A.
This Chapter provides guidelines to be followed in purchasing goods
and services for the City. These policies and procedures supersede
all prior purchasing directives, memoranda, and practices. The City
Manager shall be responsible for enforcing this policy.
B.
Lowest Best Quality Competition. All purchasing will demonstrate
a reasonable and good faith effort to obtain goods and services at
the lowest possible cost with the optimum quality needed. Competition
among suppliers shall be encouraged.
C.
Preference Area Vendors. Vendors will be treated in a fair and professional
manner with preference given to area vendors, if all other things
are equal.
D.
Conflict Of Interest. Any officer or employee of the City is expressly
prohibited from accepting, directly or indirectly, from any person,
company, firm or corporation 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.
No City employee or official shall have a financial interest in any
purchase or contract issued by the City. Violation of this provision
is basis for dismissal.
E.
Budget Goal. The City Council sets goals, priorities, and standards
for the City programs and services through adoption of the annual
budget. The budget establishes expenditure levels for each department.
No further Council action is required to initiate purchases within
the budget limits.
F.
Department Director Authority. Department Directors are granted full
responsibility and broad discretion by the City Manager to make purchases
within the scope of their departmental appropriations subject to the
rules contained within these regulations. Budget appropriations do
not mandate expenditure unless the need continues to exist at the
time of purchase. The City Manager may establish spending levels below
those budgeted if revenue collections are inadequate to fulfill budgetary
needs.
G.
Sales Tax Exemption. All City purchases are exempt from the sales
taxes of Missouri and its political subdivisions.
A.
Items Over Five Hundred Dollars ($500.00). Any item which exceeds
five hundred dollars ($500.00) purchased individually shall require
competitive quotes. Quotes will be obtained in writing, by telephone,
email, online, or from current catalog price lists. Quotes shall be
solicited from at least three (3) vendors.
B.
Purchases Over One Thousand Dollars ($1,000.00). Individual purchases
which exceed one thousand dollars ($1,000.00) need to be signed by
the City Manager as well as meet the requirements for items over five
hundred dollars ($500.00).
C.
Purchases Over Ten Thousand Dollars ($10,000.00). Purchases in excess
of ten thousand dollars ($10,000.00) require legal advertisement,
written specifications, sealed proposals, and are awarded by the City
Council.
Sealed proposals shall be submitted to the Purchasing Specialist
for public opening and evaluation prior to City Council action.
E.
Exceptions. These guidelines may be modified or waived under any
of the conditions listed below. Written justification for such must
be submitted with the purchase order.
1.
The goods or services are available from only one (1) vendor;
2.
Any emergency; (an emergency status must be approved by the
Department Director);
3.
A concession or maintenance service agreement is being renewed
for good workmanship, material, or performance for no more than one
(1) year;
4.
It is advantageous to purchase through the purchasing contracts
of other governmental agencies;
5.
The services are not conducive to lowest price for proposals
such as legal, engineering, audit, or medical services;
6.
For purchases that are of an on-going, repetitive nature, i.e.,
concrete, asphalt, equipment repairs, or any other items approved
by the City Manager or Assistant City Manager. Purchases may be made
by Department Directors on a price/availability basis, for purchases
up to five hundred dollars ($500.00), without obtaining separate quotes
on each purchase; or
7.
Professional services for architecture, engineering, or land
surveying shall be obtained as a Request for Qualifications (RFQus)
which is outlined in the Standard Operating Procedure Manual on file
with the Purchasing Specialist.
F.
Single Quotes Or Proposals. When only one (1) quotes or proposal
is received in response to a solicitation, City staff may enter into
negotiations with the sole responder to the quotes/proposal solicitation.
If staff believes that the following three (3) conditions have been
met, then the negotiated award may be recommended to the City Council.
1.
The contractor is qualified and background and reference check
has been completed.
2.
The Department Director determines that the quote/proposal,
fully addresses the scope of work outlined and meets all of the conditions
set forth in the general and specific requirements.
3.
The Request for Proposal/Quote (RFP) was properly and effectively
advertised and a diligent effort was made to notify vendors of the
RFP.
A.
A detailed list of any surplus, obsolete, or worn-out, department
property shall be submitted to the Purchasing Specialist with recommendation
for disposal. Upon request, items may be transferred to another department
subject to approval of the City Manager.
B.
Surplus property may be sold by public auction with authorization
of the City Council. Unsold items may be disposed of upon approval
of the City Manager.
C.
Disposal of recovered or confiscated property shall be governed and
controlled by the adopted policies of the affected City Departments.
The City Manager is authorized to approve purchases up to ten
thousand dollars ($10,000.00) without review by the City Council.
