Editor's Note — Delegation of procurement function —
Sections 50.660, 50.753, 50.757, 50.760, 50.770, RSMo.
Cross Reference — As to requirement of paid taxes prior to award of a bid or proposal, §135.040.
[Order No. 12-09-2003B §I, 12-9-2003]
As used in this Chapter, the following terms shall have these
prescribed meanings:
- BUY-OUT PURCHASES
- Close out items or supplies under a total value or cost of six thousand dollars ($6,000.00).
- COOPERATIVE PURCHASING
- Cooperative purchasing contracts are those contracts that
have been executed by Jefferson County, Missouri, with vendors who
have agreed to offer during the open bidding process the same pricing
to municipalities in Jefferson County, other Jefferson County area
government entities such as municipalities, school, fire, and ambulance
districts, etc., or any other governmental district and subdistrict.[Ord. No. 14-0236 §§1 — 3, 5-12-2014]
- DIRECTOR
- The head of a department.
- ELECTED OFFICIAL
- Elected office holder.
- PROCUREMENT
- Procurement activities are the purchase, rent, lease or other acquisition of supplies, materials, equipment, services, construction and property. It includes all functions incident thereto and description of requirements, selection and solicitation of sources, preparation and award of contracts and all phases of contract administration and the management.
- PURCHASE OR PURCHASES
- Supplies, materials, equipment, property, contractual services, construction including remodeling, the rental or lease of any property, including the procurement thereof. This definition is used when applying the procurement procedures contained herein. A purchase is one (1) transaction, regardless of the number or type of items acquired or ordered in that transaction.
- PURCHASING AGENT
- Manager of contracts, grants and special projects or assistants as appointed.
- VENDOR
- Any person or entity that provides, offers to provide or bids to provide any supply, material, equipment, goods, property or services to the County in return for consideration. This term shall have the same meaning as "seller", "bidder" or "contractor" as may be used in this policy.
[Order No. 12-09-2003B §II, 12-9-2003]
A.
Scope And Purpose.
1.
The primary objective of this policy is to provide for fair and equitable
treatment of all persons involved in public purchasing. The procurement
of all materials, supplies, equipment and services for Jefferson County
shall be in accordance with applicable Statutes of the State of Missouri
and shall be accomplished in such a manner that the maximum value
will be obtained for the money expended. This policy also provides
guidance for grant applications, franchise agreements, reimbursement
and other contracts, in which the County serves as a pass-through
to provide funding to other agencies for the benefit of County residents.
Procedures outlined herein shall apply to all County funds.
2.
The acquisition of supplies, materials, equipment, services and construction
is centralized in the Department of Administrative Services. The Director
of Administration assigns the Purchasing Agent the responsibility
for the quality and quantity of purchases made. The guidelines governing
this responsibility are that purchases are within the framework of
budgetary limitations and are consistent with the approved goals and
programs of the County. This policy applies to every expenditure of
public funds by an office, department or division regardless of the
source of the funds.
3.
Procurement that involves the expenditure of Federal or State funds
shall be conducted in accordance with any applicable Federal or State
law or regulations promulgated thereunder. Nothing in this policy
shall prevent any office or department from complying with the terms
and conditions of any grant, gift, fee or bequest that is otherwise
consistent with law.
|
|
The American Bar Association Model Procurement Code for State
and Local Governments shall be used as an additional guide where this
policy does not specifically address the subject being considered.
|
B.
Source And Extent Of Procurement Responsibility.
1.
Purchasing agent. The Purchasing Agent or appointed
assistants pursuant to Missouri Revised Statutes shall have the responsibility
for purchasing, acquiring, leasing and renting goods and services
for the County and for the sale, disposition, leasing and renting
of County surplus goods, property or services. The Purchasing Agent
is responsible for training of necessary staff and for centralizing
purchasing transactions so that the utmost in efficiency and monetary
savings can be secured for the County.
2.
Central purchasing. A central purchasing authority
is responsible for implementation of procurement policy, procedure
and oversight. This authority is with the Director of Administration
who is responsible for the management of procurement activities in
accordance with this policy and applicable laws or regulations. The
Director of Administration may adopt operational procedures relating
to the execution of procurement duties consistent with this policy.
3.
