[1]
Cross references—City collector, § 2-116 et seq.; city treasurer, § 2-151 et seq.
[Ord. No. 2396 § 1, 6-15-2017]
(a) 
The Mayor shall be the budget officer for the City and shall prepare and submit to the Board of Aldermen a proposed budget prior to the start of each fiscal year.
(b) 
All officers and employees shall cooperate with and provide to the budget officer in a timely manner such information and such records as he or she may require in developing the budget.
(c) 
The budget officer shall review all the expenditure requests and revenue estimates and prepare a proposed budget.
(d) 
After the budget officer has prepared the proposed budget, he or she shall submit it, along with such supporting schedules, exhibits, and other explanatory material as may be necessary for the proper understanding of the financial needs and position of the City, to the Board of Aldermen. He or she shall submit at the same time complete drafts of such orders, motions, resolutions, or ordinances as may be required to authorize the proposed expenditures and produce the revenues necessary to balance the proposed budget.
(e) 
The Board of Aldermen may revise, alter, increase or decrease the items contained in the proposed budget; provided, that in no event shall the total authorized expenditures from any fund exceed the estimated revenues to be received plus any unencumbered balance or less any deficit estimated for the beginning of the budget year, and, before the beginning of the fiscal year, the Board of Aldermen shall adopt an annual budget which shall present a complete financial plan for the ensuing budget year and approve or adopt such orders, motions, resolutions, or ordinances as may be required to authorize the budgeted expenditures and produce the revenues estimated in the budget. In doing so the Board of Aldermen shall include at least the following information:
(1) 
A budget message describing the important features of the budget and major changes from the preceding year;
(2) 
Estimated revenues to be received from all sources for the budget year, with a comparative statement of actual or estimated revenues for the two (2) years next preceding, itemized by year, fund, and source;
(3) 
Proposed expenditures for each department, office, commission, and other classification for the budget year, together with a comparative statement of actual or estimated expenditures for the two (2) years next preceding, itemized by year, fund, activity, and object;
(4) 
The amount required for the payment of interest, amortization, and redemption charges on the debt of the City;
(5) 
A general budget summary.
(f) 
In no event shall the total proposed expenditures from any fund exceed the estimated revenues to be received plus any unencumbered balance or less any deficit estimated for the beginning of the budget year; provided, that nothing herein shall be construed as requiring the City to use any cash balance as current revenue or to change from a cash basis of financing its expenditures.
(g) 
After the Board of Aldermen has approved the budget for any year and has approved or adopted the orders, motions, resolutions, or ordinances required to authorize the expenditures proposed in the budget, there shall be no increase in the total amount authorized for expenditure from any fund unless the Board of Aldermen adopts a resolution setting forth the facts and reasons making the increase necessary and approves or adopts an order, motion, resolution or ordinance to authorize the expenditures.
(h) 
During the budget year the Mayor may transfer any unencumbered balance or portion thereof from the expenditure authorization of one (1) department, office, commission, or other classification to another, subject to approval by the Board of Aldermen.
(i) 
The budget or the orders, motions, resolutions, or ordinances as may be required to authorize the expenditures proposed in the budget as finally approved, and any orders, motions, resolutions or ordinances to increase the total amount authorized for expenditure adopted shall remain on file for three (3) years and shall be public records and open to inspection. To each copy so filed the Mayor shall attest to the fact that preparation and adoption procedures were conducted in the manner prescribed herein.
(j) 
If at the beginning of any fiscal year the Board of Aldermen has not approved or adopted and filed the budget and the expenditure orders, motions, resolutions, or ordinances required herein for the current fiscal year, the several amounts authorized in the expenditure orders, motions, resolutions, or ordinances for the next preceding fiscal year for the objects and purposes specified therein, so far as the same shall relate to operation and maintenance expenses, shall be deemed to be reappropriated for the several objects and purposes specified in said expenditure orders, motions, resolutions, or ordinances, until such time as the budget and the expenditure orders, motions, resolutions, or ordinances for the current fiscal year are approved or adopted and filed as required herein.
(k) 
The expenditure orders, motions, resolutions, or ordinances approved or adopted and filed as provided herein, and the transfers made as provided herein, shall constitute the authorization for the expenditure of money for the budget year. No expenditure of public moneys shall be made unless it is authorized as provided herein.
