[R.O. 1997 § 140.010; Ord. No.
2435 § 1, 6-20-1995]
A.
A purchasing system is hereby established for the City of Kennett,
Missouri. The Department Heads are hereby designated purchasing agents,
and the Mayor and City Clerk shall be responsible for the operation
and enforcement of the system.
B.
Purchase Order Procedures.
1.
Department Heads are designated as purchasing agents.
2.
City Clerk will control and assign pads of numbered purchase
orders to the Department Heads.
3.
Complete purchase order with date, name of company, items and
any other information required by this Chapter.
4.
Each Department Head or his/her designee shall issue and sign
all purchase orders.
5.
On Police uniform orders, the purchase order shall be cosigned
by the City Clerk after verification of account balances and eligibility
of purchase under the City uniform allowance plan and/or personal
account for the employee.
6.
Prior to payment of an invoice, which shall contain the purchase
order number, the purchase order is to be attached to the invoice,
complete with itemized purchase and purpose. Said information is needed
for coding, budgeting and auditing purposes. Department Heads may
designate where they want each expenditure to be shown on the monthly
budget report of expenditures.
7.
Department Heads shall send white copy (original) of purchase
order to vendor, yellow copy to City Clerk to be filed with vendor's
statement, and pink copy to be kept by Department Head.
[R.O. 1997 § 140.020; Ord. No.
2435 § 1, 6-20-1995]
It shall be understood that the terms "purchase" or "purchases"
when used shall apply to the expenditure of any funds whether it be
for supplies, materials, equipment, contractual services or professional
services. These purchases shall be only those approved in the annual
budget, or any additional item or amount authorized by the City Council.
[R.O. 1997 § 140.030; Ord. No.
2435 § 1, 6-20-1995]
A.
The objectives of the purchasing system shall be as follows:
1.
To procure materials, supplies, equipment and services at the
lowest cost consistent with the quality and service rendered.
2.
To establish clearly the responsibility for the purchasing function
as being vested in the purchasing agents.
3.
To exercise positive financial control over purchases.
4.
To provide an efficient means for procurement of materials or
equipment.
5.
To establish and maintain standards of quality in materials,
supplies, equipment and services based on suitability for use.
[R.O. 1997 § 140.040; Ord. No.
2435 § 1, 6-20-1995]
A.
It shall be the duty of the City Clerk to design needed forms and
to develop a system so that the following information shall be readily
available:
[R.O. 1997 § 140.050; Ord. No.
2435 § 1, 6-20-1995]
The purchasing agents shall have the responsibility for preparing
specifications of the equipment, materials, supplies or services,
other than professional, to be purchased. Specifications for purchases
in excess of one thousand dollars ($1,000.00) shall be approved by
the City Council.
[R.O. 1997 § 140.060; Ord. No.
2435 § 1, 6-20-1995]
The Mayor shall sign all contracts for services which may be
necessary to obtain supplies, materials, equipment, maintenance or
repair work.
[R.O. 1997 § 140.070; Ord. No.
2435 § 1, 6-20-1995]
In lieu of all regulations herein set forth professional services
shall be retained by approval of the Mayor and City Council.
[R.O. 1997 § 140.080; Ord. No.
2435 § 1, 6-20-1995]
In lieu of all regulations set forth herein, contractors'
services shall be retained by approval of the Mayor and City Council.
[R.O. 1997 § 140.090; Ord. No.
2435 § 1, 6-20-1995]
The purchasing agents shall strive to establish a relationship
of mutual confidence and satisfaction between the City and its suppliers.
All contracts between the City and the vendor's representatives
shall be through the purchasing agents and signed by the Mayor. The
City Clerk will refer catalogs or other advertising to the departments
concerned. Departments which correspond directly with a vendor on
technical matters concerning items to be purchased shall retain copies
of this correspondence.
[R.O. 1997 § 140.100; Ord. No.
2435 § 1, 6-20-1995]
Whenever feasible, the purchasing agents shall make arrangements
for purchasing in conjunction with other units of government in order
to obtain a better bid price for purchases.
