[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.
[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.
[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,
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.