[Code 1964, § 11-1; Ord. No. 2066 § 1, 7-5-2007]
(a) 
Such bank as shall be designated from time to time shall be selected and appointed as depository for the funds of this city. The city treasurer shall deposit to the credit of this city, in such bank, all funds of the city and in such accounts, all bearing the designation "City of Bellefontaine Neighbors", as may be necessary and convenient for the transaction of the city's business.
(b) 
The withdrawals from the deposits of funds to the credit of this city in such bank shall be by check, signed by the city treasurer and city clerk and countersigned by the mayor. All checks shall bear evidence of having been protected by mechanical means.
(c) 
The mayor, the city treasurer and the city clerk shall enter into a contract with such bank and a trustee to be named in such contract for the securing as required by law of the funds of this city on deposit with the bank.
[Code 1964, § 11-2; Ord. No. 2066 § 1, 7-5-2007]
(a) 
In order to assist the county assessor in assessing all real and tangible personal property situated within the city and subject to taxation under the laws of the state, it shall be the duty of the city clerk to transmit, prior to the fifteenth day of each month, the following information pertaining to the city for the month next preceding:
(1) 
All permits issued for the construction, alteration, demolition or repair of buildings or structures.
(2) 
All permits issued for the installation, erection or alteration of electrical wires or apparatus in buildings or structures.
(3) 
All permits issued for the installation, alteration, repair or relocation of plumbing systems or fixtures.
(4) 
All changes in the zoning of land.
(5) 
All locations, relocations, establishments, extensions or vacations of public highways, streets, boulevards, parks, parkways, sidewalks, alleys, bridges, viaducts or subways.
(6) 
All licenses issued for motor vehicles, trailers or semitrailers.
(b) 
The city clerk shall transmit the information herein specified on such forms as shall be prescribed by the county assessor; provided that, until such forms are so prescribed, the city clerk shall devise and use such forms as he considers suitable for such purpose.
[Ord. No. 1989, § 1, 11-18-2004]
(a) 
Scope. This policy applies to the investment of all funds of the City except pension funds, which are managed by a private asset manager. City funds will be invested so as to provide maximum security with the highest return while meeting the City's cash flow demands and conforming to all applicable laws governing the investment of public funds.
(1) 
Pooling of funds. Except for cash in certain restricted and special funds, the City will consolidate cash balances from all funds to maximize investment earnings. Investment income will be allocated to the various funds based on their respective participation and in accordance with the generally accepted accounting principles.
(2) 
External management of funds. Investment through external programs, facilities and professionals operating in a manner consistent with this policy will constitute compliance.
(b) 
General objectives.
(1) 
Safety. Safety of principal is the foremost objective of the investment program. The objective will be to minimize credit risk and interest rate risk.
a. 
Credit risk. The failure of the security issuer or backer by the following.
1. 
The City will pre-qualify the financial institutions, brokers/dealers, intermediaries, and advisors with which the City will do business. The City shall use a thorough screening process to select qualified financial institutions. The selection bases shall include evaluation of each applicant's assets, liabilities, public deposits, local presence, credit characteristics, financial position, and collateral capabilities.
2. 
All banking contracts shall specify that the City reserves the right to make investment decisions with any bank or brokerage firms. All banking contracts shall specify, consistent with this investment policy, what types of investments may be used as collateral for deposits.
(a) 
The City Treasurer will maintain a list of financial institutions and security broker/dealers authorized to provide investment services. Preference is given to St. Louis based institutions. The City shall not conduct public business with any securities dealer with the knowledge that the securities dealer is known to have charged excessive prices or defrauded public entities.
3. 
All financial institutions and broker/dealers who desire to become qualified bidders for investment transactions must annually provide proof of National Association of Security Dealers certification. The City Treasurer shall ensure that a current audited financial statement is on file for each financial institution and broker/dealer with which the City invests.
4. 
The City will diversify the portfolio so that potential losses on individual securities will be minimized.
b. 