[R.O. 1997 § 140.110; Ord. No.
2435 § 1, 6-20-1995; Ord. No. 2902 §§ 1 —
5, 9-18-2012; Ord. No.
2927 §§ 1 — 4, 8-6-2013]
A.
Required. All items costing more than five thousand dollars ($5,000.00)
to be purchased shall be subject to competitive bidding except as
herein contained or as otherwise provided for in this Chapter.
B.
Items Exempt From Bidding. Items exempted from competitive bidding
include, but are not limited to, the following:
1.
Purchases made cooperatively with other units of government.
2.
Services of individuals possessing a high degree of professional
skill.
3.
Purchases from Federal, State or other local governmental units.
4.
Contracts for printing or engraving of bonds or other evidence
of indebtedness.
5.
Magazines, books or periodicals.
C.
Competitive Bid Categories. The purchasing agents shall solicit bids
on all purchases costing more than one thousand dollars ($1,000.00)
as follows:
1.
Purchases Of More Than One Thousand Dollars ($1,000.00) But
Less Than Five Thousand Dollars ($5,000.00). For purchases totaling
more than one thousand dollars ($1,000.00), but less than five thousand
dollars ($5,000.00), telephone or written quotations shall be obtained
from no fewer than three (3) firms on each desired item to be purchased
whenever feasible.
2.
Approval Of Purchases. Purchases totaling less than three thousand
dollars ($3,000.00) may be approved by the purchasing agent. Purchases
totaling three thousand dollars ($3,000.00) or more, but less than
five thousand dollars ($5,000.00) may be approved by the purchasing
agent with the written approval of the Mayor.
3.
Purchases Over Five Thousand Dollars ($5,000.00). For purchases
totaling five thousand dollars ($5,000.00) or more, written formal
sealed bids from no fewer than three (3) firms shall be solicited
on each item whenever feasible.
4.
An invitation to bid shall be published in legal and/or local
newspapers at the direction of the Council.
5.
Competitive Bids Waived. In the event the City Council deems
it unnecessary that bids be solicited, then the aforesaid requirements
may be waived by a motion made and duly approved and recorded in the
minutes of the Council meeting.
6.
Emergency Purchases. In the case of emergency, all competitive
bid requirements as herein provided shall be suspended; and if formal
Council approval of the purchase be required, said approval shall
be recorded in the minutes of the next regular meeting of the City
Council.
7.
Bid Surety Required. When deemed necessary by the City Counselor,
a bid surety may be required of the bidders. The amount of the surety
required will be determined by said City Counselor. Bidders failing
to post the required surety will not be considered eligible. Bids
not complying with the delivery terms and conditions and the specifications
will also not be considered eligible.
8.
Opening Of Bids. All formal bids will be opened at the time
specified in the bid notice and read in public at the designated meeting
of the Council. All bidders or interested parties may attend the bid
opening. A tabulation of all bids received shall be available for
inspection of any interested party.
9.
Rejection Of Bids. The City Council may reject any or all bids
if it determines that acceptance of the bids would not be in the best
interest of the City.
10.
Awarding Of Bid. The City Council will make the award to the
best bid. In determining the best bid, the Council shall consider
other factors besides price. These factors shall include but not be
limited to: the trade-in value of specific makes of equipment as opposed
to another; the life expectancy of the items to be purchased; the
maintenance costs of varying models of vehicles and equipment; the
experience and reputation of the bidder and manufacturer and any previous
business dealings which the bidder has had with the City; and the
quality and adaptability of the supplies or contractual services which
are bid to the particular use required.
[R.O. 1997 § 140.120; Ord. No.
2435 § 1, 6-20-1995]
A.
The purchase order is the vendor's authorization to ship the
equipment, materials or supplies as specified thereon. It constitutes
the contract between the City and the vendor.
B.
Items Exempt From Purchase Order. Purchase orders need not be issued
for certain items of expenditure which are normal recurring obligations
of the City, where the amount to be charged is not known until after
a service has been performed or until after a specified billing period
has elapsed. Items so exempted include, but are not limited to, the
following:
1.
