[CC 1996 §100.080; CC 1981 §100.080; Ord. No. 739 §1, 6-19-1989]
A.
When
contracting for the purchase of equipment, performance of any job
or provision of any service, the City Council of the City of Breckenridge
Hills, Missouri, shall give preference to all firms, corporations
or individuals doing business as Missouri firms, corporations or individuals
and those which maintain offices or places of business within the
corporate limits of the City of Breckenridge Hills, Missouri, when
the quality is equal or better and the price quoted is the same or
less.
1.
On purchases in excess of one thousand dollars ($1,000.00), the Council
members of the City of Breckenridge Hills shall, if possible, select
products manufactured, assembled or produced in the United States
if the quality and price are comparable with other goods.
2.
Every contract for public works construction or maintenance in excess
of one thousand dollars ($1,000.00) shall contain a provision requesting
the contractor to use American products in the performance of the
contract whenever the quality and price are comparable with other
goods.
3.
The City Council encourages the people of the community to purchase
products manufactured, assembled or produced in the United States
whenever the quality and price are comparable with other goods.
[Ord. No. 1232 §1, 5-18-2015]
A.
The Council for the City of Breckenridge Hills, Missouri, hereby
adopts and establishes the following purchasing policy, unless other
procedures are required by law:
1.
For the procurement of all goods and services by the City valued
between zero dollar ($0.00) to five hundred dollars ($500.00) authorized
by the department head (if in the budget):
a.
Submit bill to the Purchasing Agent, after verifying receipt
of product.
(1)
Include account number with description of item(s).
(2)
Whenever submitting a bill, include short, exact
description of bill. Accurate descriptions are helpful during budget
time.
(3)
Include invoice, not statement, packing slip if
available and purchase order when applicable.
(4)
The department head or authorized signature on
payment request stamp is required.
b.
Present bill/payment information to City Clerk.
2.
For the procurement of all goods and services by the City between
five hundred one dollars ($501.00) to one thousand dollars ($1,000.00)
authorized by the Purchasing Agent (if in the budget):
a.
Obtain at least three (3) price quotes, oral or written.
(1)
If you cannot obtain three (3) quotes, submit an
attachment stating why.
b.
Have a purchase order signed by the department head.
(1)
Include quantity, price, description, account number,
and how much money is remaining in the appropriate line item.
c.
Submit bill to the City Clerk after verifying receipt of product
with attached purchase order.
3.
For the procurement of all goods and services by the City valued
between one thousand dollars ($1,000.00) to five thousand dollars
($5,000.00) authorized by the City Council:
a.
Obtain at least three (3) written bids (faxes and e-mails are
acceptable).
(1)
If you cannot obtain three (3) bids, submit an
attachment stating why.
b.
Submit bids to the City Council for consideration (if expenditure
not already appropriated in budget).
c.
Have purchase order signed by the Mayor and Purchasing Agent.
(1)
Include quantity, price, description, account number
and how much money is remaining in the account line item. Attach bids
to purchase order.
d.
Submit bill to the City Clerk after verifying receipt of product
with attached purchase order.
4.
For the procurement of all goods and services by the City valued
between five thousand dollars ($5,000.00) to ten thousand dollars
($10,000.00) authorized by the City Council. Some bids over five thousand
dollars ($5,000.00) may require sealed bids (check with City Attorney):
a.
Obtain at least three (3) written bids (faxes and e-mails are
acceptable).
(1)
If you cannot obtain three (3) bids, submit an
attachment stating why.
b.
The department head will make a recommendation to the City Council
for approval, and authorization will be made in a form approved by
the City Attorney.
c.
Have a purchase order signed by the Mayor and Purchasing Agent.
(1)
Include quantity, price, description, account number,
and how much money is remaining in the appropriate line item. Attach
bids to purchase order.
d.
Submit bill to the City Clerk after verifying receipt of product
with attached purchase order.
5.
For the procurement of all goods and services by the City valued
over ten thousand dollars ($10,000.00):
a.
Obtain at least three (3) original written bids.
(1)
If you cannot obtain three (3) bids, submit an
attachment stating why.
b.
Prepare and distribute to potential bidders, including any bidders
that have requested to be on the City's bid list, bid specifications
that include an appropriate bid form on which the bids should be submitted.
Clearly state on the bid form the date, time and place where the bids
will be publicly opened and the requirement that the bids must be
submitted in a clearly marked, sealed envelope.
c.
All bids shall be received by the City Clerk or Purchasing Agent
and shall be opened at a designated time and place in public at a
City Council meeting.
d.
The department head will make a recommendation to the City Council
for approval, and authorization will be made by ordinance in a form
approved by the City Attorney.
e.
Have a purchase order signed by the Mayor and Purchasing Agent.
(1)
Include quantity, price, description and account
number. Attach bid documents to the purchase order.
f.
Submit bill to the City Clerk after verifying receipt of product
with attached purchase order.
B.
Summary. There may be many exceptions to above-mentioned
procedures, such as essentials like gasoline, insurance, etc., and
certain contractual services such as utilities, police, code enforcement,
trash, etc., and some professional services. The above procedures
are meant as guidelines to help the City make competent, intelligent,
and transparent purchases.