Authority to purchase. The director or elected official
may delegate authority to make purchases to employees, when necessary,
and the dollar amount is not in excess of six thousand dollars ($6,000.00).
This policy applies to persons delegated authority to Purchase under
this policy. The Purchasing Agent shall have the responsibility to
monitor the delegation of this authority.
|
|
Except as otherwise provided herein, it is improper for an employee
to purchase other than through the General Services Division. No employee,
other than the Purchasing Agent may represent to the public or a vendor
that they are a Purchasing Agent of the County.
|
|
|
Requisitions, purchase orders, invitations for bid, requests
for proposals and contracts may be canceled in whole or in part by
the Manager of Contracts and Grants at the request of the department
director or elected official when it is in the best interest of the
County and in accordance with this policy.
|
C.
Acquisition.
1.
The Purchasing Agent has the responsibility for the quality and quantity
of purchases made. The guidelines governing this responsibility are
that purchases are within the framework of budgetary limitations and
are consistent with the approved goals and programs of the County.
This policy applies to each expenditure of public funds by an office
or department regardless of the source of the funds.
2.
Procurement that involves the expenditure of Federal or State funds
shall be conducted in accordance with any applicable Federal or State
law or regulations promulgated thereunder. Nothing in this policy
shall prevent any office or department from complying with the terms
and conditions of any grant, gift, fee or bequest that is otherwise
consistent with law.
D.
Contracts And Purchase Orders. The Purchasing Agent upon
approval of the County Council may execute and award contracts and
purchase orders for the County when funds are available to pay such
obligation and the purchase is in accordance with the policy. The
Purchasing Agent upon approval of the County Council may obligate
the County with direct ordering. Orders placed without an authorized
purchase order, contract or purchases made in violation of the policy
are the individual's responsibility and liability. Payment thereof
is not the County's responsibility.
E.
Sureties/Bid Bond. Security in the form of insurance certificates,
bonds, letters of credit, guarantees or deposits may be required by
the director or elected official when it is in the best interest of
the County to require such sureties.
F.
Invitation For Bids. The Purchasing Agent shall issue all
invitations for bid and shall make recommendations for awards for
purchases estimated to exceed six thousand dollars ($6,000.00).
G.
Documentation Of Formal Bids. The Purchasing Agent shall
document formal bids. Documentation shall include:
1.
Bid prices.
2.
Justification of need for purchase.
3.
Description of budget item, accounting fund code (provided by the
requesting department), auditor certification, transfer fund requests.
4.
Written recommendations from the elected official or department director.
5.
Statement of justification for recommendation to award other than
low bid.
6.
County Counselor review.
7.
Approval by the County Council.
H.
Purchase Quality. A quality standard shall be established
ensuring economical and efficient purchasing. Guidelines to ensure
purchase quality are:
1.
Requested items must have a catalogue number or other identification
that provides a full description.
2.
A purchase is selected on the basis it meets the standard set forth
for its intended use.
3.
If a substitute is available, consideration may be given thereto
and, all things being equal, the most economical purchase shall be
made. Departments and offices may consider, review or test alternate
products when requested by the Purchasing Agent.
4.
Purchase economy and efficiency are the primary factors in award
determination.
I.
Purchase Quality.
1.
The quantity of units purchased is a function of need, shelf life,
storage space, storage space security, degree of standardization and
pricing affected by volume procurement.
2.
County warehouse space is limited. Volume purchases are limited to
one (1) point delivery to the General Services Division with immediate
distribution to the office or department or drop shipment directly
to the office or department. The requester shall prescribe delivery
point in bid specifications.
3.
Buy-out purchases of items or supplies under six thousand dollars
($6,000.00) are permitted when, in the Purchasing Agent's judgment,
it is in the County's best interest.
4.
Expensive items should be maintained at a low stock level and purchased
as needed due to minimal secure storage space.
J.
Purchase Scheduling. Procurement shall be scheduled to provide
purchases without undue delay in delivery and at reasonable cost,
taking into consideration current market conditions and when the purchase
is required. It is the responsibility of the office or department
to timely initiate the requisition process.
K.
Federal, State And Cooperative Programs.
1.
All Statutes of the State of Missouri that apply to the procurement
of any materials, supplies, equipment, articles, services, including
architectural, engineering, construction, management, consulting,
maintenance and other similar professional services, banking and insurance,
shall be in effect as those Statutes apply to any First Class Charter
County.
