[Ord. No. 3575 §§1 — 2(25.010), 3-16-1992]
A purchasing system is hereby established for the City of Dexter, Missouri. The City Administrator is hereby designated purchasing agent, the City Clerk shall be responsible for the operation and enforcement of the system.
[Ord. No. 3575 §§1 — 2(25.020), 3-16-1992]
It shall be understood that the terms "purchase" or "purchases" when used shall apply to the expenditure of any funds whether it be for supplies, materials, equipment, contractual services or professional services. These purchases shall be only those approved in the annual budget ordinance or any additional item or amount authorized by City ordinance.
[Ord. No. 3575 §§1 — 2(25.030), 3-16-1992]
A. 
The objectives of the purchasing system shall be as follows:
1. 
To procure materials, supplies, equipment and services at the lowest cost consistent with the quality and service rendered.
2. 
To establish clearly the responsibility for the purchasing function as being vested in the Purchasing Agents.
3. 
To exercise positive financial control over purchases.
4. 
To provide an efficient means for procurement of materials or equipment.
5. 
To establish and maintain standards of quality in materials, supplies, equipment and services based on suitability for use.
[Ord. No. 3575 §§1 — 2(25.040), 3-16-1992]
A. 
It shall be the duty of the City Clerk to design needed forms and to develop a system so that the following information shall be readily available:
1. 
Quantity, description, unit price and total cost of items purchased.
2. 
Request for purchase originated by whom.
3. 
Acknowledgment that comparative prices, quotations or bids were obtained.
[Ord. No. 3575 §§1 — 2(25.050), 3-16-1992; Ord. No. 4016 §1, 1-18-2000]
The assistant purchasing agents shall have the responsibility for preparing specifications of the equipment, materials, supplies or services, other than professional, to be purchased. The purchasing agent shall consult with the department concerned to ascertain their needs. Specifications for purchases in excess of one thousand five hundred dollars ($1,500.00) shall be approved by the Board of Aldermen.
[Ord. No. 3575 §§1 — 2(25.060), 3-16-1992]
The City Administrator shall sign all contracts for services which may be necessary to obtain supplies, materials, equipment, maintenance or repair work.
[Ord. No. 3575 §§1 — 2(25.070), 3-16-1992]
In lieu of all regulations herein set forth, professional services shall be retained by passage and approval of an appropriate ordinance by the Mayor and Board of Aldermen. Said ordinance shall set forth all conditions and considerations in connection therewith.
[Ord. No. 3575 §§1 — 2(25.080), 3-16-1992]
In lieu of all regulations herein set forth, contractors' services shall be retained by passage and approval of an appropriate ordinance by the Mayor and the Board of Aldermen. Said ordinance shall set forth all conditions and considerations in connection therewith.
[Ord. No. 3575 §§1 — 2(25.090), 3-16-1992]
Whenever feasible, the purchasing agents shall institute scheduled buying for items which are used on a volume basis by the City or for replacement of equipment.
[Ord. No. 3575 §§1 — 2(25.100), 3-16-1992]
The assistant purchasing agents shall strive to establish a relationship of mutual confidence and satisfaction between the City and its suppliers. To accomplish this, the assistant purchasing agents must be aware of all transactions within their departments that are conducted between the City and its suppliers. All contracts between the City and the vendors' representatives shall be through the assistant purchasing agents and signed by the City Administrator. The City Clerk will refer catalogues or other advertising to the departments concerned. Departments which correspond directly with a vendor on technical matters concerning items to be purchased shall retain copies of this correspondence.
[Ord. No. 3575 §§1 — 2(25.110), 3-16-1992]
Whenever feasible, the assistant purchasing agents shall make arrangements for purchasing in conjunction with other units of government in order to obtain a better bid price for purchases.
[Ord. No. 3575 §§1 — 2(25.120), 3-16-1992; Ord. No. 4016 §§2 — 3, 1-18-2000; Ord. No. 4595 §1, 4-5-2010; Ord. No. 5180, 3-3-2025; Ord. No. 5190, 5-5-2025]
A. 
Required. All items costing more than five thousand dollars ($5,000.00) to be purchased shall be subject to competitive bidding except as herein contained or as otherwise provided for in this Chapter.
B. 
Items Exempt From Bidding. Items exempted from competitive bidding include, but are not limited to, the following:
1. 
Purchases made cooperatively with other units of government.
2. 
Services of individuals possessing a high degree of professional skill.
3. 
Purchases from Federal, State or other local governmental units.
4. 
Contracts for printing or engraving of bonds or other evidence of indebtedness.
