City of Bridgeton, MO
St. Louis County
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Table of Contents
Table of Contents
Charter Reference — Finance commission, § 6.03; financial procedures § 7.01 et seq.
Cross Reference — Licenses, Ch. 605.
State Law Reference — Financial administration, RSMo. §95.010 et seq.
[Ord. No. 464 §1, 4-5-1961]
Any Councilman or other officer of the City who incurs expense in the performance of his official duties shall be reimbursed for the actual and reasonable expenses incurred, but not to exceed the sum of fifty dollars ($50.00) in any one (1) calendar month for any one (1) person unless authorized by the Council or Mayor prior to the incurring of the expense and except as otherwise provided in Article IV of Chapter 105 of this Code.
[Ord. No. 464 §2, 4-5-1961]
Any Councilman or other officer seeking reimbursement for expenses incurred as in Section 120.010 shall file an itemized written statement with the City Treasurer not more than thirty (30) days after the expense has been incurred.
[Ord. No. 90-35 §1, 4-4-1990]
The purpose of this Article is to establish rules and procedures governing the procurement of material, supplies, equipment, and services for the City and to maintain a high ethical standard for all officers and employees of the City in connection therewith.
[Ord. No. 90-35 §1, 4-4-1990]
The Administrative Assistant shall service as the Director of Finance and Purchasing in accordance with the provisions of the City Charter. This person shall procure for the City all materials, supplies, equipment and contractual services needed by the City, in accordance with the procedures prescribed by this Article or required by law.
[Ord. No. 90-35 §1, 4-4-1990]
A. 
In addition to the purchasing authority conferred in Section 120.040, and in addition to any other powers and duties conferred by this or any other ordinance, the Director of Finance and Purchasing, with the concurrence of the Mayor, shall:
1. 
Act to procure for the City the highest quality in supplies and contractual services at the least expense to the City.
2. 
Prepare and adopt written specifications for all supplies and services, as required.
3. 
Prescribe and maintain such rules and regulations and such forms as are necessary for the operation of the purchasing function.
4. 
Have the authority to declare vendors who default on their quotations irresponsible bidders and to disqualify them from receiving any business from the City for a stated period of time.
5. 
Inspect or supervise the inspection of all deliveries with regard to quantity, quality, and conformance to specifications.
6. 
Pursue all appropriate claims against the suppliers, shipper or carrier.
[Ord. No. 90-35 §1, 4-4-1990]
Except as provided in this Article, no City Officer shall order the purchase of supplies or make any contract within the purview of this Chapter other than through the Director of Finance and Purchasing, and any purchase ordered or contract made contrary to the provisions hereof shall not be approved and the City shall not be bound thereby.
[Ord. No. 90-35 §1, 4-4-1990]
The Director of Finance and Purchasing 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 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.)
[Ord. No. 90-35 §1, 4-4-1990]
A purchase order or contract shall be issued and become valid only when countersigned by the Director of Finance and Purchasing, who shall have previously determined that there is a sufficient unencumbered balance in the account of the using department to find such purchase order or contract. No such purchase order shall be issued or become valid without current budget authorization.
[Ord. No. 99-60 §1, 8-4-1999; Ord. No. 01-54 §1, 9-19-2001]
A. 
In accordance with the City Charter, Section 3.06(25) upon approval of the City Council, the Mayor as authorized under Section 2.05(G) of the Charter shall sign all instruments, contracts, agreements, leases, deeds, mortgages, bonds, and other instruments binding the City or conveying an interest or other rights of the City to any other corporation, association, entity, or person.
B. 
In accordance with Section 120.080, Ordinance 90-35 of the Code of Ordinances, all contracts must be countersigned by the Director of Finance.
C. 
The Mayor is hereby authorized to approve and sign purchasing contracts and agreements, to include but not limited to maintenance agreements and equipment leases, when the cost to the City under such contracts does not exceed ten thousand dollars ($10,000.00), which then must be exceeded before City Council approval is required, and when said contracts or agreements are included as line items in the annual budget.
[Ord. No. 90-35 §1, 4-4-1990; Ord. No. 93-18 §1, 3-17-1993; Ord. No. 01-54 §§2 — 4, 9-19-2001]
A. 
When the City negotiates any purchase, sale, or other contract, there shall be provided ample opportunity for competitive bidding in the following manner:
1. 
If the consideration is not more than three thousand dollars ($3,000.00), purchases shall be solicited in the most expedient manner with due regard for competitive prices and quality.
2. 
If the consideration is for more than three thousand dollars ($3,000.00), but less than six thousand dollars ($6,000.00), at least three (3) quotes shall be solicited by mail or telephone requests from at least three (3) prospective vendors.
