[R.O. 2017 § 135.010; Ord. No. 02-011503 § 1, 1-15-2002]
A.
The City Clerk is hereby designated as
purchasing agent for the City. The City Clerk, when authorized, shall
procure for the City supplies and services needed by the City in accordance
with the procedures prescribed by this Chapter or required by law.
1.
Except as provided in this Chapter,
it shall be unlawful for any City Officer or employee to order the
purchase of any supplies or make any contract within the purview of
this Chapter other than through the City Clerk.
[R.O. 2017 § 135.020; Ord. No. 02-011503 § 2, 1-15-2002]
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 City Clerk
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 in the field of pricing
and new products.
4.
Buy in bulk as often as possible
to take full advantage of discounts.
5.
Act so as to procure for the City
all Federal and State tax exemptions to which it is entitled.
6.
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.
[R.O. 2017 § 135.030; Ord. No. 02-011503 § 3, 1-15-2002]
A.
Each department shall file with the City
Clerk detailed requisitions or estimates of their requirements in
supplies and contractual services.
1.
A City department shall not be prevented
from filing with the City Clerk at any time a requisition or estimate
for any supplies and contractual services, the need for which was
not foreseen when the detailed estimates were filed.
2.
The City Clerk shall examine each
requisition or estimate and shall have the authority to revise it
as to quantity, quality or estimated cost.
[R.O. 2017 § 135.040; Ord. No. 02-011503 § 4, 1-15-2002]
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, member or interest
holder; nor shall he/she make any personal investments in any enterprise
which will create a substantial conflict between private interests
and public interest.
[R.O. 2017 § 135.050; Ord. No. 02-011503 § 5, 1-15-2002]
[R.O. 2017 § 135.060; Ord. No. 02-011503 § 6, 1-15-2002]
The City Clerk and every other officer
and employee of the City are expressly prohibited from accepting 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.
[R.O. 2017 § 135.070; Ord. No. 02-011503 § 7, 1-15-2002]
[R.O. 2017 § 135.080; Ord. No. 02-011503 § 8, 1-15-2002; Ord. No. 08-27 § 1, 12-16-2008; Ord. No. 10-16 § 1, 8-17-2010; Ord. No. 22-16, 8-16-2022]
Purchases of supplies and contractual
services not exceeding ten thousand dollars ($10,000.00) may be authorized
by the City Administrator, or by the Mayor in the absence of the City
Administrator, without obtaining bids and without prior approval of
the Board of Aldermen. All such purchases so authorized by the City
Administrator or Mayor shall be submitted to the Board of Aldermen
for approval at its next regularly scheduled meeting. Purchases of
supplies and contractual services not exceeding two thousand five
hundred dollars ($2,500.00) for law enforcement purposes may be authorized
and undertaken by the City's Chief of Police without obtaining bids
and without prior approval of the City Administrator or Mayor or Board
of Aldermen. All such purchases so authorized and undertaken by the
City's Chief of Police shall be submitted to the Board of Aldermen
for approval thereof at its next regularly scheduled meeting. Any
proposed expenditure between two thousand five hundred dollars ($2,500.00)
and ten thousand dollars ($10,000.00) shall require three (3) bids
solicited by telephone or by such other means as the City Administrator,
or Mayor in the absence of the City Administrator, shall deem appropriate.
Such bids shall be submitted to the Board of Aldermen for approval.
All proposed purchases of supplies and contractual services, where
the estimated cost thereof is ten thousand dollars ($10,000.00) or
more, shall be purchased by formal, written contract from the lowest
responsible bidder. For the purpose of financial disclosure reports
which are required to be filed with the Missouri Ethics Commission,
the City Administrator shall also serve as the City's Chief Purchasing
Agent.
[R.O. 2017 § 135.090; Ord. No. 02-011503 § 9, 1-15-2002]
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 the bids
may be secured and the time and place for opening bids.
2.
The City Clerk may advertise all
pending purchases or sales by a notice posted on the public bulletin
board in the City Hall.
3.
The City Clerk may also solicit sealed
bids by telephone.
4.
The City Clerk may send out notices by email, fax or other electronic
means to interested vendors.
[R.O. 2017 § 135.100; Ord. No. 02-011503 § 10, 1-15-2002]
Bids shall be submitted sealed to
the City Clerk 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.
[R.O. 2017 § 135.110; Ord. No. 02-011503 § 11, 1-15-2002]
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 nor is inexperienced in the
field of property or contractual services of bidding.
[R.O. 2017 § 135.120; Ord. No. 02-011503 § 12, 1-15-2002]
All bids may be accepted or rejected
by the Board of Aldermen. When the award is not given to the lowest
bidder, a full and complete statement of the reasons for placing the
order elsewhere shall be entered upon the journal of the Board.
[R.O. 2017 § 135.130; Ord. No. 02-011503 § 13, 1-15-2002]
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 local
bidder. When there is no local low bidder, the award shall be made
on the basis of a vote by the Board of Aldermen.
[R.O. 2017 § 135.140; Ord. No. 02-011503 § 14, 1-15-2002; Ord. No. 08-27 § 2, 12-16-2008]
In case of an actual or apparent
emergency which requires the immediate purchase of supplies or contractual
services, the Mayor, or the City Administrator, or the President of
the Board of Aldermen in the absence of both the Mayor and the City
Administrator, 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 circumstances of an
emergency purchase shall be recorded in the journal of the Board of
Aldermen at its next regularly scheduled meeting after any such purchase.
[R.O. 2017 § 135.150; Ord. No. 02-011503 § 15, 1-15-2002]
To the maximum extent practicable,
the purchases of the 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.