2.
Cooperative procurement agreements, which have met the sealed bid
requirements as outlined herein, in which Jefferson County is eligible
to participate, shall be considered to have met all bid documentation
requirements. All Missouri State bid contracts qualify for this bid
documentation exemption; any other cooperative procurement agreement
must be documented in writing and approved by the County Council prior
to any Purchase being made through the agreement. The approval authority
for all normal purchases remains in effect.
3.
Notwithstanding all other provisions of Subsection (K) herein, Jefferson County's Contracts, Grants and Purchasing Division may participate in, sponsor, conduct, and/or administer a cooperative purchasing program, as defined herein, for the cooperative procurement of any goods or services with one (1) or more public entities within Jefferson County, Missouri. This shall be known as "cooperative purchasing." All bidders or vendors shall be notified of this program and shall have the option of participating in the program through a cooperative bid form which shall be included with all bids sent out by Jefferson County, Missouri. Jefferson County, Missouri, shall not be a party to any contract or agreement between other public entities and any vendor or successful bidder to which Jefferson County was an original party. Bidders and vendors shall not be required to participate in the program, and the election to participate cannot be a prerequisite for an awarded bid, but may only be used as a factor if tie bids are received.
[Ord. No. 14-0236 §§1 — 3, 5-12-2014]
L.
Standardization Of Procedures. Purchasing procedures and
administrative practices developed from this policy shall be uniformly
standardized, but sufficiently flexible to care for isolated unique
conditions. Items commonly used in the various departments or units
thereof shall be standardized whenever consistent with County goals
and in the interest of efficiency and economy.
M.
Bidders' Lists.
1.
All vendors who wish to conduct business with the County may contact
the Manager of Contracts and Grants who shall develop and maintain
lists of potential bidders for the various types of materials, equipment
and supplies. Such vendors/bidders lists shall be used in the development
of a mailing list for distribution of specifications and invitations
to bid. The Manager of Contracts and Grants has the authority to remove
from the mailing list for designated period of time those vendors
who default or are irresponsible on their quotations or bids.
2.
Departments and offices of the County are encouraged to direct potential
suppliers to the Manager of Contracts and Grants for inclusion in
the County's master bidders lists.
N.
Conflict Of Interest.
1.
No employee of the County, whether elected or appointed, shall in
any manner whatsoever be interested in or receive any benefit from
the profits or emoluments of any contract, job, work, activity, function
or service for the County. No employee shall act or refrain from acting
in any capacity in which he/she is lawfully empowered to act as such
an official or employee by reason of any payment, offer to pay, promise
to pay or receipt of anything of actual pecuniary value, other than
compensation to be paid by the County. No employee shall accept any
service or thing of value, directly or indirectly, from any person,
firm or corporation having dealings with the County, upon more favorable
terms than those granted to the public generally. No employee shall
receive, directly or indirectly, any part of any fee, commission or
other compensation paid by or payable to the County or by any person
in connection with any dealings with the County or by any person in
connection with any dealings with or proceedings before any office,
department, board, commission or other agency of the County. No such
employee shall directly or indirectly be the broker or agent who procures
or receives any compensation in connection with the procurement of
any type.
2.
No employee shall use confidential information obtained in the course
of or by reason of his/her employment or official capacity in any
manner with intent to result in financial gain for himself/herself,
his/her spouse, his/her dependent child in his/her custody or any
business with which he/she is associated. No employee shall disclose
confidential information obtained in the course of or due to his/her
employment or official capacity in any manner with intent to result
in financial gain for himself/herself or any other person.
3.
The provisions of the Jefferson County Employment Policies shall
be broadly construed and strictly enforced for the purpose of preventing
County employees from securing any pecuniary advantages, however indirect,
from their public affiliations, other than their County compensation.
4.
Any employee of the County, who willfully conceals any such interest
or violates any of the provisions of the procurement policy or the
Jefferson County Employment Policies, shall be subject to disciplinary
actions. Any contract made in violation of the Procurement Policy
may be declared void by the County Council.
5.
