[Rev. Ord.
No. 14, § 7, 10-21-1912]
The fiscal year of the City shall commence on the April 1 and
terminate on the last day of March in each year, and the books, accounts
and reports of officers of the City shall be made to conform thereto.
[Rev. Ord.
No. 1, § 1, 10-21-1912]
The Mayor shall make written report to the City Council, on
or before July 1 of each year, which report shall contain his estimate
of the necessary appropriations to meet all the requirements of the
current year, and the estimated receipts from licenses, taxes and
other sources, and which shall also show the actual financial condition
of the City.
[Rev. Ord.
No. 14, § 8, 10-21-1912]
In all cases of accounts audited and allowed against the City,
and for the payment of which the Mayor and City Council by ordinance,
shall make the necessary appropriation, it shall be the duty of the
City Clerk to draw a check on the City Treasury for the amount due.
All checks drawn upon the City Treasury shall be signed by the Mayor
and the City Clerk or his designee.
[Rev. Ord.
No. 14, § 9, 10-21-1912]
No appropriation of money shall be made by the Mayor and City
Council, and no warrant shall be drawn by the City Clerk or paid by
the City Treasurer, unless the amount of money remaining in the Treasury
to the credit of the fund or appropriation upon which the warrant
is to be drawn shall be sufficient to pay the same.
[Rev. Ord.
No. 14, § 10, 10-21-1912]
No warrants shall be drawn on the City Treasury in favor of
any officer who is in arrears to the City, nor in favor of any person
indebted to the City, except for the amount due such officer or person
in excess of such arrears or indebtedness.
[Rev. Ord.
No. 1, § 4, 10-21-1912]
All claims against the City must be presented in writing, and
verified by the oath of the claimant, or his agent, that the claim
is correct, reasonable and just. No claim shall be audited or allowed
unless presented and verified, as provided in this Section. No cost
shall be recovered against the City in any action brought against
it for any unliquidated claim which has not been presented to the
City Council to be audited, nor upon claims allowed in part, unless
the recovery shall be for a greater sum than the amount allowed with
interest due. No action shall be maintained against the City in exercising
or failing to exercise any corporate power or authority, in cases
where such action would not lie against a private individual under
like circumstances.
[Ord. No. 2017-22 § 1, 5-23-2017]
All City purchases are exempt from the sales taxes of Missouri
and its political subdivisions.
[1]
Editor's Note: Former Section 2-285, Purchases up to Two Thousand Five Hundred Dollars May Be Made by Mayor/City Administrator Without Prior Approval, adopted and/or amended by Ord. No. 86-123 § 1, 8-6-1986; Ord. No. 96-23 §§ 1 — 2, 9-10-1996, Ord. No. 2014-29 § I, 12-9-2014; Section 2-286, Competitive Bids Required for Purchase from Five Hundred Dollars to One Thousand Dollars, adopted and/or amended by Ord. No. 86-123 § 2, 8-6-1986; Ord. No. 96-23 §§ 1 — 2, 9-10-1996; Section 2-287, Written Bids to be Submitted for Purchase Over One Thousand Dollars, adopted and/or amended by Ord. No 86-123 § 3, 8-6-1986; Section 2-288, Dispensing of Section 2-287 Upon Declaration of Emergency by the City Council, adopted and/or amended by Ord. No. 88-8 § 2; and Section 2-289, Request for Proposals, adopted and/or amended by Ord. No. 2011-07 § 1, 2-26-2011; Ord. No. 2011-24 § 1, 7-26-2011; were repealed 5-23-2017 by Ord. No. 2017-221 § 1.
[Ord. No. 2017-22 § 1, 5-23-2017]
When the City, the Mayor or its City Administrator negotiates
any purchase or contract, except day-to-day operational expenses,
for more than five thousand dollars ($5,000.00), at least three (3)
bids shall be solicited, if possible. The City Administrator shall
approve all budgeted items, and non-budgeted items shall be approved
by the City Council. Whenever competitive bidding is otherwise required
by law, the City shall utilize that process, regardless of the provisions
of this Section.
[Ord. No. 2017-22 § 1, 5-23-2017]
A.
Purchases under one thousand dollars ($1,000.00) require department
head approval.
B.
Purchases over one thousand dollars ($1,000.00) to two thousand five
hundred dollars ($2,500.00), if purchased individually or in bulk,
shall require competitive bids/quotes. Bids/quotes shall be obtained
in writing, by telephone, or from current catalog price lists. Bids/quotes
shall be solicited from at least three (3) vendors, if possible. Authorization
by signature of City Administrator shall be required.
C.