5. 
Magazines, books or periodicals.
C. 
Competitive Bid Categories. The purchasing agents shall solicit bids on all purchases costing more than five thousand dollars ($5,000.00) as follows:
1. 
Purchases of more than five thousand dollars ($5,000.00) to seven thousand five hundred dollars ($7,500.00) inclusive. For purchases totaling more than five thousand dollars ($5,000.00) but less than seven thousand five hundred dollars ($7,500.00), telephone, electronic or written quotations shall be obtained from no fewer than three (3) firms on each desired item to be purchases whenever feasible.
2. 
Purchases of seven thousand five hundred dollars ($7,500.00) to ten thousand dollars ($10,000.00). For purchases totaling seven thousand five hundred dollars ($7,500.00) or up to ten thousand dollars ($10,000.00), written or electronic quotations shall be obtained from no fewer than three (3) firms on each item whenever feasible.
3. 
Purchases over ten thousand dollars ($10,000.00). For purchases ten thousand dollars ($10,000.00) or more, electronic or written formal sealed bids from no fewer than three (3) firms shall be solicited on each item whenever feasible.
D. 
An invitation to bid shall be published in legal, local newspapers and/or electronically at the direction of the Board of Aldermen.
E. 
When the item being purchased in considered a capital good, such as street equipment, total cost bids may be requested. Such bids shall include the purchase price, the trade-in value, the guaranteed maximum cost, a performance bond and any other information pertinent to the life expectancy of the equipment and costs relative to the operation of such equipment.
[Ord. No. 3575 §§1 — 2(25.130), 3-16-1992]
In the event the Board of Aldermen deems it unnecessary that bids be solicited, then the aforestated requirements may be waived by a motion made and duly approved and recorded in the minutes of the Board's meeting.
[Ord. No. 3575 §§1 — 2(25.150), 3-16-1992]
When deemed necessary by the Board of Aldermen, a bid surety may be required of the bidders. The amount of the surety required will be determined by said Board. Bidders failing to post the required surety will not be considered eligible. Bids not complying with the delivery terms and conditions and the specifications will also not be considered eligible.
[Ord. No. 3575 §§1 — 2(25.160), 3-16-1992]
All formal bids will be opened at the time specified on the inquiry form and read in public at any designated meeting of the Board of Aldermen. All bidders or interested parties may attend the bid opening. A tabulation of all bids received shall be available for inspection of any interested party.
[Ord. No. 3575 §§1 — 2(25.170), 3-16-1992]
The Board of Aldermen may reject any or all bids if it determines that acceptance of the bids would not be in the best interest of the City.
[Ord. No. 3575 §§1 — 2(25.180), 3-16-1992]
The Board of Aldermen will make the award to the best bid. In determining the best bid, the Board shall consider other factors besides price. These factors shall include, but not be limited to: the trade-in value of specific makes of equipment as opposed to another; the life expectancy of the items to be purchased; the maintenance costs of varying models of vehicles and equipment; the experience and reputation of the bidder and manufacturer and any previous business dealings which the bidder has had with the City; and the quality and adaptability of the supplies or contractual services which are bid to the particular use required.
[Ord. No. 3575 §§1 — 2(25.190), 3-16-1992]
The purchasing agent may, for ninety (90) days following the bid date, purchase additional quantities of materials, supplies or equipment for which he/she has previously established the best bid by referring to the particular bid and confirming the existing price with the vendor.
[Ord. No. 3575 §§1 — 2(25.010, 25.200), 3-16-1992; Ord. No. 4016 §§4 — 5, 1-18-2000]
A. 
Purchase Order Procedures.
1. 
Department heads are designated as assistant purchasing agents in each of their departments.
a. 
Administration.
b. 
Police.
c. 
Street/sanitation.
d. 
Fire.
e. 
Water.
f. 
Park.
g. 
Court.
2. 
The City Clerk will control and assign numbered purchase orders to the department heads.
3. 
All assigned numbers must be accounted for. If void, mark entire purchase order as void. All purchase orders used and void shall be turned in to the City Clerk at the end of each month.
4. 
Each department head or his/her designee shall issue and sign all purchase orders.
5. 
One (1) purchase order may be used for one (1) day's purchases from one (1) company.
6. 
Complete purchase order with date, name of company, item/items and any other information required by this Chapter.
7. 
Attach vendor invoice to purchase order. Purchase order number must be on the invoice which must be complete with itemized purchase and purpose. Said information is needed for coding, budgeting and auditing purposes. Department heads may designate where they want each expenditure to be shown on the monthly financial statement for repairs, maintenance, etc.