Interest rate risk. The City will minimize the risk that the market value of securities in the portfolio will fall due to changes in general interest rates, by:
(2) 
Structure. Structuring the investment portfolio so that securities mature to meet cash requirements for ongoing operations, thereby avoiding the need to sell securities on the open market prior to maturity. Investing operating funds primarily in shorter-term securities.
(3) 
Liquidity. The investment portfolio will be structured so that securities mature concurrent with cash needs to meet anticipated demands.
(4) 
Yield. The investment portfolio shall be designed with the objectives of attaining a market rate of return throughout budgetary and economic cycles, taking into account the investment risk constraints and liquidity needs. Return on investment is of secondary importance to the safety and liquidity objectives described above. The core of investments are limited to relatively low risk securities in anticipation of earning a fair return relative to the risk being assumed. Only rarely would a security be sold prior to maturity.
(c) 
Standards of care.
(1) 
Prudence. The standard of care to be used by investment officials shall be the "prudent person" standard and shall be applied in the context of managing an overall portfolio. That is: "investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion, and intelligence would exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived."
(2) 
Ethics and conflicts of interest. Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment program or impair their ability to make impartial decisions. Employees and investment officials shall disclose any material interests in financial institutions in which they conduct business. They shall further disclose any personal financial/investment positions that could be related to the performance of the investment portfolio.
(3) 
Delegation of authority. Authority to manage the investment program is granted to the City Treasurer, hereinafter referred to as investment officer and derived from the state statutes or constitution. Responsibility for the operation of the investment program is hereby delegated to the investment officer, who shall act in accordance with the established written procedures and internal controls for the operation of the investment program consistent with this investment policy. Procedures should include references to: safekeeping, delivery vs. payment, investment accounting, repurchase agreements, wire transfer agreements, and collateral/depository agreements. No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the investment officer. The investment officer shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of subordinate officials.
(d) 
Internal controls. The investment officer is responsible for establishing and maintaining an internal control structure that will be reviewed annually with the City's independent auditor. The internal control structure shall be designed to ensure that the assets of the City are protected from loss, theft or misuse and to provide reasonable assurance that these objectives are met. The concept of reasonable assurance recognizes that (1) the cost of control should not exceed the benefits likely to be derived and (2) the valuation of costs and benefits require estimates and judgments by management.
The internal controls shall address the following points:
Control of collusion
Separation of transaction authority from accounting and record keeping
Custodial safekeeping
Clear delegation of authority to subordinate staff members
Written confirmation of transactions for investments and wire transfers
Development of a wire transfer agreement
(e) 
Suitable and authorized investments.
(1) 
Investment types. In accordance with and subject to restrictions imposed by current statutes, the following list represents the entire range of investments that the City will consider and which shall be authorized for the investments of funds by the City.
a. 
United States Treasury Securities. The City may invest in direct obligations of the United States government for which the full faith and credit of the United States are pledged for the payment of principal interest.
b. 
United States Agency Securities. The City may invest in obligations which are unconditionally guaranteed as to timely payment of the principal and interest by any agency of the United States Government.
c. 
Repurchase agreements. The City may invest in contractual agreements between the City and commercial banks or primary government securities dealers. The purchaser in a repurchase agreement (repo) enters into a contractual agreement to purchase Treasury and government agency securities while simultaneously agreeing to resell the securities at predetermined dates and prices.
d. 
Collateralized public deposits. Instruments issued by financial institutions which state that specified sums have been deposited for specified periods of time and at specified rates of interest. Such deposits are required to be backed by acceptable collateral securities as dictated by State statute.
e. 
Commercial paper. The City may invest in commercial paper issued by domestic corporations, which has received the highest rating issued by Moody's Investor Services, Inc. or Standard and Poor's Corporation. Eligible paper is further limited to issuing corporations that have total assets in excess of five hundred million dollars ($500,000,000).
(2) 
Investment restrictions and prohibited transactions. To provide for the safety and liquidity of the City's funds, the investment portfolio will be subject to the following restriction:
a. 
Borrowing for investment purposes ("Leverage") is prohibited.
b. 
Instruments known as Structured Notes (e.g. inverse floaters, leveraged floaters, and equity-linked securities) are not permitted. Investment in any instrument, which is commonly considered a "derivative" investment (e.g. options, futures, swaps, caps, floors, and collars), is prohibited.
c. 
