[CC 1979 §23.010; Ord. No. 435, 2-13-2017]
The City Collector is hereby designated as Purchasing Agent for the City. He/she, when authorized, shall procure for the City bids for supplies and services needed by the City in accordance with the procedures prescribed by this Chapter or required by law. All purchases should be issued a purchase order number, by the City Collector. Invoices should be returned to the City Collector and processed accordingly for payment.
[CC 1979 §23.020; Ord. No. 435, 2-13-2017]
A. 
In addition to the purchasing authority conferred in the preceding Section, and in addition to any other powers and duties conferred by this Code or other ordinance, the Purchasing Agent shall:
1. 
Act to procure for the City the highest quality in supplies and contractual services at the least expense to the City.
2. 
Discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases and sales.
3. 
Keep informed of current developments in the field 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, and by private businesses and organizations.
4. 
Prepare, adopt and maintain a vendors' catalogue file. Said catalogue shall be filed according to materials and shall contain descriptions of vendors' commodities, prices and discounts.
5. 
Exploit the possibilities of buying "in bulk" so as to take full advantage of discounts.
6. 
Act so as to procure for the City all Federal and State tax exemptions to which it is entitled.
7. 
Have the authority to declare vendors who default on their quotations irresponsible bidders and to disqualify them from receiving any business from the municipality for a stated period of time.
[1]
Editor’s Note: Former Section 130.030, Requisitions and Estimates, derived from CC 1979 § 23.030, was repealed 2-13-2017 by Ord. No. 435.
[CC 1979 §23.040; Ord. No. 435, 2-13-2017]
A. 
No officer or employee of the City shall transact any business in his/her official capacity with any business entity of which he/she is an officer, agent or member, or in which he/she owns a substantial interest; nor shall he/she make any personal investments in any enterprise which will create a substantial conflict between his/her private interest and the public interest; nor shall he/she or any firm or business entity of which he/she is an officer, agent or member, or the owner of substantial interest, sell any goods or services to any business entity which is licensed by or regulated in any manner by the City.
B. 
The purpose of this Code of Conduct is to ensure the efficient, fair, and professional administration of Federal grant funds in compliance with 24 CFR; Part (85.36(b.)(3)) and other applicable Federal State standards.
[1]
Editor's Note: As to procedure to disclose potential conflicts of interest for certain officials, Ch. 145.
[1]
Editor’s Note: Former Sections 130.050, Conflicts of Interest – Officers and Employees Not To Deal With Certain Entities, and 130.060, Conflict of Interest – Penalties, which derived from CC 1979 §§ 23.050 – 130.060, were repealed 2-13-2017 by Ord. No. 435.
[CC 1979 §23.070; Ord. No. 435, 2-13-2017]
The Purchasing Agent and every other officer and employee of the City are expressly prohibited from accepting, directly or indirectly, from any person, company, firm or corporation to which any purchase order or contract is or might be awarded any rebate, gift, money, or anything of value whatsoever, except where given for the use and benefit of the City.
[CC 1979 §23.080; Ord. No. 435, 2-13-2017]
All purchases of, and contracts for, supplies and contractual services in excess of two thousand dollars ($2,000.00) and all sales of personal property which has become obsolete and unusable shall, except as specifically provided herein, be based wherever possible on competitive bids.
[CC 1979 §23.090; Ord. No. 435, 2-13-2017]
All supplies and contractual services, except as otherwise provided in this Chapter, when the estimated cost thereof shall exceed five thousand dollars ($5,000.00), shall be purchased by formal, written contract from the lowest responsible bidder after due notice inviting proposals. All sales of personal property which has become obsolete and unusable, when the estimated value shall exceed five thousand dollars ($5,000.00), shall be sold by formal, written contract to the highest responsible bidder after due notice inviting proposals.
[CC 1979 §23.100; Ord. No. 435, 2-13-2017]
A. 
The notice required by the preceding Section shall consist of the following:
1. 
Notice inviting bids shall be published once in at least one (1) official newspaper of the City and at least five (5) days preceding the last day set for the receipt of proposals. The newspaper notice required herein shall include a general description of the articles to be purchased or sold, shall state where bid blanks and specifications may be secured, and the time and place for opening bids.
2. 
The Purchasing Agent shall also solicit sealed bids from all responsible prospective suppliers who have requested their names to be added to a "bidders' list," which the Purchasing Agent shall maintain, by sending them a copy of such newspaper notice or such other notice as will acquaint them with the proposed purchase or sale. In any case, invitations sent to the vendors on the bidders' list shall be limited to commodities that are similar in character and ordinarily handled by the trade group to which the invitations are sent.
3. 
The Purchasing Agent shall also advertise all pending purchases or sales by a notice posted on the public bulletin board in the City Hall.
4. 
The Purchasing Agent shall also solicit sealed bids by:
a. 
Direct mail request to prospective vendors, and
b. 
By telephone.
as may seem to him/her to be in the best interest of the City.