All employees of the County shall be bound by all applicable laws
that pertain to conflicts of interest of such employees such as those
contained in the Revised Statutes of Missouri. No employee of the
County shall have a direct financial interest in any contract including,
but not limited to, the sale to the County of any land, materials,
supplies or services. Any indirect relationships must be disclosed
prior to execution of the contract.
6.
Acceptance of gifts other than advertising novelties for use at work
is prohibited at all times. Personnel must not become obligated to
any vendor and shall not conclude any transaction from which they
may personally benefit. Employees and officials of the County shall
be cautious to avoid situations in dealing with vendors or potential
vendors which may be construed as bribery. County purchasing personnel
and other employees and officials should be cautious to avoid situations
which may give rise to suspicion of their ethics.
O.
Competitive Buying. Competitive bids will be solicited in
connection with all procurement whenever required and in other instances
where price comparison may be advantageous. Contracts will be awarded
to the lowest responsible bidder complying with specifications and
with other stipulated bidding conditions.
P.
Records. Records of all purchases will be readily available
and maintained by the office of the County Clerk. All departments
are encouraged to keep copies of their purchase transactions as appropriate
for their own records.
Q.
Purchasing Agent. The Purchasing Agent shall review all
modifications to contracts such as quantity changes, price changes
and cancellations. Changes to contracts will only be accomplished
with a change order or by amendment order approved by the County Council.
R.
Overdrafts Prohibited. No purchase requisition shall be
allowed to overdraft a budgetary account. It is the responsibility
of the requisitioner to know that funds are available in the designated
account before a request for purchase is made.
[Order No. 12-09-2003B §III, 12-9-2003]
A.
Buying Appropriate Quality.
1.
Quality and service are just as important as price. The requesting
department has the responsibility to order appropriate quality for
the purpose intended. Quality buying is the buying of materials, goods
or services that will fulfill but not exceed the requirements for
which the goods are intended.
B.
Forms Of Specifications. A "specification" is defined as an accurate, non-restrictive description of the material
to be purchased. Acceptable forms of specifications are set out below.
Department heads or staff should consult the Purchasing Agent if the
form of specification does not conform to one (1) of those set out
below.
1.
Federal specifications. These are issued by the
General Services Administration (The Federal Government Procurement
Section) and cover common-use items regularly used by all Federal
agencies. They establish the minimum standards of quality or performance,
which are required to meet the Federal Government's needs consistent
with regularly available commercial production.
2.
State/County purchase specifications. These are
developed by the elected official, department director or by technical
personnel, chemists and engineers or other qualified agency representatives
in the various County departments. They provide, as far as possible,
for the purchase of standard products rather than special manufacture.
3.
Qualified products or acceptable brands list. This
list is developed only where it is not possible to write specifications
adequate to the quality and performance required of the item or where
the tests necessary to determine compliance with the specification
are lengthy, costly and require complicated technical equipment or
where currently existing County products, technical equipment or other
circumstances, in the opinion of the Manager of Contracts and Grants,
require such acceptable brands for continuity and effective operation.
4.
Acceptable brand lists are used in lieu of the preparation of detailed
specifications in instances where the latter process is neither possible
nor practical. Among the considerations, which favor the development
of "acceptable brands lists", are the following:
a.
The difficulty of developing detailed specifications for products
manufactured by secret processes.
b.
The difficulty of developing detailed specifications in such manner
as to eliminate inferior products.
c.
The variability of designs, features or compositions of products
acceptable for a common end use purpose.
d.
The absence of adequate facilities or extreme costs or time involved
in testing against a detailed specification for compliance.
5.
Specific brand or trade name. This should be used
where brand name products have been found to be superior to others
for the purpose intended and when the construction, manufacture or
type of service is proprietary, unknown or patented. It establishes
a quality standard, but is not intended to limit or eliminate competition.
This method should be limited, insofar as possible, to open market
purchases where quantities are limited or when time does not permit
the development of one (1) of the other types of specifications mentioned.
6.
Specifications by blueprint of dimension sheet. Such
specifications are advisable for the purchase of custom-built cabinets,
special furniture, machines, construction of new facilities. Blueprints
supply a safe method of checking against specifications when material
is received and inspected.
7.
Specifications by chemical analysis or physical properties. This method is ideal for many materials since such can be checked
accurately by laboratory tests and other methods.
8.
Specifications by description of material and methods of
manufacture. This type of specification should be used rarely.