Contracting to sell securities not yet acquired in order to purchase other securities for purposes of speculating on developments or trends in the market is prohibited.
d. 
No more than 20% of the total market value of the portfolio may be invested in commercial paper of any one issuer.
(3) 
Collateralization. Collateralization will be required on two types of investments: certificates of deposit and repurchase agreements. In order to anticipate market changes and provide a level of security for all funds, the market value (including accrued interest) of the collateral should be at least 100%.
For certificates of deposit, the market value of collateral must be at least 100% or greater of the amount of certificates of deposits plus demand deposits with the depository, less the amount, if any, which is insured by the Federal Deposit Corporation, or the National Credit Unions Share Insurance Fund.
All securities, which serve as collateral against the deposits of a depository institution must be safe-kept at a non-affiliated custodial facility. Depository institutions pledging collateral against deposits must, in conjunction with the custodial agent, furnish the necessary custodial receipts within five business days from the settlement date.
The City shall have a depositary contract and pledge agreement with each safekeeping bank that will comply with the Financial Institutions, Reform, Recovery, and Enforcement Act of 1989 (FIRREA). This will ensure that the City's security interest in collateral pledge to secure deposits is enforceable against the receiver of a failed financial institution.
(4) 
Repurchase agreements. The securities for which repurchase agreements will be transacted will be limited to Treasury and government agency securities that are eligible to be delivered via the Federal Reserve's fed-wire book entry system. Securities will be delivered to the City's designated Custodial Agent. Funds and securities will be transferred on a delivery vs. payment basis.
(f) 
Investment parameters.
(1) 
Maximum maturities. To the extent possible, the City shall attempt to match its investments with anticipated cash flow requirements. Investments in bankers' acceptances and commercial paper shall mature and become payable not more than one hundred eighty days (180) from the date of purchases. All other investments shall mature and become payable not more than three (3) years from the date of purchase.
(2) 
Availability. Because of inherent difficulties in accurately forecasting cash flow requirements, a portion of the portfolio should be continuously invested in readily available funds such as in bank deposits or overnight repurchase agreements to ensure that appropriate liquidity is maintained to meet ongoing obligations.
(g) 
Reporting. The investment officer will prepare an investment report annually, including a management summary that provides an analysis of the status of the current investment portfolio and transactions made over the last year. The report should be provided to the governing body of the City.
[Ord. No. 2066 § 1, 7-5-2007; Ord. No. 2232 § 1, 10-18-2012]
(a) 
The director of purchasing shall be the mayor who shall be responsible for the procurement and acquisition of all materials, supplies, equipment, contractual services and insurance (acquisition of real estate and certain professional services including, but not limited to, accountants, architects, attorneys, physicians or other services requiring expert or specialized knowledge or skill, planning consultants, insurance advisors and brokers, landscape architects and designers are outside the scope of these regulations). Questions of interpretation of these regulations or questions on procedures in purchasing not specifically stated herein shall be referred to the mayor.
(b) 
A purchase order or contract shall be valid only when signed by the director of purchasing and verified by the relevant department head, both of whom shall have determined that there are sufficient funds appropriated to cover such purchases.
(c) 
No purchase or contract for services of any kind or description, payment for which is to be made from funds of the city, shall be made by the director of purchasing or any officer, employee or agent of the city, except in the manner hereinafter set forth.
(1) 
Items estimated to cost ten thousand dollars ($10,000.00) or more can be purchased only after obtaining formal written and sealed bids or by special board action on sole source, specialized and non-standard items.
(2) 
Items estimated to cost between two thousand five hundred dollars ($2,500.00) and nine thousand nine hundred ninety-nine dollars ninety-nine cents ($9,999.99) may be purchased by the director of purchasing after obtaining three (3) or more price quotations on company stationery.
(3) 
Items estimated to cost between five hundred dollars ($500.00) and two thousand four hundred ninety-nine dollars ninety-nine cents ($2,499.99) may be purchased by obtaining three (3) or more written price quotations.
(4) 
Items estimated to cost less than five hundred dollars ($500.00) may be purchased without quotes. However, it is encouraged that cursory solicitations are conducted on occasion to ensure that the city is receiving various items at a competitive market price.
