[Ord. No. 4303, 8-27-2020]
As used in this Chapter, the following terms shall have the
meanings ascribed to them:
CITY
The City of Ste. Genevieve.
CONTRACTUAL SERVICES
Personal services, all telephone, gas, water, electric light
and power services, towel and cleaning services, leases for all grounds,
buildings, offices or other space required by the using department
and the rental, repair or maintenance of equipment, machinery and
other City-owned personal property. The term shall not include insurance,
professional and other contractual services which are in their nature
often unique and not subject to normal competitive bidding.
COOPERATING AGENCIES
Any department, agency, commission, bureau or other unit
in the City Government not under the direction and control of the
Board of Aldermen or in any other governmental unit whether school
district, special authority, other municipality, County or otherwise
which cooperates with the City through its Director of Purchasing
in purchasing any items covered by this Chapter.
SUPPLIES
All supplies, materials, equipment, commodities and capital
outlays.
USING DEPARTMENT
Any department, agency, commission, bureau or other unit
in the City Government using or disposing of supplies or procuring
contractual services as provided for in this Chapter and which shall
be under the direction and control of the Board of Aldermen.
[Ord. No. 4303, 8-27-2020]
Any purchase order or contract within the purview of this Chapter
in which any officer or employee of the City is financially interested,
directly or indirectly, shall be void unless the Board of Aldermen
waives compliance with this Section before the execution of a purchase
order or contract. The Board of Aldermen shall waive this Section
only when the best interests of the City require such action and the
laws of the State do not prohibit the transaction. The City Administrator
shall immediately report to the Board any information that he/she
has or that comes to his/her attention that would indicate any such
interest either before or after a purchase has been made.
[Ord. No. 4303, 8-27-2020]
The Director of Purchasing and each officer and employee of
the City is expressly prohibited from accepting, directly or indirectly,
from any person to which any purchase order 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. 4303, 8-27-2020]
A. All using agencies, either by or with the authorization of the head
of the department, shall to the extent practicable file with the Board
of Aldermen detailed requisitions or estimates of their requirements
of supplies and contractual services in such manner, at such times
and for such future periods as the Board shall prescribe.
1.
Unforeseen Requirements. A using department shall not be prevented
from filing in the same manner with the Director of Purchasing at
any time a requisition or estimate for any supplies and contractual
services it needs that were not foreseen when the detailed estimates
were filed subject to budgetary limitations.
2.
Revision Powers. The City Administrator may examine each requisition
or estimate and may suggest revisions as to quality, quantity or estimated
cost.
[Ord. No. 4303, 8-27-2020]
A. In the event of an apparent emergency which requires immediate purchase
of supplies or contractual services, the City Administrator is empowered
to secure by an open market procedure as provided in this Section,
with the consent of the Mayor, at the lowest obtainable price, any
supplies or contractual services regardless of the amount of the expenditure.
The City Administrator will contact the Board of Aldermen as soon
as is practical and advise of the apparent emergency. A full report
of the circumstances of an emergency purchase shall be filed by the
City Administrator with the Board of Aldermen and shall be entered
into the official records of the Board and shall be open to public
inspection.
B. In the event of an actual emergency and with the consent of the Mayor,
the head of any using department may purchase directly any supplies
the immediate procurement of which is essential to prevent delays
in the work of the using department that may affect the life, health
or convenience of citizens. The head of the using department shall
send to the City Administrator a requisition and a copy of the delivery
record together with a full written report of the circumstances of
the emergency. The City Administrator will contact the Board of Aldermen
as soon as is practical and advise of the actual emergency. The report
shall be filed with the Board and be made a part of the permanent
records of the Board and be open to public inspection.
[Ord. No. 4303, 8-27-2020]
A. The requirement of competitive bids or proposals for supplies may
be waived when the City Administrator has determined, in writing,
that there is only a single reasonable source for the supplies. Immediately
upon discovering that other feasible sources exist, the City Administrator
shall rescind the waiver and proceed to procure the supplies through
the competitive processes as described in this Chapter. A single feasible
source exists when:
1.
Supplies are proprietary and only available from the manufacturer
or a single distributor; or
2.
Based on past procurement experience, it is determined that
only one (1) distributor services the region in which the supplies
are needed; or
3.
Supplies are available at a discount from a single distributor
for a limited period of time.
[Ord. No. 4303, 8-27-2020]
A. All purchases of contractual services and supplies made pursuant
to this Chapter shall be on purchase order forms, and each purchase
order shall reflect salient conditions of the purchases such as description,
specification, unit purchase price, aggregate amounts, freight conditions
and place of delivery.
B. A copy of all purchase orders shall be available to the receiving
department which will receive the contractual services or supplies
purchased, and the receiving department shall reject delivery of any
contractual services or supplies which do not conform to the purchase
order conditions and specifications.
C. All invoices for purchases made pursuant to this Chapter shall be
approved as being in conformity with the purchase order. Said approval
will be made in accordance with procedures established by the Board
of Aldermen.
[Ord. No. 4303, 8-27-2020]
All purchases and contracts for supplies and contractual services,
and all sales of personal property which have become obsolete and
unusable shall, except as expressly provided in this Chapter, be based
wherever possible on competitive bids. The sales of personal property
may utilize online bidding services if determined to be in the best
interests of the City by the using department director and City Administrator
[Ord. No. 4303, 8-27-2020]
A. The using departments, under the authority of the City Administrator,
shall be responsible for ensuring that all supplies and contractual
services conform to the specifications set forth in the order or contract.
B. The City Administrator shall have the authority to require chemical
tests of samples submitted with bids and samples of deliveries which
are necessary to determine their conformance with the specifications.
In the performance of such tests, the City Administrator shall have
authority to make use of laboratory facilities of any department of
the City or any outside laboratory.
[Ord. No. 4303, 8-27-2020]
A. At least annually, all using agencies shall submit to the City Administrator,
at such times and on such forms as prescribed, reports showing stocks
of all supplies which are no longer used or which have become obsolete,
worn out or scrapped.
B. The City Administrator shall have the authority to transfer surplus
stock to other using departments.
C. The City Administrator shall have the authority to sell all supplies
which have become unsuitable for possible use or exchange or trade
the supplies for new supplies, in accordance with the procedures set
forth in this Chapter.
[Ord. No. 4303, 8-27-2020]
No resolution or ordinance shall finally be passed approving
any contract for supplies or contractual services (except for professional
services) unless the proper purchasing procedures have been followed.