Ordinarily, the seller, if he/she knows the use for which the goods
are intended, is in a better position to determine the proper materials
and method of manufacture than the buyer. It should be used only for
very special requirements.
9.
Specifications by performance purpose or use. This
is an excellent form of specification as it places the responsibility
on the vendor to meet the buyer's requirements. It is always advisable
to obtain substantial competition when using this type of specifications,
since only one (1) bidder, being responsible for results, may suggest
a better but more expensive article than is justified or required.
10.
Pre-requisites of good specifications.
a.
Product specifications should, when possible, be identified with
some specification already on the market. Special goods are expensive.
b.
Product specifications should be capable of being checked. The specifications
should describe the method of checking, which will govern acceptance
or rejection.
c.
Product specifications should, when possible, be capable of being
met by several bidders for the sake of competition.
d.
Product specifications should be flexible where possible and further,
where possible, invite vendors to suggest cost-saving alternates or
substitutes.
C.
Inspection As A Check On Specifications. All specifications
must be reasonably checked by inspection of goods and services received.
Inspection is a responsibility of the requesting department, but the
County Purchasing Agent should be informed of inspection results.
D.
Transportation Costs.
1.
Continuing increases in transportation costs have become an important
factor in evaluating vendor quotations. Higher transportation costs
plus time lost in transit could negate a lower price from a distant
vendor in favor of a higher price from a nearer vendor. The cost of
freight to destination must be included in any tabulation of prices
if a fair comparison is to be made.
2.
The County will allow both freight on board (FOB) terms, origin and
destination, although destination is preferred. There are two (2)
allowable methods for the County to reimburse the seller for freight:
a.
Prepaid and added. This indicates that the seller
will prepay the transportation charges, but will add the charges to
the invoice for reimbursement from the buyer.
b.
Prepaid and allowed. This means that the seller
will prepay the transportation charges and that they are already included
in the contract price.
[Order No. 12-09-2003B §IV, 12-9-2003]
A.
The Purchase Order. A purchase order is the formal offer
to buy specified commodities, materials, equipment or services and,
upon acceptance by the vendor, becomes a legal and binding contract
obligating the County. The purchase order can also serve as the acceptance
document if in response to a bid provided by the supplier. The approval
of purchase orders is the responsibility of the County Purchasing
Agent. The County Purchasing Agent legally obligates the County and
the County will not recognize purchases executed by unauthorized individuals
and payment of these obligations will not be approved. Purchases of
this nature are illegal by County policy and procedures.
B.
Unauthorized Purchases. No individual has the authority
to enter into purchase contracts or in any way to obligate the County
for procurement indebtedness, unless specifically authorized to do
so by the County Council, policy, procedure or by the County Purchasing
Agent pursuant to his/her powers under this policy and procedure.
Any such purchase is an unauthorized purchase and the obligation is
classified as a personal expense. Firms ordinarily doing business
with the County are to be made aware of this policy.
C.
Contract Cancellations And Modifications. Mistakes in specifying
the correct product by the requisitioning department may be costly
because of restocking charges, freight two (2) ways and loss of vendor
good will. Requests for cancellations or modification of purchase
orders should be attempted to be made before shipping. The department
should advise the County Purchasing Agent of the reasons, referring
to the purchase order number and vendor.
D.
Change
orders, which increase the contract amount, shall require the same
level of approval as was required when the contract was originally
approved. The County Purchasing Agent shall notify the Director of
Administration and the office of the County Counselor when a contract
is cancelled or modified.
[Order No. 12-09-2003B §V, 12-9-2003]
A.
Review Of The Requisition.
1.
Completed requisitions from offices shall be forwarded through the
department and/or division head or their designee. Approved requisitions
are forwarded subsequently to the County Purchasing Agent where they
are reviewed for accuracy of account numbers to be charged. The request
will flow through the appropriate approval levels in accordance with
the dollar levels established.
2.
If a requisition is not approved, the County Purchasing Agent will
return it to the originating department with explanations for disapproval.
B.