(5) 
The city recognizes that there are certain expenses which occur monthly and are part of an established contract or service. These type of expenses include, but are not limited, natural gas, electricity, water, sewer, health insurance, dental insurance, life insurance, retirement fund, refuse collection, facility maintenance, issuing or replacement of uniforms, issuing or replacement of essential department gear and maintenance supplies or materials. These expenditures require the approval of the director of purchasing and relevant department head. An "accounts payable" form or stamp may be used in lieu of a "purchase order" on those items where the contract or service is part of the current budget.
(6) 
The city may from time to time hold charge cards and business charge accounts from a limited number of vendors. These vendors are primarily used for small day-to-day purchases. A listing of any business charge/credit card accounts shall be maintained at city hall. This list shall identify those employees who are authorized to use those accounts. Authorization of purchases that utilize these accounts shall follow the procedures as outlined above in items (a) through (d) of this section.
(7) 
All capital expenditures of five thousand dollars ($5,000.00) or more are required to be recorded as a fixed asset of the City. Department heads are directed to maintain an up-to-date fixed asset report, which should be submitted to the Mayor on an annual basis.
(8) 
No contract or purchase shall be subdivided to avoid the dollar limitations specified in this Section.
(9) 
All purchase orders will be validated by the office of the director of purchasing after receipt of a complete purchase order in the manner specified below. The director of purchasing shall examine all purchase orders and shall have the authority to revise purchase orders as to quantity or established cost after consulting with the head of the using department.
(d) 
The director of purchasing and department heads shall take into consideration the following criteria when expending funds for the city:
(1) 
Act to procure for the city the highest quality in supplies and contractual services at the least expense to the city.
(2) 
Encourage competition and endeavor to obtain as full and open competition as possible on all purchases and sales.
(3) 
Exploit the possibilities of buying in bulk so as to take full advantage of discounts.
(4) 
Keep informed of current developments in the fields of purchasing, prices, market conditions and new products and secures for the city the benefits of research done in the field of purchasing by other governmental jurisdictions, national technical societies, trade associations having national recognition and private businesses and organizations. All contracts awarded by the federal, state, county or local governmental consortiums for the purchase of supplies, materials or contracted services may be used in lieu of the procedures set out in this policy when the best interests of the city would be served.
(5) 
Act so as to procure for the city all federal tax exemptions to which it is entitled.
(6) 
Disqualify vendors who default on their quotations and restrict them from receiving any business from the city for a certain period of time.
(7) 
The city purchases many items which have a warranty or guarantee for a certain length of time. Before these items are repaired or replaced, a specific check should be made as to the warranty or guarantee coverage. Each department shall maintain an active up-to-date file on such warranties or guarantees with complete information.
[Ord. No. 2066 § 1, 7-5-2007]
(a) 
While the final responsibility for purchasing rests with the director of purchasing, all departments will be required to participate in the development and procurement of open, competitive bidding on the procurement of all items purchased by the city.
(b) 
While the final responsibility for purchasing rests with the director of purchasing, all departments are responsible to ensure that goods and services purchased by the city shall be purchased from merchants and businesses located in the city, unless such goods or services are not available in the city or such goods or services may be purchased outside the city at a savings of five percent (5%) or more. In addition, the department head shall also be responsible to ensure goods purchased by the city shall be American made, unless such goods are not available as american made goods or foreign goods may be purchased at a savings of five percent (5%) or more.
(c) 
For purchases anticipated to cost in excess of ten thousand dollars ($10,000.00) the director of purchasing shall handle the paper work necessary in the advertising for bids, consideration and award of the contract and the development of the contract for the purchase. The departments shall be responsible for development of specifications as instructed by the director of purchasing and for assisting in the development of a list of potential bidders.
(d) 
For purchases anticipated to cost less than ten thousand dollars ($10,000.00) the department shall be responsible for the solicitation of informal bids. Whenever possible, at least three (3) and preferably more sources shall be contacted. In every case, all interested vendors are to be given an opportunity to submit a quote. The purchase order (see below) is to be completed in detail. All sources contacted for quotations shall be noted. The director of purchasing will, when deemed necessary, solicit additional quotations, spot check prices noted on the purchase order and take such measures as are necessary to assure that fair and equal opportunity is offered to all vendors interested in supplying the city.
