[Ord. No. 5386, 7-16-2018]
Purchases less than two thousand dollars ($2,000.00) may be
authorized by a department director.
Purchases from two thousand dollars ($2,000.00) up to and including
five thousand dollars ($5,000.00) may be authorized by a department
director after reviewing three (3) written or electronic bids, if
available.
A.
For purchases, reasonably expected to be from five thousand dollars
($5,000.00) to twenty thousand dollars ($20,000.00), a department
head shall solicit at least three (3) bids for the item or items.
The execution of the bid requirement shall be documented by the department
head on a Purchase Order. Copies of all of the bids received and supporting
documentation must accompany the purchase order.
B.
The department head may then award the purchase or contract for services
to the lowest responsible bidder who submits the bid which is most
advantageous to the City. A written explanation must be provided to
the City Manager if the lowest bid is not selected.
[Ord. No. 5379, 6-21-2018]
A.
Whenever any contemplated purchase or contract for services is reasonably
anticipated to cost more than twenty thousand dollars ($20,000.00),
the department head shall cause to be published a noticed inviting
sealed bids in at least two (2) separate publications in the St. Louis
metropolitan area. The publication may be in print or electronic format.
The notice shall be published at least fourteen (14) days prior to
the date set for receipt of bids. The notice shall include a general
description of the items to be purchased or the services to be performed,
and the time and place for opening of sealed bids. In addition, the
notice shall be sent via electronic mail to at least five (5) responsible
suppliers of such items with whom the City has done business within
the preceding two (2) years. If five (5) responsible suppliers cannot
be reasonably located, the department head shall certify that fact
to the City Manager. Notice of the invitation to bid shall be posted
on the bulletin board of City Hall.
B.
Sealed bids shall be received, either electronically or in writing,
by the Finance Department or Office of the City Manager. The bids
shall be identified as "Sealed Bids" on the envelope or electronic
subject line. One (1) hour prior to the designated bid opening time
and date, the written and electronic bids shall be forwarded to the
appropriate department head or his or her designee. The bids shall
be opened in public at the time and place stated in the invitation
to bid and in any public notice before at least two (2) City witnesses;
and after the opening, the department head shall tabulate all bids
received and shall submit a Purchase Order with a summary report of
all received bids and supporting documentation to the City Manager
together with his/her recommendation as to who should be awarded the
contract.
C.
If the department head fails to recommend the lowest bidder, a specific
explanation must be provided to the City Manager supporting the recommendation.
D.
When deemed necessary by the department head, or when directed by
the City Manager, bid deposits shall be prescribed in inviting bids.
A successful bidder shall forfeit any deposit upon failure on the
bidder's part to enter into a contract within ten (10) days after
the award, and the invitation to bid shall so state.
E.
The City Manager, upon receiving the tabulation and recommendation
of the department head, shall award the contract to the lowest responsible
bidder but shall have the right to reject any and all bids.
F.
The following shall be the guidelines in determining the lowest responsible
bidder:
1.
The ability, capacity and skill of the bidder to perform the
contract.
2.
Whether the bidder can perform the contract or provide the services
promptly or within the time specified.
3.
The character, integrity, responsibility, judgment, experience
and efficiency of the bidder.
4.
Whether the bidder is in default on the payment of taxes, licenses
or other monies due the City.
5.
The quality and performance of previous contracts or services.
6.
Previous and existing compliance by the bidder with laws, the
provisions of this Policy and other City ordinances relating to the
contract services.
7.
The financial resources and ability of the bidder to perform
the contract or provide the service.
8.
The quality, availability and adaptability of the supplies or
contractual services to the particular use required.
9.
The ability of the bidder to provide future service and maintenance
of equipment which is the subject of the contract.
10.
The scope of conditions to the bid.
[Ord. No. 5379, 6-21-2018]
A.
Single-Source Purchases. In the event there is only one (1) acceptable
vendor capable of furnishing a particular service or commodity, the
department head may be authorized to procure such service or commodity
without bidding. The department head shall document the particular
facts which make the item a single-source purchase, and the purchase
shall be approved by the City Manager.
B.
Emergency Purchases. Where an emergency situation requires immediate
purchase of supplies or services and time is of the essence, the department
head is authorized to procure the supplies or services needed without
following the bidding procedures. The department head shall maintain
a written record of the circumstances surrounding emergency purchases,
and the purchases shall be approved by the City Manager.
C.
Situations Calling For Competitive Negotiations. Where it can be
demonstrated that the City receives the best value on a purchase through
informal discussion and bargaining rather than through the conventional
bidding process, the department head need not follow the conventional
bidding process exclusively. Such purchases shall be documented by
the department head and given prior approval by the City Manager.
Examples would include, but not be limited to, circumstances where
time is a crucial factor, when the procurement involves high technology
items, or when there is obvious economy in purchasing from a particular
vendor.
D.
Cooperative Purchasing. Department heads are encouraged to use cooperative
purchasing programs sponsored by the State of Missouri or other public
agencies or jurisdictions. Cooperative purchasing can prove advantageous
to the City both by relieving personnel from securing required bids
and by taking advantage of large quantity purchases made by cooperative
government entities. Purchases made through these programs have met
the requirements of competitive bidding and require no further documentation.
Department heads are encouraged to check with the State and other
jurisdictions regarding cooperative procurement contracts in effect
prior to making any large purchases. The City Manager has the authority
to approve such purchases.
E.
Confidential Expenditures. Confidential expenditures such as payments
to informants, purchase of materials as evidence (such as narcotics),
or other uses as may be required by law enforcement personnel working
in an undercover capacity are not subject to normal purchasing procedures.
All such disbursements made shall be approved by the City Manager
and shall be documented by written vouchers showing date, amount,
nature of expenditure, signature of requesting officer or agent, and
approval of the Chief of Police.
F.
Professional Services And Real Estate. Specifically excluded from
the provisions of the City's purchasing policy is the procurement
of real estate and professional services. Solicitation of professional
services shall comply with Missouri Revised Statutes.
[Ord. No. 5379, 6-21-2018]
Except in cases where they are not as restrictive as the City's
Purchasing Policy, applicable State and Federal laws shall supersede
the City of Richmond Heights Purchasing Policy.
[Ord. No. 5379, 6-21-2018]
No contract or purchase shall be subdivided to avoid the requirements
of the City's Purchasing Policy.
[Ord. No. 5379, 6-21-2018]
All City employees purchasing goods, supplies and services for
use by the City of Richmond Heights, Missouri, are encouraged to purchase
such goods, supplies and services from businesses located within the
boundaries of the City of Richmond Heights, Missouri, as long as the
costs are within ten percent (10%) of the prices for these same items
offered by others outside the City.