Utility service.
2.
Telegraph and telephone services.
3.
Advertising.
4.
Postage.
5.
Insurance and bonds of all types.
6.
Dues and subscriptions.
7.
Publications as required by law.
8.
Outside accounting services.
9.
Auditing services.
10.
Deposit and bond refunds.
11.
Miscellaneous refunds (i.e., overpayment of taxes, etc.).
12.
Expenses connected with public hearings of various boards and
commissions.
13.
Pension contributions and payments.
14.
FICA contributions.
15.
Federal and State tax payments.
16.
Transfers of funds.
17.
Tax collection expenses.
18.
Election expenses.
19.
Payroll deductions and other withholdings required by law.
20.
Budgeted car allowance.
21.
Travel expenses.
22.
Training schools and seminars.
23.
Maintenance contracts.
24.
Mowing and yard work at Municipal Building.
C.
Expedient Purchasing Situations. Whenever it is expedient for the
smooth operation of the City's business to purchase an item or
items without the prior approval of the City Council as required in
this Chapter, the Mayor may sign the purchase order and shall place
on the purchase order the names of at least three (3) Councilmen,
if possible from the committee of the Department for which the purchase
is to be made, from whom he/she has received oral approval for the
issuance of the purchase order.
D.
Formal Contracts. When a formal contract has been entered into on
behalf of the City, no purchase order need be issued; however, contractors
supplying services or who are involved in construction or repair of
buildings, streets, sewers, sidewalks or other structures, shall present
to the City of Kennett, certificates of insurance and bonds when required
by the City Council. Said certificates and/or bonds shall be checked
by the City Counselor for content and legality, and by the City Engineer
for content and accuracy.
E.
Change Order Required. A change order is to be used to change, correct
or cancel any order. Change orders will be prepared by the purchasing
agents whenever a change in the original purchase order makes it necessary.
Change orders are not to be used to purchase items which were not
contemplated in the original bid inquiries. A purchase order form
marked "Change Order to Purchase Order No. _____" constitutes a change
order.
F.
Budget Check. It shall be the duty of the purchasing agents, prior
to the issuance of a purchase order, to check the budget to ascertain
whether the proposed purchase is within the approved budget. In the
event the proposed purchase is over budget, the purchasing agents
shall refer the matter to the appropriate Council committee for its
consideration.
[R.O. 1997 § 140.130; Ord. No.
2435 § 1, 6-20-1995]
A.
Prior to payment of purchases made, the following procedure shall
be observed:
1.
Acceptance Of Purchases By Departments. The Department Head
or his/her authorized representative receiving the material, supplies
or equipment shall promptly check all purchases against the receiving
copy of the purchase order, making written notations of any missing
or broken items, or any variation in quantity ordered. If the purchase
is acceptable, the Department Head shall so indicate in writing. If
the materials delivered are not in conformity with the specifications
or for other reasons are not acceptable to the Department Head, he/she
shall notify the City Clerk in writing of the reasons for withholding
acceptance. The purchasing agent will notify the vendor that his/her
delivery has been rejected and will request satisfactory replacement
or a supplementary delivery.
2.
Acceptance Of Police Uniforms And/Or Related Equipment. All
purchases of this nature shall be received by the City Clerk, checked
against the purchase order and the employee notified of its delivery.
Prior to issuance of the order to the employee, he/she shall sign
and date the packing/shipping list as an acknowledgment of its receipt.
The employee shall check the order for size, etc., as soon as possible
after receiving, and in the event it is not acceptable, it shall be
returned to the City Clerk within five (5) days for return to the
company and credit to the City, or replacement of the order. After
payment of the invoice, it shall be charged to the employee's
City and/or personal uniform account.
3.
Acceptance Of Construction. All purchases involving construction
of streets, sewers, sidewalks or structures shall be approved by the
appropriate Department Head and the Mayor, and such work shall be
formally accepted by the Council. Lien waivers shall be filed with
the City by the contractor, and shall be checked by the City Counselor.