(e) 
Small purchases of fifty dollars ($50.00) or less can be purchased directly from the department petty cash fund. It shall be the responsibility of the department head to control the use of petty cash so as to best serve the needs of the city. Purchases may be made from petty cash only for goods or services for which there are line items in the budget.
(f) 
It is hereby declared to be the policy of city of Bellefontaine Neighbors that a wage of no less than the prevailing hourly rate of wages for work of a similar character in the locality in which the work is performed as determined by the Missouri department of labor shall be paid to all workmen employed by or on behalf of the city engaged in public works exclusive of maintenance work. All invitations to bid on construction projects for the city of Bellefontaine Neighbors must include this requirement.
(g) 
The city of Bellefontaine Neighbors will encourage all contractors and subcontractors on city funded projects to implement the policy recommendations of the federal committee on apprenticeship, United States department of labor, employment and training administration and shall include the following language in bid specifications issued by the city:
The city seeks to ensure that the highest quality workmanship will be performed on its projects and to do so, encourages bidders to use employees on the projects who have satisfactorily completed apprenticeship programs developed and operated in accordance with the policy recommendation, dated January 28, 1992, of the federal committee on apprenticeship, U.S. department of labor, employment and training administration, office of work-based learning, bureau of apprenticeship and training (the "policy recommendation"). All bidders are required to certify in their bids the percentage of their prospective employees for the project which have satisfactorily completed such a program for the type of work they will be performing.
(h) 
It is the policy of the city of Bellefontaine Neighbors, Missouri, that it will affirmatively encourage minority business enterprise and women's business enterprise participation in contracts and programs which it administers with the objective of increasing the participation by businesses owned or controlled by minorities and women and the city will assure that all reasonable efforts are made within the confines of the law which will aid in meeting this objective.
[Ord. No. 2066 § 1, 7-5-2007]
(a) 
It shall be the duty of the operating department to prepare written specifications for open, competitive bidding. Such specifications shall be approved by the director of purchasing or by such knowledgeable person as the director of purchasing may appoint to review the specifications.
(b) 
The department head shall have the authority to interview such salesmen or representatives of manufacturing concerns as he or she may wish in the development of specifications as long as such interviewing does not result in a cost to the city.
[Ord. No. 2066 § 1, 7-5-2007]
(a) 
If a purchase is requested and there are not sufficient funds within the departmental account appropriation, the director of purchasing will so notify the department head who may:
(1) 
Drop the request.
(2) 
Request a transfer of funds.
(3) 
Request an additional appropriation.
(b) 
If option 2 is selected, an interdepartmental transfer of funds can be made after a request for transfer of funds is filled out and signed by the department head and approved by the director of purchasing.
(c) 
If option 3 is selected, the request for an additional appropriation must be fully explained in a memo that will set forth the need and justification for the purchase. If, after review of the request, the director of purchasing agrees the request is justified, it shall be submitted to the board who must approve the appropriation.
[Ord. No. 2066 § 1, 7-5-2007]
(a) 
The purchase order will be the basic form of concern to the department head since it will serve as the means by which the department will inform the director of purchasing of the needs of the department.
(b) 
Purchase orders should be prepared far enough in advance so as not to create an emergency. This will permit the procurement of competitive prices and the best materials at the right price in time to meet the anticipated need. Request for bids for items of more than ten thousand dollars ($10,000.00) should be submitted at least six (6) weeks in advance of the time the materials or services will be needed. Delivery of many goods will demand advance planning and early ordering.
(c) 
The purchase order is to be completed with the name and address of the suggested vendor, the cost from the vendor, the quantity, description of the material, the account to be charged, other prices obtained and the address to which the material is to be delivered.
(d) 
The completed purchase order is then given to the city treasurer who reviews the purchase order as submitted, checking the account number and verifying that monies are available in the budget under the account number as shown.
(e) 
The purchase order will then go to the director of purchasing for approval or disapproval. If approved, the purchase order will be signed and returned to the department head, who will make proper distribution of the copies.