Request For Blanket Purchase Orders. These purchase orders
are not to be used in place of a normal purchase order. Blanket purchase
orders are issued to individual vendors by the Purchasing Agent and
are intended for recurring, small dollar amount purchases not to exceed
a total amount of six thousand dollars ($6,000.00) per department,
per vendor, for a period of ninety (90) days. Blanket purchase orders
will only be issued upon written request by an elected official or
a department director and with the approval of the County Purchasing
Agent. If a blanket purchase order exceeds the dollar amount of six
thousand dollars ($6,000.00) within a ninety (90) day period, then
regular purchasing procedures will apply.
[Order No. 12-09-2003B §VI, 12-9-2003]
A.
Bidding Requirements.
1.
Normal purchases. A purchase of less than one thousand
dollars ($1,000.00) shall not require a formal bidding process, however,
the approving authority must exercise due diligence to assure the
best possible price commensurate with the relative value of the product
or service to be acquired. A purchase of one thousand dollars ($1,000.00)
to less than six thousand dollars ($6,000.00) shall require two (2)
written, facsimile or other printed electronic documentation. Written
documentation from a vendor shall include detailed specifications,
vendor name, address, telephone number, representative name, description
of item(s) if different than the item(s) specified, (including rationale
for accepting deviations) and total price including any shipping/delivery
and handling charges. Any deviation from the written document requirements
shall be justified in writing and submitted to the County Purchasing
Agent for approval. It is the responsibility of the requesting office,
department or division to maintain all copies of written documentation
for a period of seven (7) years.
2.
A purchase of six thousand dollars ($6,000.00) or more shall require
advertisement for sealed bids in conformance with policies and procedures
and Missouri State Statutes. Timetables for advertising, opening and
awarding of bids in this category shall be coordinated with the Office
of Contracts and Grants and the office of the County Clerk. Awarding
of bids in this category shall be based on criteria established prior
to the bid opening. In making a recommendation for the awarding of
the bid, the requisitioning official shall address the pre-established
criteria and summarize the evaluation process. Pre-established criteria
shall include:
a.
Cost;
b.
Professional qualifications/certifications;
c.
Bonding (if applicable);
d.
Compatibility with existing conditions (if applicable);
e.
Enhancements and warranties included at a reasonable or no additional
charge; and
f.
Specific requirements, capabilities and abilities included in the
bid specifications.
|
|
Pre-established criteria as well as specific criteria approved
for an individual bid shall be given relative weight at the time of
the issuance of the request for bids.
|
3.
In addition to the mandatory considerations, the residual benefits
to the Jefferson County economy may be considered where the purchase
has local source as a component in the purchase. In making purchases
the County may give preference to all commodities manufactured, mined,
produced or grown within Jefferson County and to all firms, corporations
or individuals doing business in Jefferson County. "Preference" shall be defined as products where quality is equal or better and
the difference in the delivered price is negligible.
4.
Bids are solicited from all interested and qualified suppliers and
preference for a local source must be provided and approved by the
County Purchasing Agent. A County procedure directs that products
manufactured in the United States be given preference if price, quality
and other considerations are equal. The County can also capitalize
on needs for special locally available emergency services.
5.
Any deviation from the sealed bid requirement shall be justified
in writing and submitted to the Office of Contracts and Grants for
review.
6.
On any purchase where the estimated expenditure shall be six thousand
dollars ($6,000.00) or over, the Purchasing Agent shall:
a.
Advertise for bids in a newspaper of general circulation in the County
and may also advertise in such places as are most likely to reach
prospective bidders, if the Office of Contracts and Grants determines
that such additional advertisement is an efficient means to reach
such prospective bidders and, further, may advertise such information
through an electronic medium available to the general public at least
twenty-one (21) days before bids for such purchases are to be opened.
b.
Solicit bids by mail or other reasonable method generally available
to the public from prospective suppliers. All bids for such supplies
shall be mailed or delivered to the office of the County Clerk so
as to reach such office before the time set or opening bids.
c.
The contract shall be let to the lowest and best responsible bidder.
The Office of Contracts and Grants upon written recommendations from
the requesting elected official or department director shall have
the right to reject any or all bids that failed to meet required specifications
and advertise for new bids.
B.