[CC 1979 §23.110; Ord. No. 435, 2-13-2017]
Bids shall be submitted sealed to the City Collector and shall be identified as bids on the envelope. They shall be opened in public at the time and place stated in the public notices. A tabulation of all bids received shall be posted for public inspection.
[CC 1979 §23.120; Ord. No. 399, 2-10-2014; Ord. No. 435, 2-13-2017]
A. 
Contracts shall be awarded to the lowest responsible bidder. Bids shall not be accepted from, nor contracts awarded to, a contractor who is in default on the payment of taxes, licenses or other monies due the City. In determining "lowest responsible bidder," in addition to price, the following shall be considered:
1. 
The ability, capacity and skill of the bidder to perform the contract or provide the service required;
2. 
Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;
3. 
The character, integrity, reputation, judgment, experience and efficiency of the bidder;
4. 
The quality of performance of previous contracts or services;
5. 
The previous and existing compliance by the bidder with laws and ordinances relating to the contract or service;
6. 
Based on the discretion of the Board of Aldermen.
[Ord. No. 435, 2-13-2017]
When the award is not given to the lowest responsible bidder, a full and complete statement of the reasons for placing the order elsewhere shall be completed and kept on file.
[CC 1979 §23.130; Ord. No. 435, 2-13-2017]
All bids shall be accepted or rejected by the Board of Aldermen.
[CC 1979 §23.140; Ord. No. 435, 2-13-2017]
If all bids received or the lowest bids received are for the same total amount or unit price, quality and service being equal, the contract shall be awarded to a bidder approved by the Board of Aldermen.
[CC 1979 §23.150; Ord. No. 435, 2-13-2017]
A. 
All purchases of supplies and contractual services, and all sales of personal property which has become obsolete and unusable for which competitive bidding is not required by Section 130.080 of this Code, shall be made in the open market, without newspaper advertisement and without observing the procedure prescribed by Section 130.090 for the award of formal contracts.
1. 
All open market purchases shall, whenever possible, be based on at least three (3) competitive bids and shall be awarded to the lowest responsible bidder in accordance with the standards set forth in Section 130.120.
2. 
The City shall solicit bids by:
a. 
Direct mail request to prospective vendors,
b. 
By telephone, and
c. 
By public notice posted on the bulletin board of the City Hall.
3. 
The City Collector shall keep a record of all open market orders and the bids submitted in competition thereon, and such records shall be open to public inspection.
[CC 1979 §23.160; Ord. No. 401, 2-28-2014; Ord. No. 418, 12-8-2014; Ord. No. 435, 2-13-2017]
A. 
Each department head shall have authority to make purchases up to the amount of five hundred dollars ($500.00) in any one (1) month without the necessity of approval, if the item(s) is within the line item budget. If the purchase is not within a line item budget, a department head shall only have the authority to make purchases up to the amount of one hundred dollars ($100.00) in any one (1) month without necessity of approval.
B. 
All purchases over five hundred ($500.00) must be approved by the Board of Aldermen.
[CC 1979 §23.170; Ord. No. 435, 2-13-2017]
In case of an apparent emergency which requires immediate purchase of supplies or contractual services, the Mayor, with the approval of the Board of Aldermen may authorize the purchase, at the lowest obtainable price, any supplies or contractual services regardless of the amount of the expenditure. A full explanation of the circumstance of an emergency purchase shall be recorded in the journal of the Board of Aldermen.
[CC 1979 §23.180; Ord. No. 435, 2-13-2017]
A. 
To the maximum extent practicable, the purchases of this City shall be made under the provisions of the Missouri State-Local Technical Services Act. The provisions of this Chapter requiring competitive bidding at the local level shall not apply to such purchases.
1. 
Bidding.
a. 
If the consideration is not more than two thousand dollars ($2,000.00), bids shall be solicited in the most expedient manner with due regard for competitive prices and quality.
b. 
If the consideration is for more than two thousand dollars ($2,000.00) but less than ten thousand dollars ($10,000.00) at least two (2) bids shall be solicited by mail or telephone, from two (2) prospective vendors, from which the lowest responsible bidder (refer to Section 130.120), with proper qualifications shall be accepted. A record of quotations shall be maintained. The purchase shall be approved by the Mayor and the Board of Aldermen.
c. 
If the consideration is for more than ten thousand dollars ($10,000.00), the inviting bids shall be published one (1) time only in an official newspaper at least two (2) weeks preceding the last day set for the receipt of bids. The bid shall be awarded to the lowest responsible bidder (refer to Section 130.120), with the proper qualifications. The inviting bid shall include a general description of the articles to be purchased, shall state where bid blanks and specifications may be secured, and the time and place of opening bids. The purchase shall be approved by the Mayor and the Board of Aldermen.
d. 
For all supplies and contractual services estimated to cost in excess of three thousand five hundred dollars ($3,500.00), a written contract should be obtained from the qualified bidder. The Mayor and the Board of Aldermen shall award the contract for supplies and contractual services.