[CC 1997 §2.43; Ord. No. 994-73, 7-1-1973; Ord. No. 1110-75, 4-29-1975; Ord. No. 1652-83, 8-17-1983; Ord. No. 1731-84, 6-20-1984; Ord. No. 2743-96, 4-17-1996; Ord. No. 3569-04 §1, 8-18-2004; Ord. No. 3713-06 §1, 1-4-2006; Ord. No. 3726-06 §1, 2-15-2006; Ord. No. 3727-06 §1, 2-15-2006; Ord. No. 4306-13 §1, 10-16-2013]
No purchase, purchases or contracts for services of any kind or description, payment for which is to be made from funds of the City, shall be made by the purchasing agent, City Manager, or any officer, employee or agent of the City, except in the manner hereinafter set forth.
To One thousand five hundred dollars ($1,500.00), inclusive. Whenever any contemplated purchase or contract for services is for the sum to one thousand five hundred dollars ($1,500.00), inclusive, the City may order the item or items as needed without any further formality, and final approval of the purchase or contract shall be by the department director.
One thousand five hundred one dollars ($1,501.00) to five thousand dollars ($5,000.00), inclusive. Whenever any contemplated purchase or contract for services is for the sum of one thousand five hundred one dollars ($1,501.00) to five thousand dollars ($5,000.00), inclusive, at least three (3) bids for the items or services shall be solicited. Such solicitations may be orally obtained, and the City may purchase items or contract for services from the lowest responsible bidder. Final approval of the purchase or contract shall be by the department director.
Five thousand one dollars ($5,001.00) to fifteen thousand dollars ($15,000.00) inclusive. Whenever any contemplated purchase or contract for services is for the sum of five thousand one dollars ($5,001.00) to fifteen thousand dollars ($15,000.00), inclusive, at least three (3) written bids for the items or services shall be submitted in bid form. The City may purchase items or contract for services from the lowest responsible bidder. Final approval of the purchase or contract shall be by the City Manager.
Fifteen thousand one dollar ($15,001.00) or more. Whenever any contemplated purchase or contract for services is for the sum of fifteen thousand one dollars ($15,001.00) or more, there shall be published in one (1) issue of a newspaper, of general circulation in the City, a notice inviting bids. Said notices shall be published at least ten (10) days prior to the date set for the receipt of the bids. The notice herein required shall include a general description of the articles to be purchased or services performed and the time and place for opening bids. In addition, a notice shall be posted in the City Hall of Hazelwood, Missouri, inviting bids and may also be mailed to all responsible prospective suppliers of the items to be purchased or services performed. A copy of the notice shall be inserted in the newspaper as hereinbefore required. Final approval of the purchase or contract shall be by affirmative vote of a majority of the City Council.
Bidding. The City and all parties contracting with the City shall follow the procedure hereinafter set forth in relation to all bids required under Subsections (3) and (4):
All notices and solicitation of bids shall state the time and place for opening.
All bids shall be submitted sealed and shall be identified as bids on the envelope.
All bids shall be opened in public at the time and place stated in the public notice.
A tabulation of all bids received shall be posted in the City Hall for public inspection.
The City shall have the authority to reject any and all bids and parts of all bids and readvertise or resolicit bids.
Determining lowest responsible bidder. Unless there is an exercise of the right of rejection, the purchase or contract shall be made from and with the lowest responsible bidder for any article or to the lowest responsible bidder for the entire purchase or contract for any part thereof. In determining the lowest responsible bidder, the following shall be considered:
The ability, capacity and skill of the bidder to perform the contract or provide service required.
Whether the bidder can perform the contract or provide the services promptly or within specified time, without delay or interference.
The quality of performance of previous contracts or services.
The previous and existing compliance by the bidder with laws and ordinances of the City.
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 service.
Performance bond. The City shall have the authority to require a performance bond, in cash or otherwise, for such amount as it may deem sufficient to secure the execution of the contract of furnishing supplies or services for the best interest of the City.
Emergency purchases. In case of an emergency which requires immediate purchases of supplies or services and time is of the essence, the City Manager shall be empowered to authorize or secure the services needed without complying with procedures as set forth above. A full report in writing of the circumstances of an emergency purchase shall be filed by the City Manager with the City Council.
Forms. The City Manager shall prescribe and maintain such forms as he shall find necessary to the operation of this Section.
This Section shall not apply to professional services, and the requirements herein shall not be required in the employment of professional services, of any professions except engineers, architects and land surveying services.
In the procurement of engineering, architectural and land surveying services, the City shall, in their requests for proposals to secure such services, set forth a written draft of the scope of desired services and require the following items:
A resume of the firm's qualifications and performance data.
The capacity and capability of the firm to perform the work in question, including specific services, within the time limitations fixed for the completion of the project, including full cost proposals.
Past record of the performance of the firm with respect to such factors as control of costs, quality of work and ability to meet schedules.
The firm's proximity to and familiarity with the area in which the project is located.
Dates the firm was authorized to conduct business and registered in the State of Missouri in their particular profession.
After securing the above information, the City shall determine the firm considered best qualified and capable of performing the desired work and negotiate a contract for the project with the firm selected.
If the City is unable to negotiate a contract with the firm selected, negotiations with that firm shall be terminated and the City shall undertake negotiations with another of the qualified firms.
If there is a failing of contract with the second (2nd) firm, negotiations with such firm shall be terminated and the City shall undertake negotiations with a third (3rd) qualified firm.
If the City is unable to negotiate a contract with the third (3rd) firm, the City shall reevaluate the necessary architectural, engineering or land surveying services and once again prepare a list of qualified firms and proceed in accordance with this Section.
Cooperative purchasing. This Section and requirements herein shall not apply to purchases made by, through or with the Division of Procurement of the State of Missouri or in cooperation with another governmental entity.
Public biddings and auctions. The City may participate in public biddings and auctions without formal compliance with the requirements contained herein if such participation is approved by the City Council and price quotes for comparable items have been previously obtained and such purchases at public biddings and auctions shall not exceed the price quotes.