head can
order the purchase. In this case, the purchase and rationale must
be reported to the Director of Purchasing immediately on the first
(1st) working day after the purchase. A purchase order complete as
to details of the purchase must be submitted. An emergency purchase
cannot exceed five thousand dollars ($5,000.00) without City Council
approval.
[R.O. 2012 §145.070; Ord. No. 481 §1, 2-6-2001]
A.
Minor
purchases (fifty dollars ($50.00) or less) can be made (without a
purchase order) directly from the vendor and paid for from the departmental
petty cash fund. A paid receipt shall be obtained from the vendor
and a petty cash voucher completed and attached thereto.
B.
Departments
may replenish petty cash at reasonable intervals. Department heads
and such persons authorized by the department head in writing shall
be responsible for petty cash funds.
[R.O. 2012 §145.090; Ord. No. 481 §1, 2-6-2001]
A.
When
an order is received, each item will be examined by the department
head, and the quantity and quality noted. An inter-office memo should
be written on any deficiency or unusualness of the order. Reasons
for changes in price should be noted on the invoice or inter-office
memo and forwarded to the Finance Department.
B.
If
a partial shipment is received, the department shall approve the items
received for payment, noting shipping is incomplete on the invoice.
[R.O. 2012 §145.100; Ord. No. 481 §1, 2-6-2001; Ord. No. 759, 7-12-2022]
A.
Supplies, materials, equipment and contractual services shall be
procured only after obtaining formal sealed written bids when the
value of the proposed procurement is in excess of twenty thousand
dollars ($20,000.00) or when directed by the City Council or when
required by the laws of the State of Missouri. The procurement of
several items of the same type at substantially the same time is a
single purchase for the purpose of this regulation and the total cost
of all such items will determine whether formal competitive bidding
procedure must be followed. No contract or purchase shall be subdivided
to avoid competitive bidding procedures. State contracts for goods
and services available through the Missouri Cooperative Procurement
Program shall be considered to have satisfied the sealed bid requirement.
B.
Invitations — Notice. Such bids shall be invited through a
notice to be published in at least one (1) local newspaper at least
one (1) time, the first publication to be at least ten (10) days prior
to the date specified for submission of bids. Such notice shall include:
a general description of the items to be purchased; the conditions
of such purchase; the place specifications and bid forms may be secured;
the time and place for submitting such bids; and the time and place
for acceptance of bids. The Director may also solicit bids by mailing
copies of the specifications and bidding documents to prospective
vendors by mail. The Director shall make available to prospective
bidders, and encourage the use of envelopes for the submission of
bids, such envelopes to be of a size conspicuously larger than a No.
10 envelope, conspicuously colored to attract the attention of any
person who receives them in the mail, identified in large letters
on the cover as containing bids, with a blank space to be filled in
to show the specified date for submission of the bid, addressed to
the Director of Purchasing or department head.
C.
The Director of Purchasing may advertise for sealed bids: (1) for
any item for which an appropriation has been made in the annual budget
for the City; or (2) upon resolution of a majority of the members
of the City Council.
D.
Requirements On Sealed Bids. All bids shall be sealed, shall be identified
as bids on the envelope, and shall be submitted within the time and
at the time stated in the public notice inviting bids. Any person
delivering a bid shall be directed to hand it to the City Clerk or
such person designated for receipt of bids. Any mail identified as
a bid shall be segregated promptly from all other mail and delivered
to the person designated for the receipt of bids. The time of receipt
of each bid shall be entered by that person on the envelope containing
such bid. The City Clerk, or person designated, shall promptly place
all bids in a safe place, designated to be retained until opened.
E.
The City Clerk shall open all bids as soon as practical after the
time to submit bids has expired and shall, in conjunction with the
head of the using agency, prior to the next regular meeting of the
Council after the bid time expires, prepare a summary of all bids,
including a review of the facts. All bids received shall be made available
for inspection as a public record.
F.
Presentation To The Council Of Bids For Award. After presentation
of the available data, the City Council at a regular or special meeting
may award the contract in the best interest of the City for the goods
or services to be procured; however, the City Council may have the
authority to reject all bids.
G.
Contract Required After Award. Subsequent to the award by the City
Council the Director of Purchasing shall, by purchase order and/or
formal contract, enter into an agreement with the bidder selected
by Council for procurement of the goods and services to be procured.
H.
Requirements For Bid Deposits. When deemed necessary by the Director,
bid deposits may be required. Said deposits may be required to be
in the form of a certified check or bid bond and may be for an amount
not exceeding one thousand dollars ($1,000.00) or ten percent (10%)
of the amount of the bid, whichever is greater. When so requested,
all bids not accompanied by such deposit shall be rejected. Such bid
deposit shall be returned to all bidders upon execution of a contract
with, or issuance of, a purchase order to the successful bidder. A
successful bidder shall forfeit their deposit if they fail to enter
into a contract within thirty (30) days after the award.
I.
Requirement Of Performance Bond. The successful bidder may be required
to post a performance bond whenever the same is deemed appropriate
by the Director of Purchasing; provided, however, such requirement
must be set forth in the conditions of bidding. Said performance bond
may be in the form of a specified amount or a percentage of the value
of the proposed purchase. The Director of Purchasing shall establish,
in the conditions of bidding, such terms as may be deemed appropriate
to protect the interest of the City of Normandy.