Approval Authority. No elected official or department head
shall, during any budget year, expend or contract to expend any money
or incur any liability or enter into any contract which by its terms
involves the expenditures of money, for any purpose, in excess of
the amounts appropriated for that general category of expenditures
(i.e., salary, operating or capital) in the budget, except that, as
provided in the annual budget ordinance, at any time during the fiscal
year a department may within its department transfer all or any part
of any unencumbered line item authorization to another category by
making written request of the County Council and Auditor approval
on the consent agenda. No payment shall be made or obligation incurred
against any allotment or appropriation except in accordance with appropriations
duly made. Any contract, verbal or written, made in violation of this
or any provision outlined herein shall be null and void.
C.
Emergency Purchases.
1.
Emergency purchases shall be approved only in cases of compelling
urgency and gravity.
2.
Emergency purchases of less than six thousand dollars ($6,000.00)
made without following the bidding requirements, as outlined herein,
must receive the prior approval of the Office of Contracts and Grants
who shall consult with the County Council.
3.
To qualify as an emergency, conditions (as defined herein) must exist
and create an immediate and serious need for equipment, supplies or
services which cannot be satisfied through normal procurement methods.
A situation shall not warrant an emergency purchase unless:
D.
Maintenance Agreements.
1.
If the need for a maintenance agreement is anticipated at the time
of purchase, the cost associated with the agreement should be included
in the original specifications.
2.
If the need for a maintenance agreement was not anticipated at the
time of purchase or the original maintenance agreement has expired,
normal bidding requirements apply. The requesting department will
be responsible for budgeting for maintenance agreements.
E.
Professional Services.
1.
Architects, engineers and land surveyors. It shall
be the policy of the County pursuant to Sections 8.285, RSMo., et
seq., to negotiate contracts for architectural, engineering and land
surveying services on the basis of demonstrated competence and qualifications
for the type of services required and at a fair and reasonable price.
The County Council shall designate a selection committee for each
project to select the firm best qualified and to negotiate a satisfactory
contract with the firm selected.
2.
Other professional services and requests for qualifications/proposals
must follow normal bidding requirements. Any deviation must be justified
in writing and submitted to the Office of Contracts and Grants for
review and approval.
[Order No. 12-09-2003B §VII, 12-9-2003]
A.
Payment Of Invoices. No invoice will be honored for payment
until notice has been provided that the goods or services have been
inspected and found to be in order and that the payments are in accordance
with purchasing procedures and budget restraints.
B.
Personal Purchases For Employees. Personal purchases for
employees by purchasing personnel are prohibited. County employees
are also prohibited from using the County's name or the employee's
position to obtain special price or service consideration in personal
purchases unless specified as acceptable by the vendor.
C.
Endorsement Of Commodities Or Vendors. It is County policy
not to endorse or in any way permit the employee's name, position
or the County's name to be used and advertised as supporting any product
or vendor. This does not restrict the issuance of letters to vendors
noting satisfactory or exceptional service or product, however, the
correspondence must clearly indicate that it is not for reprinting.
D.
General Vendor Terms And Conditions. Vendors shall be current
on all Jefferson County taxes including property and sales taxes.
Vendors may not be awarded a contract unless they have all required
permits and licenses as required by Jefferson County including, but
not limited to, licenses for plumbing contractors and electrical contractors.
E.
Surplus Property.
1.
If property, personal or real, is determined to be usable or surplus,
it may be transferred to another department within County Government
where it can be used. Notification in writing shall be submitted to
the auditor for fixed asset inventory purposes.
2.
The County Purchasing Agent is authorized to dispose of personal
property items with a value of twenty-five thousand dollars ($25,000.00)
or less, no longer needed by the County or determined to be obsolete
or surplus, at the most advantageous terms available. Any such disposal
shall be made only after notice to and approval by the County Council.
F.
Grants.
1.
The County encourages its department directors and elected officials
to seek out grants to accomplish the work of the County that would
otherwise have to be funded entirely by the General Fund. In instances
in which a grant is applied for or renewed, the department director
shall and the elected official may make the application subject to
review by the Manager of Contracts and Grants, with the final approval
by the County Council.
2.
All grant renewals shall be reviewed by the Manager of Contracts
and Grants and approved by the County Council.
G.
Reimbursement Contracts. In instances in which the County
serves as a pass-through agent under Federal, State, municipal or
private business grant requirements, the County Council may approve
the grant request. Pass-through grants are those in which no more
than administrative costs are payable to the County from the grant
and such administrative costs are not appropriated to an agency, but
are paid to the County General Fund.
