[Ord. No. 779 §1, 12-19-1994]
A.
When
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 five hundred dollars ($500.00),
bids shall be solicited in the most expedient manner with due regard
for competitive prices and quality. Department heads shall issue a
purchase order prior to all such purchases over fifty dollars ($50.00).
2.
If the consideration is for more than five hundred dollars ($500.00)
but less than one thousand five hundred dollars ($1,500.00), bids
shall be solicited by mail or telephone request, from which the lowest
bid, with proper qualifications, shall be accepted. A record of the
quotations shall be maintained. The purchase shall be approved by
the Mayor.
3.
If the consideration is for more than one thousand five hundred dollars
($1,500.00) but less than five thousand dollars ($5,000.00), three
(3) written bids shall be solicited from which the lowest bid, with
proper qualifications shall be accepted. The purchase shall be approved
by the City Council.
4.
All supplies and contractual services estimated to cost in excess
of five thousand dollars ($5,000.00) or for construction projects,
shall be purchased by formal, written contract from the lowest responsible
bidder, after due notice inviting proposals. Whenever possible, at
least three (3) sealed bids should be obtained from prospective, qualified
vendors. The City Council shall award the contract or purchase.
5.
Individual contracts, purchases or sales, be they for goods, supplies,
commodities or services shall not be excluded from the requirement
of competitive bidding hereinabove described.
6.
Contracts or purchases shall not be subdivided for the purpose of
evading the requirements set forth above for competitive bidding.
[Ord. No. 779 §2, 12-19-1994]
A.
The
notice required by Section 150.010(4) shall consist of the following:
1.
Notice inviting bids shall be published once in at least one (1)
official newspaper of the City at least five (5) days preceding 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.
2.
The City shall also solicit sealed bids from all responsible respective
suppliers who have requested their names be added to a "Bidder's
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 bidder's 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 Clerk also shall advertise all pending purchases or sales
by a notice posted on the public bulletin board in the City Hall.
4.
The City Clerk 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.
[Ord. No. 779 §3, 12-19-1994]
Bids solicited pursuant to Section 150.010(4) 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 Mayor
and City Council members.
[Ord. No. 779 §4, 12-19-1994]
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 monies 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 specified, 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 contract or service;
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; and
10.
Such other factors as the Council reasonably considers.
[Ord. No. 779 §5, 12-19-1994]
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 in the minutes of the Council.
[Ord. No. 779 §6, 12-19-1994]
If all bids received or the lowest bids received are the same total amount or unit price, the considerations of Section 150.040 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. 779 §7, 12-19-1994]
A.
All purchases of supplies and contractual services, and all sales of personal property that has become obsolete and unusable for which formal competitive bidding is not required by Section 150.010 of this Chapter shall be made in the open market, without newspaper advertisement and without observing the procedure prescribed by Section 150.030 for the award of formal contracts.
1.
All open market purchases shall, whenever possible, be based on at least three (3) competitive bids, and shall be awarded to the lowest responsible bidder in accordance with the standards set forth in Section 150.040.
3.
The City Clerk 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.
[Ord. No. 779 §8, 12-19-1994]
A.
There
is hereby appropriated out of the money in the City Treasury, not
otherwise appropriated, the sum of five hundred dollars ($500.00),
which shall be known as the "Petty Expenditures Revolving
Fund". From this Fund shall be paid all purchases not in
excess of two hundred dollars ($200.00) each, made by the department
heads of the using department for incidentals, with the approval of
the City Clerk. Receipts for all expenditures from the petty cash
fund shall be retained to be submitted to the Treasurer for reimbursement
of the Fund as provided below.
B.
From
time to time, the City Clerk shall render to the Treasurer a statement
showing the actual expenditure for each using department so made out
of the Petty Expenditures Revolving Fund, together with receipts for
such expenditures, and the City Treasurer shall reimburse said Revolving
Fund for such expenditures in the same manner as other expenditures
of such department are paid.
C.
The
City Clerk shall have the authority to promulgate rules and regulations
for use of the Petty Expenditure Revolving Fund.
[Ord. No. 779 §9, 12-19-1994; Ord. No. 2006-6 §1, 4-7-2006]
In case of an emergency which requires immediate purchase of
supplies or services and time is of the essence, the Mayor, for purchases
not in excess of fifty thousand dollars ($50,000.00), or the Mayor
with the consent of a majority of the City Council for purchases in
excess of fifty thousand dollars ($50,000.00), shall be empowered
to authorize the purchase or to secure the services needed without
complying with the procedures as set forth in this Article. Bids may
be directly solicited without any publication. The contract for the
purchase of supplies or contractual services shall be awarded to the
lowest and best bidder. This Section shall also apply to any natural
disaster or civil emergency requiring an immediate response on the
part of the City. A full report in writing of the circumstances requiring
an emergency purchase shall be filed by the Mayor with the City Council
each time an emergency purchase is made.
[Ord. No. 2006-6 §2, 4-7-2006]
To the maximum extent practicable, the purchases of the City
shall be made under the provisions of the Missouri State-Local Technical
Services Act. The provisions of this Chapter requiring competitive
bidding at the local level shall not apply to such purchases.
[Ord. No. 779 §10, 12-19-1994]
All City Officials engaged in procurement of goods and services
shall comply with the City's ordinances with respect to financial
conflicts of interest.
[Ord. No. 779 §11, 12-19-1994]
All City Officials and employees 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.