8. 
Department heads shall keep the white copy (original) for their records, attach the yellow (City Clerk copy to be filed with voucher) and file the pink copy (used numerically by Auditor).
9. 
For bulk purchases, such as gasoline, department head calling for bids assigns purchase order and lists other bids on purchase order. Other department heads use this same purchase order on their tickets when delivery is made, so in this case it's not necessary for each department to issue a purchase order.
B. 
Required. Unless otherwise provided, no purchase in excess of twenty-five dollars ($25.00) shall be made on behalf of the City of Dexter without the issuance of a purchase order. The purchase order is the vendor's authorization to ship the equipment, materials or supplies as specified thereon. It constitutes the contract between the City and the vendor. In addition to the foregoing requirement, the following procedures shall be followed.
C. 
Purchases Of Twenty-Five Dollars ($25.00) And Under. Purchases of twenty-five dollars ($25.00) and under may be made from the petty cash fund furnished to the purchasing agents who shall be solely responsible for these funds.
D. 
Emergency Purchases. Emergency purchases shall be made in accordance with the provisions of Section 130.250 of this Chapter.
E. 
Items Exempt From Purchase Order. Purchase orders need not be issued for certain items of expenditure which are normal recurring obligations of the City, where the amount to be charged is not known until after a service has been performed or until after a specified billing period has elapsed. Items so exempted include, but are not limited to, the following:
1. 
Utility service.
2. 
Telegraph and telephone services.
3. 
Advertising.
4. 
Postage.
5. 
Insurance and bonds of all types.
6. 
Dues and subscriptions.
7. 
Publications as required by law.
8. 
Outside accounting services.
9. 
Auditing services.
10. 
Deposit and bond refunds.
11. 
Miscellaneous refunds — ie. overpayment of water bill, taxes, etc.
12. 
Expenses connected with public hearings of various boards and commissions.
13. 
Pension and contributions and payments.
14. 
FICA contributions.
15. 
Federal and State tax payments.
16. 
Transfers of funds.
17. 
Tax collection expenses.
18. 
Election expenses.
19. 
Payroll deductions and other withholdings required by law.
20. 
Budgeted car allowance.
21. 
Travel expenses.
22. 
Training schools and seminars.
23. 
Maintenance contracts.
24. 
Airport Board purchases.
F. 
Expedient Purchasing Situations. Whenever it is expedient for the smooth operation of the City's business to purchase an item or items without the prior approval of the Board of Aldermen as required in this Chapter, the Mayor may sign the purchase order and shall place on the purchase order the names of at least three (3) Aldermen from whom he/she has received oral approval for the issuance of the purchase order.
G. 
Formal Contracts. When a formal contract has been entered into on behalf of the City, no purchase order need be issued; however, contractors supplying services or who are involved in construction or repair of buildings, streets, sewers, sidewalks or other structures shall present to the City of Dexter certificates of insurance and bonds when required by the Board of Aldermen. Said certificates and/or bonds shall be checked by the City Attorney for content and legality and by the City Engineer for content and accuracy.
[Ord. No. 3575 §§1 — 2(25.210), 3-16-1992]
A change order is to be used to change, correct or cancel any order. Change orders will be prepared by the purchasing agents whenever a change in the original purchase order makes it necessary. Change orders are not to be used to purchase items which were not contemplated in the original bid inquiries. A purchase order form marked "Change order to purchase order No.______" constitutes a change order.
[Ord. No. 3575 §§1 — 2(25.220), 3-16-1992]
It shall be the duty of the purchasing agents, prior to the issuance of a purchase order, to check the budget to ascertain whether the proposed purchase is within the approved budget. In the event the proposed purchase is over budget, the purchasing agents shall refer the matter to the Board of Aldermen for its consideration.
[Ord. No. 3575 §§1 — 2(25.230), 3-16-1992]
A. 
Prior to payment of purchases made, the following procedures shall be observed:
1. 
Acceptance of purchases by departments. The department head or his/her authorized representative receiving the material, supplies or equipment shall promptly check all purchases against the receiving copy of the purchase order, making written notations of any missing or broken items or any variation in quantity ordered. If the purchase is acceptable, the department head shall so indicate in writing. If the materials delivered are not in conformity with the specifications or for other reasons are not acceptable to the department head, he/she shall notify the City Clerk in writing of the reasons for withholding acceptance. The purchasing agent will notify the vendor that his/her delivery has been rejected and will request satisfactory replacement or a supplementary delivery.
