[Ord. No. 619 §1, 10-14-2002]
The purchasing agent shall be appointed with the approval of
the Mayor and Board of Aldermen. The purchasing agent, when authorized,
shall procure for the City the bids for all supplies and contractual
services needed by the City in accordance with the procedures prescribed
by this Chapter.
[Ord. No. 619 §2, 10-14-2002]
A.
In
addition to the purchasing authority conferred in the preceding Section
and in addition to any other powers and duties conferred by this Section,
the purchasing agent shall:
1.
Act to procure for the City the highest quality for all supplies
and contractual services at the least expense to the City;
2.
Exploit the possibilities of buying "in bulk" so as to take full
advantage of discounts;
3.
Inspect or supervise the inspection of all deliveries with regard
to quantity, quality and conformance to specifications; and,
4.
All invoices must be signed by Mayor.
[Ord. No. 619 §3, 10-14-2002]
A.
The
law in Chapter 105, RSMo., provides that no elected official or Governing
Body may:
1.
Perform any service for any agency of the State or for any political
subdivision thereof in which he/she is an officer or employee or over
which he/she has supervisory power for receipt or payment of any compensation,
other than compensation provided for the performance of his/her official
duties in excess of five hundred dollars ($500.00) per annum, except
on transactions made pursuant to an award on a contract let or sale
made after public notice and competitive bidding, provided that the
bid or offer is the lowest received;
2.
Use confidential information obtained in the course of or by reason
of his/her employment or official capacity in any manner with intent
to result in financial gain for himself/herself or any other person;
3.
Disclose confidential information obtained in the course of or by
reason of his/her employment or official capacity in any manner with
intent to result in financial gain for himself/herself or any other
person;
4.
Sell, rent or lease any property to the political subdivision or
any agency of the political subdivision for consideration in excess
five hundred dollars ($500.00) per annum unless the transaction is
made pursuant to an award on a contract let or a sale made after public
notice and in the case of property other than real property, competitive
bidding, provided that the bid or offer accepted is the lowest received;
5.
Use his/her decision-making authority for the purpose of obtaining
a financial gain which materially enriches himself/herself, his/her
spouse or dependent children by acting or refraining from acting for
the purpose of covering or extorting from anything of actual pecuniary
value.
[Ord. No. 619 §4, 10-14-2002]
The purchasing agent 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 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. 619 §5, 10-14-2002]
The purchasing agent and Mayor are authorized to purchase items
that cost one thousand dollars ($1,000.00) or less with Board of Aldermen
approval.
[Ord. No. 619 §6, 10-14-2002]
The Mayor and Board of Aldermen must approve all purchases in
excess of one thousand dollars ($1,000.00).
[Ord. No. 619 §7, 10-14-2002]
A.
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.
B.
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 and best bid with proper
qualifications shall be accepted. A record of quotations shall be
maintained. The purchase shall be approved by the Mayor and Board
of Aldermen.
C.
If
the consideration is for more than one thousand dollars ($1,000.00),
the invitation for bids shall be published one (1) time only in an
official newspaper at least two (2) weeks preceding the last day set
for the receipt of bids. The bid shall be awarded to the lowest and
best bidder with proper qualifications. The inviting bid shall include
a general description of the articles to be purchased, shall state
where bid blanks and specifications may be secured and the time and
place of opening bids. The purchase shall be approved by the Mayor
and Board of Aldermen.
D.
For
all supplies and contractual services estimated to cost in excess
of one thousand dollars ($1,000.00), written contract should be obtained
from the qualified bidder. The Mayor and Board of Aldermen shall award
the contract for supplies and contractual services.
[Ord. No. 619 §8, 10-14-2002]
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 notice. A tabulation of all bids received
shall be posted for public inspection and tabulation report on file.
[Ord. No. 619 §9, 10-14-2002]
A.
The
City reserves the right to reject any or all bids. Contracts shall
be awarded to the lowest and best responsible bidder. In determining
lowest and best 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 services or good required;
2.
Whether the bidder can perform the contract;
3.
The character, integrity, reputation, judgment, experience and efficiency
of the bidder;
4.
The quality of performance of previous contracts or services; and
5.
The qualify, condition, brand names, availability of service for,
the expected cost of repair and maintenance of the particular item
offered.
[Ord. No. 619 §10, 10-14-2002]
When the award is not given to the lowest bidder, a full and
complete statement will be made on the record of the reasons for placing
the order elsewhere. The City will have the right to reject any and
all bids with good cause shown upon the record, in which case the
City may proceed to solicit bids in any manner deemed appropriate
by the City.
[Ord. No. 619 §11, 10-14-2002]
If all bids received or the lowest bids received are for the same total amount or unit price, then a determination shall be made as to the best bid pursuant to the provisions of Section 135.090 above, with preference being given to any local bidder and the best bid will be accepted.
[Ord. No. 667 §2, 12-26-2007]
For just cause, for instance by reason of natural disaster, weather-related event or any other urgent or emergency situation, the Board of Aldermen deems it necessary to deviate from the provisions of Section 135.070 "Bidding" of this Chapter to procure supplies, materials or services for the City, then the City may procure bids of any amount by telephone request from at least three (3) prospective vendors, if there be three (3) such vendors available and, if not, as many as can be located and a record of the quotations shall be maintained. In the event this is necessary, the reasons therefore shall be spread upon the record of the minutes of the Board of Aldermen. All other provisions of the City's procurement policy not in conflict herewith shall remain in effect.
