[Ord. No. 367 §1, 3-21-2006]
The City Clerk will act as purchasing agent for the City with primary responsibility for overseeing the purchasing process. The department head or superintendent of each department will have daily responsibility of purchasing for their own departments and will have the responsibility to know or learn proper procedures for making all purchases prior to engaging in purchasing activities. Where formal sealed bid procedures are required, all advertising, bid documents and receipt of bids will be approved by the City Clerk.
[Ord. No. 367 §2, 3-21-2006]
A. 
In addition to the purchasing authority conferred in the preceding Section, and in addition to any other powers and duties conferred by this or other ordinances, an employee involved in purchasing activities shall:
1. 
Act to procure for the City the highest quality in supplies and contractual services at the least expense to the City.
2. 
Prepare written specifications for all supplies and services for which bidding procedures are required.
3. 
Discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases and sales.
4. 
Act so as to procure for the City all Federal and State tax exemptions to which it is entitled.
5. 
Inspect or supervise the inspection of all deliveries with regard to quantity, quality and conformance to specifications.
6. 
Pursue all appropriate claims against the supplier, shipper or carrier.
[Ord. No. 367 §3, 3-21-2006]
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 any judgment upon the same.
[Ord. No. 367 §4, 3-21-2006]
A. 
Funds must be appropriated and included in the annual adopted budget before the funds are obligated via orders or contracts.
B. 
At the end of each month, Department Heads will receive an expense report showing funds expended as compared to the approved annual budget. Purchases that will result in budget shortfalls shall not knowingly be authorized.
[Ord. No. 367 §5, 3-21-2006]
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. 
Department heads may make expenditures not in excess of five hundred dollars ($500.00) without a formal bid process.
2. 
The Mayor may make expenditures not in excess of three thousand five hundred dollars ($3,500.00) without a formal bid process.
3. 
If the consideration is for more than three thousand five hundred dollars ($3,500.00), but less than ten thousand dollars ($10,000.00), at least three (3) bids shall be solicited by mail or telephone request from three (3) prospective vendors. A record of the quotations shall be maintained and attached to the purchase order, as filed with the City Clerk for payment, of the vendor receiving the award. The purchase shall be approved by the Board of Aldermen.
4. 
If the consideration is for more than ten thousand dollars ($10,000.00), but less than twenty-five thousand dollars ($25,000.00), three (3) written bids shall be solicited. The purchase shall be approved by the Board of Aldermen.
5. 
All supplies and contractual services estimated to cost in excess of twenty-five thousand dollars ($25,000.00) shall be purchased by formal, written contract, after due notice inviting proposals. Whenever possible, at least three (3) bids should be obtained from prospective, qualified vendors. The Board of Aldermen shall award the contract or purchase.
6. 
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.
7. 
Individual contracts or purchases shall not be subdivided for the purpose of evading the requirement of competitive bidding.
[Ord. No. 367 §6, 3-21-2006]
A. 
Contracts For Professional Services. For the purpose of this Section, professional services shall include architectural services, engineering services, land surveying, planning services, accounting services and real estate broker services. Contracts for professional services shall be negotiated on the basis of demonstrated competence and qualifications for the type of service required and at fair and reasonable prices. When a project requiring professional services is anticipated, the Board of Aldermen, or a committee of the Board of Aldermen, shall evaluate statements of qualifications and performance data of firms capable of performing the required service. The following criteria shall be used in evaluating the qualifications:
1. 
The specialized experience and technical competence of the firm with respect to the type of services required.
2. 
The capacity and capability of the firm to perform the work in question within the time limitations fixed for completion of the project.
3. 
The past record of performance of the firm with respect to such factors as control of costs, quality of work, and ability to meet schedules.
4. 
The firm's proximity to and familiarity with the area.
The City will meet with representatives of one (1) or two (2) of the firms best qualified, and attempt to negotiate a satisfactory contract. If there is a failing of accord, the City will undertake negotiations with other qualified firms. Nothing in this Section will prevent the City from negotiating directly with a firm that has provided the required services to the City within the past twelve (12) months and said services were provided in a satisfactory manner and at fair and reasonable prices.
B. 
Sole Source Purchases. If there is only one source of a particular service or commodity required by the City, the City Administrator may waive competitive bidding for the service or commodity.
C. 
Emergency Purchases. In an emergency situation, which requires the immediate procurement of services or commodities, the Mayor or City Administrator may waive competitive bidding for the services or commodities.
[Ord. No. 367 §7, 3-21-2006]
A. 
The notice required by the preceding Section shall consist of the following:
1. 
Notice inviting bids shall be published once in at least one (1) official newspaper of general circulation 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 purchasing agent also shall solicit sealed bids from all responsible prospective suppliers 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.
[Ord. No. 367 §8, 3-21-2006]
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.
[Ord. No. 367 §9, 3-21-2006]
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 to the City. In determining "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.
10. 
Whether or not the bidder either resides or operates the particular business in the City.
[Ord. No. 367 §10, 3-21-2006]
A. 
Workers' compensation insurance, as required by Missouri Law, shall be required from all vendors providing a service to the City on City property.
B. 
Contractor's liability insurance in the amount of project or job situation and a payment/performance bond in the amount of the contract shall be required from contractors engaged by the City in the construction, reconstruction, alteration or demolition of buildings, utilities, parks or other public works.
C. 
Bid security in the form of a bid bond or a certified check in the amount of five percent (5%) of the bid, shall be required for major service contracts or material purchases. The bid security of the successful bidder will be forfeited for failure to execute a contract within fifteen (15) days of the notice of award. After execution of a contract, all bid securities will be returned to bidders.
[Ord. No. 367 §11, 3-21-2006]
A. 
There is hereby appropriated out of the money in the City Treasury, not otherwise appropriated, the sum of twenty-five dollars ($25.00), which shall be known as the Petty Expenditures Revolving Fund. From this Fund shall be paid all purchases not in excess of fifteen dollars ($15.00) each, made by the heads of using agencies for incidentals with the approval of the agent.
B. 
No less than once each month, each agent shall render to the Treasurer a statement showing the actual expenditures for the using department so made out of Petty Expenditures Revolving Fund, and the City Treasurer shall reimburse said revolving fund for such expenditures in the same manner as other expenditures of such using departments are paid.
C. 
The City Clerk shall promulgate rules and regulations for use of the Petty Expenditures Revolving Fund.
[Ord. No. 367 §12, 3-21-2006]
In case of an apparent emergency that requires immediate purchase of supplies or contractual services, the Mayor may authorize the purchase, at the lowest obtainable price, of any supplies or contractual services not in excess of ten thousand dollars ($10,000.00). A full explanation of the circumstances of an emergency purchase shall be maintained in the department and in the City Clerk's file.
[Ord. No. 367 §13, 3-21-2006]
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.