(f) 
The purchase order shall be prepared in triplicate so as to serve all purposes for which it is intended and shall be distributed by the finance office as follows:
(1) 
The third copy retained by the issuing department.
(2) 
After being signed by the director of purchasing, the original is sent to the vendor.
(3) 
The second copy is to be retained by the city treasurer.
(g) 
A description of equipment to be used as trade-in shall accompany a purchase order when a trade-in is to be included in the acquisition.
[Ord. No. 2066 § 1, 7-5-2007]
(a) 
Emergency purchases will happen and must be handled. Emergency purchases are defined as those purchases which must be made in order to prevent the loss of life, damage to public property or to protect a service that simply cannot be stopped or delayed. Emergency purchases do not include items that are discovered to be needed at once simply because a department head forgot to order an item ahead of time.
(b) 
When it is necessary to make an emergency purchase, the procedure will be to call the director of purchasing for oral approval, then proceed with the purchase. A purchase order complete with all the details of the purchase and marked "confirming emergency order of (date)" will then be submitted. An emergency purchase order cannot exceed five thousand dollars ($5,000.00) without board of aldermen approval.
(c) 
If, for some reason, it is impossible to reach the director of purchasing, for example, on a weekend or in the evening, the department head can order the purchase. In this case, the purchase and rationale must be reported to the director of purchasing immediately on the first working day after the purchase. A purchase order complete as to details of the purchase must be submitted. An emergency purchase cannot exceed five thousand dollars ($5,000.00) without board of aldermen approval.
[Ord. No. 2066 § 1, 7-5-2007]
(a) 
Minor purchases - fifty dollars ($50.00) or less - can be made (without a purchase order) directly from the vendor and paid for from the departmental petty cash fund. A paid receipt shall be obtained from the vendor and a petty cash voucher completed and attached thereto.
(b) 
Departments may replenish petty cash at reasonable intervals. Department heads and such persons authorized by the department head in writing shall be responsible for petty cash funds.
[Ord. No. 2066 § 1, 7-5-2007]
(a) 
When an order is received, each item will be examined by the department head and the quantity and quality noted. An inter-office memo should be written on any deficiency or unusualness of the order. Reasons for changes in price should be noted on the invoice or inter-office memo and forwarded to the finance department.
(b) 
If a partial shipment is received, the department shall approve the items received for payment, noting shipping is incomplete on the invoice.
[Ord. No. 2066 § 1, 7-5-2007]
(a) 
Supplies, materials, equipment and contractual services shall be procured only after obtaining formal sealed written bids, when the value of the proposed procurement is in excess of ten thousand dollars ($10,000.00) or when directed by the board of aldermen or when required by the laws of the State of Missouri. The procurement of several items of the same type at substantially the same time is a single purchase for the purpose of this regulation and the total cost of all such items will determine whether formal competitive bidding procedure must be followed. No contract or purchase shall be subdivided to avoid competitive bidding procedures.
(b) 
Invitations, notice. Such bids shall be invited through a notice to be published in at least one (1) local newspaper at least one (1) time, the first publication to be at least ten (10) days prior to the date specified for submission of bids. Such notice shall include: a general description of the items to be purchased; the conditions of such purchase; the place specifications and bid forms may be secured; the time and place for submitting such bids; and the time and place for acceptance of bids. The director may also solicit bids by mailing copies of the specifications and bidding documents to prospective vendors by mail.
(c) 
The director of purchasing may advertise for sealed bids (1) for any item for which an appropriation has been made in the annual budget for the city or (2) upon resolution of a majority of the members of the Board of Aldermen.
(d) 
Requirements on sealed bids. All bids shall be sealed, shall be identified as bids on the envelope and shall be submitted within the time and at the time stated in the public notice inviting bids. Any person delivering a bid shall be directed to hand it to the city clerk or such person designated for receipt of bids. Any mail identified as a bid shall be segregated promptly from all other mail and delivered to the person designated for the receipt of bids. The time of receipt of each bid shall be entered by that person on the envelope containing such bid. The city clerk or person designated shall promptly place all bids in a safe place, designated to be retained until opened.
