[Ord. No. 1588 §§1 —
2, 12-16-1991]
A.
It
shall be the policy of the City of Pleasant Valley to purchase goods
or commodities which have been manufactured, assembled or produced
in the United States, unless:
1.
The purchase involves an expenditure of less than five hundred dollars
($500.00);
2.
Only one (1) line of a particular good or product is manufactured,
assembled or produced in the United States;
3.
The specified products are not manufactured, assembled or produced
in the United States in sufficient quantities to meet the City's requirements
or cannot be manufactured, assembled or produced in the United States
within the necessary time in sufficient quantities to meet the City's
requirements; or
4.
Obtaining the specified products manufactured, assembled or produced
in the United States would increase the cost of the product.
B.
It
shall be the policy of the City of Pleasant Valley to purchase materials,
products, supplies, provisions and other needed articles which are
produced, manufactured, compounded, made or grown within the State
of Missouri, when they are found in marketable quantities in the State
and are of a quality suited to the purpose intended and can be secured
without additional cost over products of other States; provided however,
that quality and fitness of articles shall be considered in purchasing
or letting contracts for articles herein mentioned.
[Ord. No. 1774 §§2 —
5, 6-5-1995; Ord. No.
2675 §1, 10-18-2004; Ord. No. 2731 §1, 5-1-2006; Ord. No. 2792 §1, 9-4-2007; Ord. No. 2809 §1, 12-3-2007; Ord. No. 3055, 2-6-2012]
A.
Prior
to any consultations with the City Engineers, other than those by
the Director of Public Works, notice must be provided to the Mayor
or the City Clerk.
B.
Only
the following persons are allowed to consult with the City Attorney:
C.
The
Mayor and department heads are hereby authorized to approve any line
item budget expenditures, provided that line item budget expenditures
over one thousand dollars ($1,000.00) shall also require preapproval
by the Finance Committee Chairman.
D.
The
Mayor and department heads are hereby authorized to approve a one-time
emergency expenditure up to one thousand dollars ($1,000.00) with
a maximum not to exceed two thousand dollars ($2,000.00) in any fiscal
year.
E.
The
Board of Aldermen shall approve all out-of-budget expenditures over
one thousand dollars ($1,000.00).
F.
Bid Procedures.
1.
Competitive buying/public notice. Competitive bids
shall be solicited after public notice on purchases of and contracts
for supplies and contractual services (excluding professional service
contracts and lease agreements) in accordance with the following guidelines
based upon estimated cost:
[Ord. No. 3118 §1, 11-4-2013]
a.
For items over ten thousand dollars ($10,000.00).
(1)
Notice inviting bids shall be published once in at least one
(1) official newspaper of the City at least five (5) calendar days
prior to the last day set for the receipt of proposals. The newspaper
notice required herein shall include a general description of the
articles to be purchased or sold, shall state where bid blanks and
specifications may be secured and the time and place for opening bids.
The City shall also solicit sealed bids from all responsible prospective
suppliers who have requested their names be added to a bidders' list,
which the City Clerk shall maintain, by sending them a copy of such
newspaper notice or such other notice and will acquaint them with
the proposed purchase of sale. In any case, invitations sent to the
vendors on the bidders' list shall be limited to commodities that
are similar in character and ordinarily handled by the trade group
to which the invitations are sent.
(2)
The City shall also advertise all pending purchases by a notice
posted on the public bulletin board in City Hall.
(3)
The City shall also solicit sealed bids by direct mail request
to prospective vendors and by telephone as may seem to him/her to
be in the best interest of the City.
b.
For items between three thousand dollars ($3,000.00) and ten thousand
dollars ($10,000.00).
(1)
The City shall solicit sealed bids from all responsible prospective
suppliers who have requested their names be added to a bidders' list,
which the City Clerk shall maintain, by sending them a copy of such
newspaper notice or such other notice and will acquaint them with
the proposed purchase or sale. In any case, invitations sent to the
vendors on the bidders' list shall be limited to commodities that
are similar in character and ordinarily handled by the grade group
to which the invitations are sent.
(2)
The City shall also advertise all pending purchases by a notice
posted on the public bulletin board in City Hall.
(3)
The City shall also solicit sealed bids by direct mail request
to prospective vendors and by telephone as may seem to him/her to
be in the best interest of the City.
c.
For items under three thousand dollars ($3,000.00). No public notice
shall be required; however the City encourages all buyers to endeavor
to find the lowest obtainable price.
2.
Bid opening procedures. Bids shall be submitted
sealed to the City Clerk 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 Board
of Aldermen.
3.
Lowest and/or best bidder. The City reserves the
right to reject any or all bids. Contracts shall be awarded to the
lowest and/or best 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 and/or
best bidder", in addition to price, the following shall be considered:
a.
The ability, capacity and skill of the bidder to perform the contract
or provide the service required;
b.
Whether the bidder can perform the contract or provide the service
promptly, or within the time specified, without delay or interference;
c.
The character, integrity, reputation, judgment, experience and efficiency
of the bidder;
d.
The quality of performance of previous contracts or services;
e.
The previous and existing compliance by the bidder with laws and
ordinances relating to the contract or service;
f.
The sufficiency of the financial resources and ability of the bidder
to perform the contract or provide the service;
g.
The quality, availability and adaptability of the supplies or contractual
services to the particular use required;
h.
The ability of the bidder to provide future maintenance and service
for the use of the subject of the contract;
i.
The number and scope of conditions attached to the bid;
j.
When the award is not given to the lowest bidder, a full and complete
statement of the reasons for placing the order elsewhere shall be
filed in the office of the City Clerk;
k.