Purchases over two thousand five hundred dollars ($2,500.00) to five
thousand dollars ($5,000.00), if purchased individually or in bulk,
shall require competitive bids/quotes. Bids/quotes shall be solicited
as sealed bids/quotes. Authorization by signature of City Administrator
shall be required.
D.
Purchases over five thousand dollars ($5,000.00) require legal advertisement,
written specifications, sealed bids and are awarded by the City Council.
Sealed bids shall be submitted to the City Administrator for public
opening and evaluation prior to the City Council action. In lieu of
the requirement for legal advertisement, written specifications and
sealed bids, the use of an electronic solicitation process which allows
vendors to provide cost estimates to public entities, and satisfies
the spirit and intent of the requirements for legal advertisement,
written specifications, and sealed bids, shall be authorized.
E.
Purchases requiring City Council approval are contracts, agreements
and purchases over five thousand dollars ($5,000.00).
F.
For purchases of property/casualty insurance, however, the contract
may be submitted for competitive bids every six (6) years.
G.
For purchases for health insurance, however, the contract may be
submitted for competitive bids every three (3) years.
H.
Exceptions. These guidelines may be modified or waived under any
of the conditions listed below by the City Administrator. Written
justification for such must be submitted with the purchase order.
1.
The goods or services are available from only one (1) vendor.
2.
A concession or maintenance service agreement is being renewed for
good workmanship, material, or performance for no more than one (1)
year up to $5,000.
3.
It is advantageous to purchase through the purchasing contracts of
other governmental agencies.
4.
The services are not conducive to lowest price bidding such as legal,
engineering, audit or medical services.
5.
For purchases that are of an ongoing, repetitive nature, i.e., concrete,
asphalt, equipment repairs or any other item approved by the City
Administrator. The City Administrator shall have the authority to
approve, on an annual basis, a vendor listing of not less than three
(3) vendors to be used by the City for each approved product or service.
Vendors shall annually submit bids. Purchases may then be made by
department heads on a price/availability basis, for purchases up to
one thousand dollars ($1,000.00), without obtaining separate quotes
on each purchase.
6.
Professional services for architecture, engineering, or land surveying
shall be obtained by request for qualifications and evaluated on experience,
technical competence, capacity and capability to perform work, past
performance record and proximity to and familiarity with the area.
7.
When it is determined after reasonable investigation that the goods
may be purchased at retail for less than the cost available through
sealed bids.
8.
For license renewals for software or special computer software, interface
upgrades, add-on parts and components to existing City-owned equipment.
9.
Purchases for chlorine, lime, sand and salt for snow removal.
[Ord. No. 2017-22 § 1, 5-23-2017]
The notice required shall consist of one (1) or more of the
following:
A.
Published in at least one (1) newspaper published in the City or
county or in general circulation within the City or county at least
10 days preceding the last day set for the receipt of proposals. The
newspaper notice required herein shall state where bid specifications
may be secured and the time and place for opening bids.
B.
Solicit sealed bids by direct mail or telephone.
C.
The City Clerk shall, where applicable, also advertise all pending
purchases or sales by a notice posted on the public bulletin board
in the City Hall.
[Ord. No. 2017-22 § 1, 5-23-2017]
All obsolete and unusable personal property and equipment shall
be sold or disposed of in the most expedient manner possible. Such
sales should be made in good faith and should not be made to any individual
which could constitute a conflict of interest. Proceeds from such
sale shall be immediately deposited to the City Treasury.
[Ord. No. 2017-22 § 1, 5-23-2017]
Bids shall be submitted sealed to the City Clerk, or other front
desk personnel, 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 and a tabulation report forwarded to the Mayor, Council
and City Administrator.
[Ord. No. 2017-22 § 1, 5-23-2017]
The City reserves the right to reject any or all bids. Contracts
shall be awarded to the lowest responsible bidder. Bids shall not
be accepted from, nor contract 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:
[Ord. No. 2017-22 § 1, 5-23-2017]
When the award is not given to the lowest bidder, a full and
complete statement of the reasons for awarding the bid elsewhere shall
be entered upon the minutes of the City Council.
[Ord. No. 2017-22 § 1, 5-23-2017]
In case of an apparent emergency which requires immediate purchase
of supplies or contractual services, the Mayor and City Administrator
may authorize the purchase, at the lowest obtainable price, of any
supplies or contractual services. A full explanation of the circumstances
of an emergency purchase shall be recorded in the minutes of the City
Council.
[Ord. No. 2017-22 § 1, 5-23-2017]
The City Administrator, or other authorized City official, shall
have the authority to join with other units of government in cooperative
purchasing when the best interest of the City would be served and
after approval of the City Council.
