[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:
1. 
Quantity, description, unit price and total costs of items purchased.
2. 
Request for purchase originated by whom.
3. 
Acknowledgment that comparative prices, quotations or bids were obtained, if required.
[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.