3. 
If the consideration is for more than six thousand dollars ($6,000.00), but less than ten thousand dollars ($10,000.00), at least three (3) written quotes shall be obtained.
4. 
All purchases of supplies and contractual services estimated to cost in excess of ten thousand dollars ($10,000.00), which then must be exceeded before City Council approval is required, shall be obtained by a process of formal, written bids.
5. 
Individual contracts or purchases shall not be subdivided for the purpose of evading the requirement of competitive bidding. The procurement of several items of the same type at substantially the same time is a single purchase for the purpose of this Article.
B. 
Notwithstanding any of the provisions of paragraph (A) of this Section, the City may, upon concurrence of a majority vote of the members of the City Council, extend any contract for the purchase of goods or services without utilizing the bidding procedures as herein described, when, in the opinion of the City Council, such extension is deemed to be in the best interest of the City. No contract shall be extended for a total period, including all extensions, longer than the length of the original contract.
[Ord. No. 90-35 §1, 4-4-1990]
A. 
The notice required by the preceding Subsection 120.090 (4) shall consist of the following:
1. 
Notice inviting bids shall be published once in at least one (1) newspaper of general circulation in the City at least ten (10) days preceding the last day set for the receipt of proposals. The newspaper notices required 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 Director may also solicit bids by mailing copies of the specifications and bidding document to three (3) prospective vendors by certified mail, return receipt requested.
B. 
The Director shall encourage prospective bidders to submit bids:
1. 
In an envelope larger than #10 size.
2. 
With an attention line lettered to read: BID FOR OPENING (Followed by date).
3. 
Mailed to the attention of the Director of Finance and Purchasing.
C. 
In order for bids to be considered, they must be received by the time of the bid opening as set forth and stated in the Notice to Bid. Bids received after that time shall not be accepted.
[Ord. No. 90-35 §1, 4-4-1990]
Formal written bids as required by Section 120.090 (4) shall be submitted sealed to the Director of Finance and Purchasing or to such other designated individual and shall be identified as bids with the bid opening date and time on the envelope. Bids must be marked with the date and time received and shall remain sealed. They shall be opened in public at the time and place stated in the public notices.
[Ord. No. 90-35 §1, 4-4-1990]
A. 
The City Council reserves the right to reject any or all bids and to award the bid in the best interest of the City. The City may re-advertise or re-solicit bids whenever it is deemed to be in the best interest of the City. Contract shall be awarded to the lowest responsible bidder. In determining the "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. 
The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service.
7. 
The quality, availability, and adaptability of supplies, or contractual services to the particular use required.
8. 
The ability of the bidder to provide future maintenance and service for the use of the subject of the contract.
9. 
The number and scope of conditions attached to the bid.
[Ord. No. 09-35 §1, 7-1-2009]
A. 
In making purchases or accepting bids, the City shall give preference to:
1. 
All entities or individuals which do business as Missouri entities or individuals or which maintain a Missouri office or place of business as compared to entities or individuals which do business as entities or individuals of another State and which do not maintain an office or place of business in Missouri, provided that the City determines that the quality of performance of the Missouri entity or individual is equal to or better than the quality of performance promised by the non-Missouri entity or individual and that the price quoted by the Missouri entity or individual, when viewed in its entirety, is the same or less than that quoted by the non-Missouri entity or individual;
2. 
All entities or individuals which maintain an office or place of business in St. Louis County as compared to entities or individuals which do not maintain an office or place of business in St. Louis County, provided that the City determines that the quality of performance of the entity or individual maintaining a St. Louis County office is equal to or better than the quality of performance promised by the non-St. Louis County entity or individual and that the price quoted by the entity or individual maintaining an office in St. Louis County, when viewed in its entirety, is the same or less than that quoted by the non-St. Louis County entity or individual; and
3. 
All entities or individuals which have an office or place of business located in the City of Bridgeton and which have a current and valid business license issued by the City of Bridgeton (to the extent required by the ordinances of the City of Bridgeton) (each a "Bridgeton business") as compared to entities or individuals who are not a Bridgeton business, provided that the quality of performance promised by the Bridgeton business is equal to or better than the quality of performance promised by the non-Bridgeton business and the price quoted by the Bridgeton business does not exceed the price quoted by the non-Bridgeton business by more than the lesser of (x) ten percent (10%) or (y) five thousand dollars ($5,000.00).
[Ord. No. 90-35 §1, 4-4-1990]
A. 
It is the policy of the City of Bridgeton, Missouri, to encourage the purchase of products manufactured, or assembled or produced in the United States.
B. 
