[R.O. 2007 §2-200; Ord. No. 4862 §1, 3-4-1985]
The City Manager may serve as purchasing agent for the City
of Poplar Bluff or may designate or appoint another person to the
office who shall be subject to the supervision and control of the
City Manager.
[R.O. 2007 §2-200.1; Ord. No. 4862 §2, 3-4-1985]
The City Treasurer shall not issue a check on any City funds
other than payroll and no title to any asset of the City of Poplar
Bluff shall be given unless in compliance with this Chapter.
[R.O. 2007 §2-200.2; Ord. No. 4862 §3, 3-4-1985; Ord. No 4929 §1, 11-4-85; Ord. No. 4937 §1, 1-6-1986; Ord. No. 5475 §1, 8-5-1991]
A.
Before
making a purchase, the purchasing agent shall invite competitive bidding
under the rules and regulations set out in this Chapter, but the City
Council shall not except individual contracts, purchases or sales
from the requirement of competitive bidding. Whenever possible, there
should be price comparison on regularly purchased small items.
B.
Contracts
for equipment, goods, rolling stock, construction materials or supplies
amounting to more than five thousand dollars ($5,000.00) shall not
be let without being budgeted or prior approval of the City Council
and the publishing of an advertisement for bids thereon in a newspaper
of general circulation in the City not less than ten (10) days prior
to the reception of such bids; provided that the City Council and/or
City Manager shall have the power to reject all bids and advertise
again. Any recommendation to let a contract that is not the lowest
bid on a budgeted item shall require City Council approval. Contracts
for equipment, goods, rolling stock, construction materials or supplies
amounting to five thousand dollars ($5,000.00) or less may be let
upon oral bids thereon. The department head of any department requesting
such bids shall keep a written record of all bids received. Alterations
in any contract may be made when authorized by the City Council upon
the written recommendation of the City Manager. It shall be a violation
of this Section if contracts or purchases are divided into separate
contracts of less than five thousand dollars ($5,000.00) each if in
their entirety the amount of the total divided contracts or purchases
exceed five thousand dollars ($5,000.00).
C.
These
provisions shall not prevent the City Manager, with the approval of
the City Council, from employing labor for public improvements, making
necessary extensions of public service, employing specialized professional
services and negotiating policy premiums for various insurance coverages.
D.
Contracts
for equipment, goods, rolling stock, construction materials or supplies
amounting to more than five thousand dollars ($5,000.00) may be let
without the publishing of an advertisement for bids thereon only if
said contract is with a person, firm, organization or corporation
whose offer to sell to the City and whose sale price for said commodity
is equal to, lower or better than the then existing State contract
price with the same or similar commodity as established by the State
or any department or board or commission thereof and for which the
said commodity is available to the State; or if there is only one
(1) known source from whom to purchase said equipment, goods, rolling
stock, construction materials or supplies; or upon the City Manager's
approval during a dire emergency.
E.
In
respect to any contract issued or entered into under the provisions
of this Section, the City Manager shall have the power and authority
to increase or decrease the same up to and including the sum of five
thousand dollars ($5,000.00) before extra service, work or labor to
be performed or for the deletion thereof. Any charges in excess of
said sum of five thousand dollars ($5,000.00) may be made only when
authorized by the City Council. The City Council may also alter or
extend the terms of any such contract upon the written recommendation
of the City Manager.
[R.O. 2007 §2-200.3; Ord. No. 4862 §4, 3-4-1985]
A.
The
following procedures shall be used for the ordering, contracting or
furnishing of materials, supplies, equipment or contractual services
for any City department, office or agency:
1.
Any City department, office or agency may purchase any non-capital
supplies, materials or equipment in an amount less than five hundred
dollars ($500.00). The purchasing agent shall provide procedures for
the departments, offices or agencies to follow in making such purchases.
The purchasing agent, with the approval of the City Manager, shall
make rules and regulations for the purchase of any supplies, materials,
equipment or contractual services purchased by a department, office
or agency of the City of Poplar Bluff.
2.
Orders or contracts to furnish any supplies, materials, equipment
or contractual services to any City department, office or agency for
five hundred dollars ($500.00) or more shall be requisitioned by the
user department from the Purchasing Department and the Finance Director
shall certify the availability of funds prior to the placing of an
order.
[R.O. 2007 §2-200.4; Ord. No. 4862 §5, 3-4-1985]
A.