2. 
Acceptance of construction. All purchases involving construction of streets, sewers, sidewalks or structures shall be approved by the appropriate department head and the City Administrator and such work shall be formally accepted by the Board of Aldermen. Lien waivers shall be filed with the City by the contractor and shall be checked by the City Attorney.
3. 
Miscellaneous. All purchases not affected by Subsections (1) or (2) of this Section shall be carefully reviewed by either the City Administrator or the City Clerk to ascertain that the purchase has been satisfactorily completed.
[Ord. No. 3575 §§1 — 2(25.240), 3-16-1992]
An invoice is the vendor's statement of his/her charges against the City for materials, supplies, equipment or services rendered. Invoices are to be based on the purchase order and must contain substantially the same information. Prior to payment of the invoice, it is to be checked against the purchase order and the receiving report. After verification, the City Clerk will prepare the invoices for payment. Paid invoices and completed purchase orders shall be kept on file for a period of at least three (3) years and shall be available for audit and for inspection by the Board of Aldermen.
[Ord. No. 3575 §§1 — 2(25.250), 3-16-1992; Ord. No. 4170 §1, 5-20-2002]
The Mayor, City Administrator, City Clerk, City Treasurer, Executive Secretary, second (2nd) Assistant Treasurer and Administrative Assistant/Assistant Treasurer are hereby authorized to draw checks in payment of all purchases made in accordance with the provisions of this Chapter. The Mayor, City Collector, City Clerk, City Treasurer and City Administrator are hereby authorized as signatories on the three (3) Collector's accounts know as: City of Dexter Collector's account, City of Dexter Water Deposit Account and City of Dexter Advanced Payment Account.
[Ord. No. 3575 §§1 — 2(25.140, 25.260), 3-16-1992]
A. 
In the case of emergency, all competitive bid requirements as herein provided shall be suspended; and if formal Board approval of the purchase be required, said approval shall be recorded in the minutes of the next regular meeting of the Board of Aldermen.
B. 
Definition Of Emergency. An "emergency situation" shall be defined as any situation in which the life, safety or health of any person is in danger or the destruction of or damage to public or private property is imminent.
C. 
During Normal Working Hours. For emergency purchases necessary during normal working hours, the department head will, if necessary, obtain permission for the purchase from either the City Administrator or Mayor. In the event that none of the aforementioned officers are available for consultation, the department head shall determine whether or not the purchase shall be made.
D. 
After Normal Working Hours. If the emergency occurs at times other than normal working hours, the department head or the next ranking officer may purchase directly the commodities needed.
E. 
Requisition And Sales Receipts Or Invoices — Required. At the time of purchase, the department head will secure from the vendor a sales ticket or invoice for the material. A purchase order will then be made out in the usual manner, except that the words "emergency purchase" are to be written on the purchase order. The nature of the emergency shall be given on the purchase order or on an accompanying letter, if necessary. The sales ticket or invoice and the requisition will then be attached to the purchase order no later than the following workday.
F. 
Purchases To Be Kept To A Minimum. Emergency purchases of any nature are to be kept to a minimum.
[Ord. No. 3575 §§1 — 2(25.270), 3-16-1992]
The purchasing agent may, whenever desirable or feasible, consolidate requests for materials, supplies or services which are constantly needed by the City for the purpose of obtaining bids on one large order. A price and delivery inquiry will be sent to vendors which will state an estimate of the probable needs of the commodity by the City over a specified period of time. Upon determination of the lowest and best bidder, the assistant purchasing agents will inform the vendor selected of the City's acceptance of his/her terms. A contract will then be executed between the City and the vendor for the length of time specified in the bid inquiry.
[Ord. No. 3575 §§1 — 2(25.280), 3-16-1992]
A. 
Materials or equipment which are deemed to be surplus or which may have become obsolete may be disposed of by the assistant purchasing agents in accordance with the provisions herein set forth.
B. 
Surplus City property, other than real estate, of a value not in excess of one hundred dollars ($100.00) shall, with the approval of the City Administrator, be disposed of by the assistant purchasing agents in whatever manner deemed most advisable.
C. 
Surplus City property, other than real estate, of a value in excess of one hundred dollars ($100.00) shall be disposed of as directed by the Board of Aldermen.
D. 
In the event the Board of Aldermen deems it necessary to advertise for bids for surplus or obsolete property, the purchasing agents will insure that the practices of competitive bidding as provided for in Section 130.120 of this Chapter are followed. Determination of the highest and best bidder will be made by the Board of Aldermen.