The Mayor shall certify in writing pursuant to the Missouri Domestic Products Procurement Act that the City of Bridgeton has adopted a formal written policy to encourage the purchase of products manufactured, assembled or produced in the United States.
C. 
It is the intent of the City Council that, by virtue of the adoption of the policy stated in this Article, Section (3) of the Missouri Domestic Products Procurement Act shall not apply to the City, pursuant to the provisions of said Act.
[Ord. No. 90-35 §1, 4-4-1990]
The Director of Finance and Purchasing shall issue rules and regulations regarding minor purchases with petty cash funds. Purchases with these funds can be made without a purchase order directly from the vendor and paid for from the departmental petty cash fund. Departments may replenish petty cash at reasonable intervals.
[Ord. No. 90-35 §1, 4-4-1990]
In case of an emergency which requires immediate purchase of supplies or contractual services when the immediate procurement of such supplies is essential to prevent delays which might adversely affect the health, welfare, or convenience of the citizens or cause substantial disadvantage to the City, the Director of Finance and Purchasing, with the concurrence of the Mayor, may authorize the purchase, at the lowest obtainable price, of any supplies or contractual services not in excess of ten thousand dollars ($10,000.00) without requiring formal competitive bids. The City Council must approve negotiated procurement of supplies and services of a value in excess of ten thousand dollars ($10,000.00) when formal competitive bids are not obtained.
[Ord. No. 90-35 §1, 4-4-1990]
The Director of Finance and Purchasing shall have the authority to join with other units of government in cooperative purchasing when the best interest of the City would be served. The requirements of this Article, therefore, relative to competitive bidding shall not apply to purchases made through or with the State of Missouri or any other governmental jurisdiction which operates a cooperative procurement program and will allow the City to purchase goods or services that the jurisdiction has made available following the completion of its own internal purchasing procedures.
[Ord. No. 90-35 §1, 4-4-1990; Ord. No. 01-54 §5, 9-19-2001]
In the event that there is only one (1) firm or company or individual capable of providing a particular service or commodity and said services or commodities cannot be secured from other persons or companies then the bidding requirements contained above shall not be applicable and the Director of Finance and Purchasing is authorized to proceed with the purchase of such services or commodities as are required by the City, but cannot be secured through the normal bidding process. Exclusive service purchases for amounts exceeding ten thousand dollars ($10,000.00), which then must be exceeded before City Council approval is required.
[Ord. No. 90-35 §1, 4-4-1990]
When deemed necessary by the Director of Finance and Purchasing, 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 ten percent (10%) of the amount of the bid. When so required, 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 his deposit if he fails to enter into a contract within twenty (20) days after notification of the acceptance of his bid.
[Ord. No. 90-35 §1, 4-4-1990]
The Director of Finance and Purchasing shall have the authority to require a performance bond in cash or otherwise for such amount that he may deem sufficient to secure the execution of the contract for furnished goods or services for the best interests of the City.
[Ord. No. 90-35 §1, 4-4-1990; Ord. No. 01-54 §6, 9-19-2001]
The competitive bidding requirements of this Article shall not apply to professional services, and the requirements herein shall not be required in the employment of professional services, including but not limited to physicians, attorneys, engineers, certified public accountants, planners and land surveyors. The Director of Finance and Purchasing is authorized to request proposals from capable professionals within a required discipline. In securing professional services, it is the primary goal of the City to obtain the services of a professional who has a proven record of providing, in a professional way, those services required. The Director of Finance and Purchasing shall make a recommendation to the City Council for the procurement of professional services when the fee for such services will exceed ten thousand dollars ($10,000.00), which then must be exceeded before City Council approval is required. The City Council shall then approve or designate one or more such persons or companies for negotiation. The Director of Finance and Purchasing may approve professional service fees of ten thousand dollars ($10,000.00) or less.
[Ord. No. 90-35 §1, 4-4-1990]
A. 
All using departments shall submit to the Director of Finance and Purchasing reports showing stocks of all supplies, materials and equipment which are no longer used or which have become obsolete, worn out or scrapped.
B. 
The Director of Finance and Purchasing shall have the authority to transfer surplus supplies, materials and equipment to other using departments, or he shall have the authority to exchange such personal property on new supplies, materials, and equipment.
C. 
Surplus, unusable, or obsolete supplies, materials and equipment whose estimated value is in excess of five thousand dollars ($5,000.00), shall be sold by formal written bids or public auction to the best responsible bidder, after due notice.
D. 
Sales of surplus, obsolete, or unusable personal property, valued at less than five thousand dollars ($5,000.00) shall be made in the open market, and in accordance with procedure set forth for open market purchases. Sales of these items may also be made by public auction.
