Definitions. The following terms shall be defined as stated
for purposes of this Chapter:
APPROPRIATION
The legal authorization of monies for anticipated or incurred
expense.
AUTHORIZED PURCHASER
An approved employee of the City who has been nominated by
a Department Director and appointed by the City Administrator to make
purchases at a specified monetary level on behalf of the City. The
Accounts Payable Clerk shall maintain the list of authorized purchasers
as supplied by the Department Directors.
BUDGET
A document which sets forth proposed revenues and expenses
to be incurred during a fiscal year for the various City operations.
CONSTRUCTION
The process of building, altering, repairing, improving or
demolishing any public structure or facility or other public improvement
of any kind.
CONTRACT
A legally binding promise enforceable by law and, generally,
in writing.
COOPERATIVE PURCHASING AGREEMENT
A legally binding contract approved by the Board of Aldermen
entered into by the City, the United States of America, the State
of Missouri or any of the subordinate agencies or departments and
any other approved organization which manages a cooperative purchasing
program to obtain goods and services at the most advantageous price
for its members and the City specifically.
COST COMPARISONS
An informal analysis of the amounts paid or requested for
a product or service accomplished through personal contact, printed
or digital media.
DEPARTMENTS
Includes law, administration, finance, police, parks and
recreation, planning and development, public works, Municipal Court
and the office of the City Clerk.
EXISTING PURCHASING CONTRACT
A contract previously entered into by the City and currently
existing including, but not limited to, a term-and-supply contract,
an annual contract, a maintenance contract and a warranty contract.
FORMAL WRITTEN BID
A competitive bid which must be submitted in response to
an advertised request in a prescribed format pursuant to applicable
instructions, including typically that the bid be submitted in a sealed
envelope to be opened in public at a specified time.
ITEM
A product, material or service.
OPEN MARKET SALE
The sale of an item of property in a market in which any
buyer or seller may trade and in which prices and product availability
are determined by free competition.
MATERIAL VALUE
The value of an item to be purchased or sold, to be determined
in the first (1st) instance by the department director.
PROCUREMENT
Purchasing, renting, leasing or otherwise acquiring any supplies,
services, property or construction, including performance of any necessary
functions such as writing specifications, selection and solicitation
of sources, preparation and award of contract and contract administration.
PURCHASE ORDER
An offer to make a contract between the City and a vendor.
The contract is not binding until it is accepted by the vendor.
QUOTATION
A statement of price, terms of sale and description of property,
goods or services offered by a vendor to a prospective purchaser by
digital communication, letter, fax, telephone or other means of communication.
A quotation (or "quote") is not required to be in writing from the
vendor; however, some written memorandum of the elements listed above
must be maintained.
REQUISITION
An internal document by which a department sends details
of supplies, services or material required to the Finance Department,
including documentation of authority to commit funds for the purchase.
SPECIFICATIONS
A description of the physical or functional characteristics
or the nature of a supply, service, property or construction item;
the requirements to be satisfied by a product or process; indicating,
if appropriate, the procedures to determine whether the requirements
are satisfied and/or the capabilities and performance characteristics
that the item must satisfy.