[Ord. No. 2004-356 §1, 2-3-2004; Ord.
No. 2014-457 §1, 6-17-2014]
A.
When the City of Goodman, hereinafter called "the City," negotiates
any purchase, sale, or other contract, there shall be provided ample
opportunity for competitive bidding in the following manner:
1.
If the consideration is not more than one thousand dollars ($1,000.00),
bids shall be solicited in the most expedient manner with due regard
for competitive prices and quality.
2.
If the consideration is for more than one thousand dollars ($1,000.00),
but less than five thousand dollars ($5,000.00), at least three (3)
bids shall be solicited by mail or telephone request from three (3)
prospective vendors, from which the lowest bid, with proper qualifications,
shall be accepted. A record of the quotations shall be maintained.
The City shall approve the purchase.
3.
All supplies and contractual services estimated to cost in excess
of five thousand dollars ($5,000.00) shall be purchased from the lowest
responsible bidder, after due notice inviting proposals. Whenever
possible, at least three (3) bids should be obtained from prospective,
qualified vendors. The City shall award the contract or purchase.
[Ord. No. 2004-356 §2, 2-3-2004]
A.
The
notice required by the preceding Section shall consist of the following:
That,
1.
Notice inviting bids shall be published once in at least one official
newspaper of the City at least five days preceding the last day set
for 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.
2.
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 shall maintain, by sending them a copy of such newspaper
notice or such other notice as 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 trade group to which the
invitations are sent.
3.
The City shall also advertise all pending purchases or sales by a
notice posted on the public bulletin board in the City.
4.
The City shall also solicit sealed bids by direct mail request to
prospective vendors and by telephone as may seem to be in the best
interest of the City.
[Ord. No. 2004-356 §3, 2-3-2004]
Bids shall be submitted sealed to the City 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 City.
[Ord. No. 2004-356 §4, 2-3-2004]
A.
The
City reserves the right to reject any or all bids. Contracts shall
be awarded to the lowest responsible 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 movies due the City. In determining
the lowest responsible bidder, in addition to price, the following
shall be considered:
1.
The ability, capacity, and skill of the bidder to perform the contract
or provide the service required;
2.
Whether the bidder can perform the contract or provide the service
promptly, or within the time specific, without delay or interference;
3.
The character, integrity, reputation, judgment, experience, and efficiency
of the bidder;
4.
The quality of performance of previous contracts or services;
5.
The previous and existing compliance by the bidder with laws and
ordinances relating to the project or services;
6.
The sufficiency of the financial resources and ability of the bidder
to perform the contract or provide the service;
7.
The quality, availability, and adaptability of the supplies or contractual
services to the particular use required;
8.
The ability of the bidder to provide future maintenance and service
for the use of the subject of the contract;
9.
The number and scope of conditions attached to the bid.
[Ord. No. 2004-356 §5, 2-3-2004]
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 entered upon the journal of the City.
[Ord. No. 2004-356 §6, 2-3-2004]
If all bids received or the lowest bids received are for the
same total amount or unit price, quality and service being equal,
the contract shall be awarded to a local bidder. Where there is no
local low bidder, the award shall be made on the basis of a drawing
of lots, to be held in public.
[Ord. No. 2004-356 §7, 2-3-2004]
A.
All purchases of supplies and contractual services and all sales of personal property which has become obsolete and unusable for which competitive bidding is not required by Section 135.010 of this Chapter shall be made in the open market, without newspaper advertisement and without observing the procedure prescribed by Section 135.030 for the award of formal contracts.
1.
All open market purchases shall, whenever possible, be based on at least three competitive bids, and shall be awarded to the lowest responsible bidder in accordance with the standards set forth in Section 135.040.
3.
The City shall keep a record of all open market orders and the bids
submitted in competition thereon, and such records shall be open to
public inspection per Chapter 610, RSMo.
[Ord. No. 2004-356 §8, 2-3-2004]
Each City department or agency shall file with the City detailed
requisitions or estimates of their requirements in supplies and contractual
services by November fifteenth (15th) of each year for inclusion in
the next fiscal year's budget.
[Ord. No. 2004-356 §9, 2-3-2004]
No officer or employee of this City 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 a substantial
interest; nor shall he/she make any personal investments in any enterprise
which will create a substantial conflict between his/her private interest
and the public interest; nor shall he/she or any firm or business
entity of which he/she is an officer, agent, or member, or the owner
of substantial interest, sell 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.
[Ord. No. 2004-356 §10, 2-3-2004]
No officer or employee of this City shall enter into any private
business transaction with any person or entity that has a matter pending
or to be pending upon which the officer or employee is or will be
called upon to render a decision or pass judgment. If any officer
or employee is already engaged in the business transaction at the
time that a matter arises, he/she shall be disqualified from rendering
any decision or passing of any judgment upon the same.
[Ord. No. 2004-356 §11, 2-3-2004]
Every officer and employee of this City are expressly prohibited
from accepting, directly or indirectly, from any person, company,
firm, or corporation to which any purchase or contract is or might
be awarded, any rebate, gift, money, or anything of value whatsoever,
except where given for the use and benefit of the City.
[Ord. No. 2004-356 §12, 2-3-2004]
In case of an apparent emergency which requires the immediate
purchase of supplies or contractual services, the person in charge
of the department or agency may authorize the purchase, at the lowest
obtainable price, of any supplies or contractual services not in excess
of five hundred dollars ($500.00). A full explanation of the circumstances
of an emergency purchase shall be recorded in the journal of the next
regularly scheduled Council meeting.
[Ord. No. 2004-356 §13, 2-3-2004]
The purchasing agent shall have the authority to join with other
units of government in cooperative purchasing plans when the best
interest of the City would be served and after approval of the City
Council.