J.
Absence Or Rejection Of Bids. The City Council may, by resolution,
approve negotiated procurement of goods or services of a value in
excess of twenty thousand dollars ($20,000.00) if there have been
no responsive bids to an advertisement for bids, or there is no prospect
of receiving bids and/or if the City Council has rejected all bids.
[R.O. 2012 §145.110; Ord. No. 481 §1, 2-6-2001; Ord. No. 759, 7-12-2022]
A.
The
City Council may, by resolution, approve negotiated procurement of
goods of a value in excess of or equal to twenty thousand dollars
($20,000.00) without requiring formal competitive bids if the Council
determines from all information submitted to it by the Director of
Purchasing and the using agency that such goods are of such specialized
or non-standard nature that they can be acquired only from a sole
source of supply and that no similar goods would reasonably satisfy
the City's requirements.
B.
The
Director of Purchasing may approve goods in value of less than twenty
thousand dollars ($20,000.00) from a sole source, provided the department
acquiring the goods or services writes an inter-office memorandum
stating reasons why only one (1) company can supply the goods or services
requested.
[R.O. 2012 §145.120; Ord. No. 481 §1, 2-6-2001; Ord. No. 759, 7-12-2022]
When professional services in addition to those provided by
the City's officers and employees are required by the City in an amount
greater than or equal to twenty thousand dollars ($20,000.00), investigation
shall be made in the manner directed or approved by the City Council
concerning persons or companies who perform the required service.
On the basis of such investigation, the Council shall then designate
or approve one (1) or more of such persons or companies for negotiation.
The City Council may then, by ordinance, approve a contract for the
required professional service.
[R.O. 2012 §145.130; Ord. No. 481 §1, 2-6-2001]
A.
It
is the responsibility of the Director of Purchasing to review and
investigate all bids and to make a recommendation thereon to the City
Council regarding award of a particular contract or purchase order.
The following criteria will be utilized in making this evaluation:
1.
The ability, capacity and skill of the bidder to perform the contract
or provide the services required.
2.
Determine whether the bidder can perform the contract to provide
the services promptly or within the required time periods without
delay or interference.
3.
The quality of performance of previous contracts or services.
4.
The previous and existing compliance by the bidder with laws and
ordinances of the City.
5.
The financial resources and the ability of the bidder to perform
the contract or provide the services.
6.
The quality, availability and adaptability of the supplies or services.
[R.O. 2012 §145.140; Ord. No. 481 §1, 2-6-2001]
All purchase orders or contracts must be for goods or services
covered by a category in the budget for the current fiscal year as
approved by the City Council. Any purchaser of an item not provided
for in the current fiscal year budget must receive the prior approval
of the City Council. The Director of Purchasing is authorized to approve
all purchases after complying with the competitive shopping requirements
as specified above.
[R.O. 2012 §145.150; Ord. No. 481 §1, 2-6-2001]
The City purchases many items which have a warranty or guarantee
for a certain length of time. Before these items are repaired or replaced,
a specific check should be made as to the warranty or guarantee coverage.
Each department shall maintain an active up-to-date file on such warranties
or guarantees with complete information.
[R.O. 2012 §145.160; Ord. No. 481 §1, 2-6-2001]
A description of equipment to be used as trade-in shall accompany
a purchase order when a trade-in is to be included in the acquisition.
[Ord. No. 759, 7-12-2022]
A.
Vendors who provide services or labor to the City whose services
or fess are expected to total more than six hundred dollars ($600.00)
shall apply to be on the City's registered approved vendor list.
For a vendor to be approved, they must complete an application with
the City that contains the following information:
1.
The name of the business or vendor and their billing and contact
information.
2.
The vendor's tax identification information and business
information.
3.
Name and contact information for billing references.
4.
Information disclosing any blood or marriage relations to elected
officials or City staff.
B.
Applications shall be completed by the vendor and reviewed and approved
by the Director of Purchasing or their designee.
[R.O. 2012 §145.170; Ord. No. 347 §§1 — 2, 10-13-1992; Ord. No. 457 §1, 3-7-2000]
A.
All
business entities contracting with the City of Normandy for construction,
repairs, maintenance and service projects of the City funded with
tax revenues of the City of Normandy are encouraged and urged, to
the extent possible, to employ residents of the City of Normandy to
work on such projects, and are further encouraged to urge their subcontractors
to employ City of Normandy residents on such projects.
B.
The
City of Normandy will encourage all contractors and subcontractors
on City funded projects to implement the policy recommendations of
the Federal Committee on Apprenticeship, United States Department
of Labor, Employment and Training Administration, and shall include
the following language in bid specifications issued by the City:
The City seeks to ensure that the highest quality workmanship
will be performed on its projects and to do so, encourage bidders
to use workmen on the project who have satisfactorily completed apprenticeship
programs developed and operated in accordance with the policy recommendation,
dated January 28, 1992, of the Federal Committee on Apprenticeship,
U.S. Department of Labor, Employment and Training Administration,
Office of Work-Based Learning, Bureau of Apprenticeship and Training
(the "Policy Recommendation"). All bidders are required to certify
in their bids the percentage of their workmen for the project who
have satisfactorily completed such a program for the type of work
they will be performing.
