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.
D. 
Purchases Requiring City Council Approval.
1. 
Contracts.
2. 
Agreements.
3. 
Purchases over ten thousand dollars ($10,000.00).
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.