[CC 1992 §155.010; Ord. No. 423 §1, 5-20-1991; Ord. No. 590 §1, 3-6-2000]
The City Administrator shall be the chief purchasing agent for
the City under the supervision of the Mayor and Board of Aldermen.
The City Administrator shall appoint purchasing agents (department
heads or his/her designee) who shall obtain for the City the bids
for equipment, supplies and services, and other items as may be needed
by the City, in accordance with the procedures prescribed by this
Chapter or required by State Statutes.
[CC 1992 §155.020; Ord. No. 423 §2, 5-20-1991; Ord. No. 590 §2, 3-6-2000]
A.
The purchasing
agents shall:
1.
Act
to provide for the City the highest quality in supplies and services
at the least expense to the City.
2.
Endeavor
to obtain the fullest and most open competition as possible on all
sales and purchases.
3.
Utilize
and maintain all forms necessary for the operation of the purchasing
function.
4.
Maintain
a bidders' list of competent firms and personnel as demonstrated by
past performance or as verified by reference checks.
5.
Inspect,
or supervise the inspection of, all deliveries with regard to quantity,
quality and conformance to specifications and pursue all appropriate
claims for non-conformance.
6.
Keep
a record of all telephone quotes and bids obtained for the period
of time required by law.
[CC 1992 §155.030; Ord. No. 423 §3, 5-20-1991; Ord. No. 590 §3, 3-6-2000]
No elected official, appointed official or City employee shall
transact any business in his/her official capacity with any business
entity of which he/she is an officer, agent or member or in which
he/she owns substantial interest. No elected official, appointed official
or employee of the City shall require a firm or entity of which he/she
is an officer, agent or member or the owner of substantial interest
to sell any goods or services to any business entity which is licensed
by or regulated in any manner by the agency in which the officer or
employee serves. The only exception to this is if, on a competitive
bid basis, they are the lowest bidder for a procurement or the highest
bidder for a sale, whichever the case may be.
[CC 1992 §155.040; Ord. No. 423 §4, 5-20-1991; Ord. No. 590 §4, 3-6-2000]
As specified by State Statutes, Section 105.478, RSMo.
[CC 1992 §155.050; Ord. No. 423 §5, 5-20-1991; Ord. No. 590 §5, 3-6-2000]
A.
When
the City makes any purchase or enters into a contract, except day-to-day
operational expenses, for more than one thousand dollars ($1,000.00),
multiple bids are required with three (3) being the desired amount.
Professional services such as engineering, legal, financial and design/build
do not require a competitive bid but candidates shall be asked to
provide qualifications and references before being hired by the City.
B.
Exception
to the competitive bid requirement shall also be made in those instances
where maintenance and/or compatibility with existing systems or services
is necessary and prudent. In these instances, documentation shall
be provided and attached to the authorizing document or invoice as
to the circumstances surrounding said purchase. Examples of this type
of purchase are computer systems, control systems at the water plant,
or other communications devices.
[CC 1992 §155.060; Ord. No. 590 §6, 3-6-2000]
A.
The following
procurement limits are hereby established by this Section:
1.
Operational
supplies up to $5,000.00: Department heads if within approved department
budget.
2.
Operational
supplies over $5,000.00: City Administrator if within approved budgets.
3.
Equipment
and services under $500.00: Department heads if within approved department
budget.
4.
Equipment
and services $500.00 to $5,000.00: City Administrator if within approved
budgets.
5.
Equipment
and services over $5,000.00: Board of Aldermen.
6.
Professional
services: Board of Aldermen.
[CC 1992 §155.070; Ord. No. 423 §6, 5-20-1991; Ord. No. 590 §7, 3-6-2000]
A.
The method
for obtaining competitive bids shall consist of one (1) or more of
the following:
1.
A request
for bids published in at least one (1) newspaper published in the
City or County or in general circulation within the City or County
at least five (5) days preceding the last day set for the receipt
of bids. The request for bid notice shall specify where specifications
may be obtained and the time and place for bid opening.
2.
Sealed
bids may be solicited by direct mail or telephone from the qualified
bidders' list which the purchasing agent shall maintain.
3.
Telephone
bids may be obtained for supplies, equipment and services under five
thousand dollars ($5,000.00). Said bids shall be properly documented
by the purchasing agent.
4.
The
purchasing agent shall, when applicable, also advertise all pending
purchases or sales by a notice posted on the public bulletin board
in City Hall.
[CC 1992 §155.080; Ord. No. 423 §8, 5-20-1991; Ord. No. 590 §8, 3-6-2000]
A.
The bid
opening and award procedure shall be specified in the published request
for bid notice. The following methods may be used:
1.
Bids
may be opened and read aloud in the Board of Aldermen meeting immediately
following the bid closing date. Action may be taken by the Board of
Aldermen at that time or they may be referred to a City committee
or official for evaluation and recommendation.
2.
Bids
may be opened by the City Administrator, tabulated and evaluated with
a recommendation to the Board of Aldermen prior to his/her meeting.
3.
In either
event, a bid tabulation shall be prepared and the results communicated
to all bidders as soon as possible after the award decision.
[CC 1992 §155.090; Ord. No. 423 §9, 5-20-1991; Ord. No. 590 §9, 3-6-2000]
A.
The City
reserves the right to reject any and all bids. Contracts shall be
awarded to the lowest responsible bidder. Bids shall not be accepted
from, nor a contract awarded to, a contractor or vendor who is in
default on the payment of taxes, licenses or other monies due the
City. In determining "lowest responsible bidder" the following shall
be considered in addition to price:
B.
When
the award is not given to the lowest bidder, a full and complete statement
of the reasons shall be documented and placed in the bid file.
[CC 1992 §155.100; Ord. No. 423 §11, 5-20-1991; Ord. No. 590 §10, 3-6-2000]
In the case of an emergency requiring immediate purchase of
equipment, supplies or services, the City Administrator may authorize
the purchase at the lowest obtainable price considering the time element
involved. A full explanation of the circumstances of the emergency
purchase shall be prepared and be attached to the quote and corresponding
invoice. "Emergency" is defined as risk of termination
of basic City services to the citizens.
[CC 1992 §155.110; Ord. No. 423 §12, 5-20-1991; Ord. No. 590 §11, 3-6-2000]
The Purchasing Agent 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 Administrator.
[CC 1992 §155.120; Ord. No. 590 §12, 3-6-2000]
A.
The purchasing
agent shall use purchase orders for all purchases from firms outside
the City limits. One (1) copy shall be sent to the City Clerk for
matching with the invoice when it is received. Instructions for account
coding shall be written on the purchase order when applicable. Special
arrangements, such as a monthly open purchase order, will be allowed
with firms providing on-going supplies such as gravel from the quarry
or chemicals for the water plant.
B.
Purchases
from firms inside the City limits shall be made on an "open account"
basis. The department head shall be responsible for proper use of
this open account by subordinate employees and shall authorize all
purchases.
[CC 1992 §155.130; Ord. No. 590 §13, 3-6-2000]
Obsolete and unusable property and equipment of the City shall
be sold or disposed of in the most expedient manner possible. Prior
to this action, property shall be listed by the City Clerk and approved
by the City Administrator. The City Administrator shall obtain Board
of Aldermen approval to dispose of the obsolete and unusable equipment
and property. Upon approval, the City Clerk shall take action to dispose
of said property and equipment in the most expedient manner. If items
are sold, such sale shall be made in good faith and should not be
made to any individual which could constitute a conflict of interest.