Individual contracts or purchases shall not be subdivided for purposes
of evading the requirements of competitive bidding.
4.
Local buying. Other things being equal, the City
prefers to deal with local distributors or local sources. If an item
is needed, local vendors need to be contacted to see if the items
can be obtained from them as economically as out-of-town sources.
Vendors shall be treated in a fair and businesslike manner with preference
given to area vendors when all factors are comparable.
5.
Gifts and rebates. The City Clerk and every other
officer and employee of the City are expressly prohibited from accepting,
directly or indirectly, from any person, company, firm or corporation
to which any purchase or contract is or is likely to be awarded any
rebate, gift, money or anything of value whatsoever, except where
given for the use and benefit of the City.
6.
Bidders' list. The City Clerk shall prepare and
keep on file a bidders' list of all persons interested in selling
to or contracting with the City to furnish supplies or services.
G.
Exemption To Bid Procedures. Occasionally, the City
may need to purchase goods or services under circumstances which do
not clearly fit the patterns of normal public procurement and for
which normal competitive procedures do not apply. The following guidelines
are provided with regard to making such purchases:
[Ord. No. 3196 § 1, 2-1-2016]
1.
Sole source vendor. In the event that there
is only one (1) vendor capable of providing a particular good or service,
then the competitive shopping procedures outlined in this policy shall
be waived by the Board of Aldermen. Whenever a Department Head determines
that he/she must purchase goods or services from a "sole source vendor,"
he/she should document why only one (1) company or individual is capable
of providing the goods or services required. The documentation should
be provided to the Board of Aldermen and the explanation entered into
the minutes of the Board. The Board of Aldermen shall review said
information for final approval.
2.
Emergency purchases. The bid procedures outlined
in this policy may be waived under emergency conditions when a delay
may threaten the basic mission of a department or endanger the welfare
of employees or the public. True emergency situations are rare. In
these extraordinary cases, equipment will require emergency repairs
or other circumstances will necessitate emergency purchasing that
cannot await compliance with these regulations. In case of an emergency
that requires immediate purchase of supplies, equipment or contractual
services, the Board of Aldermen may authorize the purchase, at the
lowest obtainable price, of any supplies, equipment or services. Department
Heads faced with an emergency purchase are to notify the City Clerk
as quickly as possible so that an emergency meeting of the Board can
be called in accordance with Section 610.020, RSMo. If less than twenty-four-hour
meeting notice is necessary, the nature of the good cause justifying
the emergency meeting shall be stated in the minutes as required by
Section 610.020(4), RSMo. A full explanation of the circumstances
of the emergency purchase authorization shall be recorded in the minutes
of the Board of Aldermen if the emergency purchase exemption is used.
3.
Cooperative purchasing. This Article, and the
requirements herein, shall not apply to purchases made through or
with any other governmental jurisdiction which operates a cooperative
procurement program and will allow the City to purchase goods or services
that the jurisdiction has made available following the completion
of its own internal purchasing procedure.
[Ord. No. 2786 §2, 8-6-2007]
A.
All
departments shall submit to the City Clerk reports showing stocks
of all supplies, materials and equipment which are no longer used
or which have become obsolete, worn out or scrapped.
B.
The
City Clerk shall have the authority to transfer surplus supplies,
materials and equipment to other departments or shall have the authority
to exchange such personal property on new supplies, materials and
equipment.
C.
Subject to the limitation contained in Subsection (E) below, any of the following methods may be used to dispose of surplus supplies, materials and equipment based on the highest anticipated net yield of funds or net savings to the City of Pleasant Valley. Property with no value shall be disposed of as waste or junk.
1.
Sale by public bid procedures.
2.
Sale by public auction.
3.
Open sale to the general public at posted prices.
4.
Sale by negotiation through public bid procedure.
5.
Sale by special agent for personal property requiring special sales
effort and market knowledge.
6.
Sale to not-for-profit organizations serving the general public,
subject to approval by the Board of Aldermen.
7.
Trade-in as part of new equipment purchase if in the best interest
of the City.
D.
Notice of sales made by methods outlined in Subsection (C) above will be posted on a public bid board. The City Clerk may further advertise the sale of surplus property if necessary or advisable.
F.
Revenues
generated by sales of surplus property originally purchased by the
general operating fund will be returned to that fund as general revenue.
Revenues generated by sales of surplus property originally purchased
by a restricted or special fund shall be returned to such fund as
revenue.
G.
City
employees, contract employees, agents and appointed and elected officials
of the City of Pleasant Valley may not purchase surplus property except
through the same methods made available to the general public.
[Ord. No. 1952 §§1 —
4, 2-16-1998; Ord. No.
2773 §§1 — 2, 5-7-2007; Ord. No. 2922 §§1 —
2, 6-1-2009]
A.
The
Board of Aldermen does hereby find and determine that it is in the
best interest of the City of Pleasant Valley, Missouri, to establish
a signature authorization procedure for the placement in and removal
of funds from any and all financial institutions housing funds of
the City of Pleasant Valley, Missouri. This Section shall not authorize
or establish any procedure for the borrowing of funds by the City
of Pleasant Valley, Missouri.
B.
The
City of Pleasant Valley does hereby establish the following elected
or appointed City Officials authorized to place funds in and remove
funds from any and all financial institutions housing funds belonging
to the City of Pleasant Valley, Missouri, to wit:
C.
Any transaction involving City funds shall require two (2) of the four (4) authorized signatures set forth in Subsection (B) of this Section.
D.
The
City Clerk is hereby authorized and directed to attest to the identify
of the above-identified City Officials and the signatures necessary
to place funds in and remove funds from any and all financial institutions
housing funds for the City of Pleasant Valley, Missouri.