The
purchasing agent may sell or trade upon the best terms available any
obsolete, unused, outmoded, unserviceable or waste material and equipment
which sale or trade may be:
1.
Conducted with or without notice, provided the value of the property
involved is one thousand dollars ($1,000.00) or less;
2.
Where the value of the merchandise is more than one thousand dollars
($1,000.00), the City Council shall find the supplies, materials or
equipment are obsolete, unused, outmoded, unserviceable or waste material
and authorize disposal of same.
[R.O. 2007 §2-200.5; Ord. No. 4862 §6, 3-4-1985; Ord. No. 5089 §1, 6-1-1987]
No officer, department or employee shall, during any fiscal
year, expend or contract to expend any money or inure any liability
or enter into any contract which by its terms involves the expenditures
of money, for any purpose, in excess of the amounts appropriated for
any particular department account. Any contract, verbal or written,
made in violation of this Section shall be null and void. Any officer
or employee of the City who shall knowingly and willfully violate
this Section shall be subject to appropriate disciplinary action.
Nothing in this Section contained, however, shall prevent the making
of contracts or the spending of money for capital improvements to
be financed in whole or in part by the issuance of bonds or revenue
certificates nor the making of contracts of lease or for services
for a period exceeding the budget in which such contract is made,
when such contract is permitted by law.
[R.O. 2007 §2-17; Ord. No. 4764 §§1 — 2, 9-6-1983; Ord. No. 5075 §1, 3-2-1987]
A.
By
specific reference thereto, the City Council adopts the provisions
of Sections 8.285 to 8.291, RSMo., as the formal policy for the City
with regard to the procurement of architectural, engineering and land
surveying services.
B.
In
adopting the provisions of said Sections 8.285 to 8.291, RSMo., the
City may, but is not bound to, prepare a written description of the
scope of the proposed services if such services are not adequately
set out by other means. Further, an annual statement of qualifications
and performance data may be waived if the architectural, engineering
or land surveying firm has performed services for the City within
one (1) year of the date of the proposed services.
[Ord. No. 7476 §1, 2-3-2014]
A.
On all purchases requiring the letting of bids under Section 140.030 of the Code of Ordinances for the City of Poplar Bluff, Missouri, the following shall apply:
1.
Preference will be given to vendors or contractors who produce,
manufacture, or market goods and/or services within the defined radius
as described below, if the quality and price are comparable with all
other goods and services offered to the City and, after consideration
of the effects of time of delivery, maintenance and repair service,
other pertinent costs, and all other factors to be considered in the
bid award process, it is determined that a bid received from a local
vendor or contractor is substantially equal to or better than other
bids received. When a formal written bid or proposal is not required,
local vendors may be given an opportunity to match prices offered
by non-local vendors, as long as the products are equal as to specification
and quality requirements.
2.
A vendor or contractor is considered to be local if its principal
place of business is located within a radius of twenty-five (25) miles
from Poplar Bluff City Hall, with the majority of its primary business
operations, including, but not limited to, production, operation,
purchasing, billing, marketing, management, administration and ownership,
occurring within said radius. "Local" shall not include the following:
3.
When bids or proposals are received from both local and non-local
vendors or contractors, the local bidder may be given preference in
the awarding of the bid, provided that its bid meets all other specification,
quality, and service requirements in the following instances:
a.
If a local bidder is, within three percent (3%) of the lowest
bid from a non-local bidder on a bid or proposal from three thousand
dollars ($3,000.00) up to one million dollars ($1,000,000.00), and
within two percent (2%) on such bid or proposal from one million dollars
($1,000,000.00) up to three million dollars ($3,000,000.00), and within
one percent (1%) on such bid or proposal from three million dollars
($3,000,000.00) to five million dollars ($5,000,000.00).
b.
c.
In the event that a general/prime contractor wishes a bid to
be considered local, such contractor must either be local as defined
above and at least fifty-one percent (51%) of the value of the total
work to be performed as set forth in the bid price must be accomplished
by the general/prime contractor or subcontractors considered local
pursuant to this policy as defined above; or, utilize subcontractors
considered local who will perform at least sixty percent (60%) of
the value of the total work to be performed as set forth in the bid.
The general/prime contractor will be required to document this information
and provide it with the bid in order for the bid to be considered
under the local purchasing preference policy.