(e) 
The city clerk shall open all bids as soon as practical after the time to submit bids has expired and shall, in conjunction with the head of the using agency, prior to the next regular meeting of the Board after the bid time expires, prepare a summary of all bids, including a review of the facts. All bids received shall be made available for inspection as a public record.
(f) 
Presentation to the board of bids for award. After presentation of the available data, the board of aldermen at a regular or special meeting may award the contract in the best interest of the city for the goods or services to be procured; however, the board of aldermen shall have the authority to reject all bids.
(g) 
Contract required after award. Subsequent to the award by the board of aldermen the director of purchasing shall, by purchase order and/or formal contract, enter into an agreement with the bidder selected by board for procurement of the goods and services to be procured.
(h) 
Requirements for bid deposits. When deemed necessary by the director, bid deposits may be required. Said deposits may be required to be in the form of a certified check or bid bond and may be for an amount not exceeding one thousand dollars ($1,000.00) or ten percent (10%) of the amount of the bid, which ever is greater. When so requested, all bids not accompanied by such deposit shall be rejected. Such bid deposit shall be returned to all bidders upon execution of a contract with or issuance of a purchase order to the successful bidder. A successful bidder shall forfeit their deposit if they fail to enter into a contract within thirty (30) days after the award.
(i) 
Requirement of performance bond. The successful bidder may be required to post a performance bond whenever the same is deemed appropriate by the director of purchasing; provided, however, such requirement must be set forth in the conditions of bidding. Said performance bond may be in the form of a specified amount or a percentage of the value of the proposed purchase. The director of purchasing shall establish, in the conditions of bidding, such terms as may be deemed appropriate to protect the interest of the city of Bellefontaine Neighbors.
(j) 
Absence or rejection of bids. The board of aldermen may, by resolution, approve negotiated procurement of goods or services of a value in excess of ten thousand dollars ($10,000.00) if there have been no responsive bids to an advertisement for bids or there is no prospect of receiving bids and/or if the board of aldermen has rejected all bids.
[Ord. No. 2066 § 1, 7-5-2007]
(a) 
The board of aldermen may, by resolution, approve negotiated procurement of goods of a value in excess of ten thousand dollars ($10,000.00) without requiring formal competitive bids if the board determines from all information submitted to it by the director of purchasing and the using agency that such goods are of such specialized or non-standard nature that they can be acquired only from a sole source of supply and that no similar goods would reasonably satisfy the city's requirements.
(b) 
The director of purchasing may approve goods in value of less than ten thousand dollars ($10,000.00) from a sole source, provided the department acquiring the goods or services writes an inter-office memorandum stating reasons why only one company can supply the goods or services requested.
[Ord. No. 2066 § 1, 7-5-2007]
When professional services in addition to those provided by the city's officers and employees are required by the city in an amount greater than ten thousand dollars ($10,000.00), investigation shall be made in the manner directed or approved by the board of aldermen concerning persons or companies who perform the required service. On the basis of such investigation, the board shall then designate or approve one (1) or more of such persons or companies for negotiation. The board of aldermen may then, by ordinance, approve a contract for the required professional service.
[Ord. No. 2066 § 1, 7-5-2007]
It is the responsibility of the director of purchasing to review and investigate all bids and to make a recommendation thereon to the board of aldermen regarding award of a particular contract or purchase order. The following criteria will be utilized in making this evaluation:
(1) 
The ability, capacity and skill of the bidder to perform the contract or provide the services required.
(2) 
Determine whether the bidder can perform the contract to provide the services promptly or within the required time periods without delay or interference.
(3) 
The quality of performance of previous contracts or services.
(4) 
The previous and existing compliance by the bidder with laws and ordinances of the city.
(5) 
The financial resources and the ability of the bidder to perform the contract or provide the services.
(6) 
The quality, availability and adaptability of the supplies or services.
[Ord. No. 2066 § 1, 7-5-2007]
All purchase orders or contracts must be for goods or services covered by a category in the budget for the current fiscal year as approved by the board of aldermen. Any purchaser of an item not provided for in the current fiscal year budget must receive the prior approval of the board of aldermen. The director of purchasing is authorized to approve all purchases after complying with the competitive shopping requirements as specified above.