[Ord. No. 90-35 §1, 4-4-1990]
The Director of Finance and Purchasing is authorized to promulgate such written regulations, forms, and procedures as may be necessary for the implementation of this Article.
[Ord. No. 87-86, 9-2-1987; Ord. No. 87-104 §2, 10-21-1987]
A. 
Records. The Police Department of the City shall keep true and complete records of all weapons, intoxicating liquor, illegal pharmaceuticals and other property of whatever kind or description which comes into its possession during the course of its operations, and such records shall contain a description of the item, the date on which the department took possession, from whom taken or where found, date of disposal, method of disposal, and to whom delivered and the amount received for the sale thereof, if any.
B. 
Destruction or Sale. When no other procedure for disposal is provided by the laws of the State of Missouri, any such property which has been in the possession of the Police Department for a period of one (1) year and one (1) day without having been claimed by any person entitled thereto shall be deemed to have been abandoned and shall be forfeited to the City; and the Mayor and Chief of Police are authorized to dispose of such property in the following manner:
1. 
Property known and classified as weapons, including but not limited to knives, pistols, rifles, shotguns, clubs and chains, as well as any device used as a weapon during the commission of a crime or flourished or displayed as a weapon in a threatening manner toward any individual or group of persons, shall be confiscated by the Police Department and, in accordance with Subsection (B) of this Section shall be destroyed; except that, when in the judgment of the Chief of Police and the Administrative Assistant it is in the City's interest to do so, firearms may be converted to Police Department use or sold to a person or business entity possessing a valid Federal Firearms License, Class 01, Class 02, Class 07 or Class 08, to deal in firearms and ammunition.
2. 
Firearms deemed saleable under this Section shall be inventoried by the Chief of Police or his delegate. The inventory list will then be filed under a Police complaint number and kept on file in the Police Records Division and appropriate units within the Police Department. A copy of said list will also be furnished to the Administrative Assistant to the Mayor.
3. 
The date, times and place for inspection of the firearms to be sold, and the requirement so stated that only Federally licensed firearms dealers may inquire, shall be advertised at least one (1) time in a newspaper of general circulation in the City at least one (1) week prior to said firearms being displayed for sale.
4. 
For the purpose of obtaining sealed bids on said firearms, the firearms may, depending on quantity and quality, be divided into lots.
5. 
Firearms deemed saleable shall then be put on display in an appropriate confined area within Police Headquarters during normal working hours.
6. 
Bidders as qualified under Subsection (B)(1) of this Section shall, upon appearing and prior to viewing said firearms, furnish the Chief or his delegate proof of possession of a valid Federal Firearms License to deal in firearms and ammunition. The Chief of Police or his delegate will furnish the interested bidder with a copy of the inventory list of said firearms on display for sale and a copy of the ordinance from which this Section derives.
7. 
Within three (3) consecutive working days from the date firearms have been displayed for sale, the interested bidder shall submit a sealed bid, accompanied by a copy of his/her current Federal Firearms License, to the City Clerk's office. On the fourth (4th) consecutive working day at 10:00 A.M. C.S.T., the City Clerk and Chief of Police will open all sealed bids submitted. Based on the competitive bidding, said firearms will be sold, in all or in part, to the highest qualified bidder. The City reserves the right to reject bid proposals.
8. 
Firearms deemed not suitable for use by the Police Department or disposal by sale as outlined in this Section shall be destroyed. An inventory list of such firearms falling into this classification shall be compiled by the Chief of Police or his delegate and filed under a Police Department complaint number and kept on file in the Police Department Records Division and appropriate units within the Police Department and also be filed with the Administrative Assistant to the Mayor.
9. 
Property known and classified as intoxicating or non-intoxicating liquor shall be destroyed.
10. 
All property commonly known as drugs of any type shall be destroyed.
11. 
A listing of all other property shall be provided to all other City Departments and agencies. Any property that can be effectively used by any department may be given to that department with the approval of the Chief of Police and the Administrative Assistant. The Administrative Assistant shall determine priorities among the various departments for transfer of property.
12. 
All other property shall be sold at public auction, advertised at least one (1) time in a newspaper of general circulation in the City at least one (1) week prior to such auction. The Police Department shall obtain from each person purchasing any item at such auction a receipt for each item purchased, containing a description of the item or items, the amount paid for each item and the name and address of the purchaser.
C. 
Proceeds of Sale. The proceeds from any sale provided for in this Section shall go to the General Fund Account of the City of Bridgeton, Missouri.
[1]
Cross Reference — Receipt, disposal, use of property forfeited to City, §200.070.