Source: https://www.ecode360.com/29182561
Timestamp: 2019-04-20 05:08:15+00:00

Document:
§ 135.010 Purchasing Agent Designated.
§ 135.030 Requisitions and Estimates.
§ 135.040 Prohibited Acts by Elected and Appointed Public Officials and Employees.
§ 135.045 Additional Prohibited Acts by Certain Elected and Appointed Public Officials and Employees, Exceptions.
§ 135.050 Gifts and Rebates.
§ 135.060 Competitive Bidding Required.
§ 135.070 Formal Contract Procedure.
§ 135.090 Bid Opening Procedure.
§ 135.100 Lowest Responsible Bidder.
§ 135.130 Open Market Procedure.
§ 135.160 Public Works Contracts.
Section 135.010 Purchasing Agent Designated.
Section 135.030 Requisitions and Estimates.
Section 135.040 Prohibited Acts by Elected and Appointed Public Officials and Employees.
Section 135.045 Additional Prohibited Acts by Certain Elected and Appointed Public Officials and Employees, Exceptions.
Section 135.050 Gifts and Rebates.
Section 135.060 Competitive Bidding Required.
Section 135.070 Formal Contract Procedure.
Section 135.090 Bid Opening Procedure.
Section 135.100 Lowest Responsible Bidder.
Section 135.130 Open Market Procedure.
Section 135.160 Public Works Contracts.
The City Clerk will act as purchasing agent for the City with primary responsibility for overseeing the purchasing process. The department head of each department will have daily responsibility of purchasing for their own departments and will have the responsibility to know or learn proper procedures for making all purchases prior to engaging in purchasing activities.
Except as provided in this Chapter, it shall be unlawful for any City Officer or employee to order the purchase of any supplies or make any contract within the purview of this Chapter other than through the City Clerk and any purchase ordered or contract made contrary to the provisions hereof shall not be approved by City Officials and the City shall not be bound thereby.
Discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases and sales.
Keep informed of current developments in the field of purchasing, prices, market conditions and new products and secure for the City the benefits of research done in the field of purchasing by other governmental jurisdictions, national technical societies, trade associations and by private businesses and organizations.
Prepare, adopt and maintain a vendors' catalogue file. Said catalogue shall be filed according to materials and shall contain descriptions of vendors' commodities, prices and discounts.
Exploit the possibilities of buying "in bulk" so as to take full advantage of discounts.
Act so as to procure for the City all Federal and State tax exemptions to which it is entitled.
Have the authority to declare vendors who default on their quotations irresponsible bidders and to disqualify them from receiving any business from the City for a stated period of time.
Each City department or agency shall file with the City Clerk detailed requisitions or estimates of their requirements in supplies and contractual services in such manner, at such times and for such future periods as the City Clerk shall prescribe.
A City department or agency shall not be prevented from filing, in the same manner, with the City Clerk at any time a requisition or estimate for any supplies and contractual services, the need for which was not foreseen when the detailed estimates were filed.
The City Clerk shall examine each requisition or estimate and shall have the authority to revise it as to quantity, quality or estimated cost.
Use his/her decision-making authority for the purpose of obtaining a financial gain which materially enriches himself/herself, his/her spouse or dependent children by acting or refraining from acting for the purpose of coercing or extorting from another anything of actual pecuniary value.
No elected or appointed official or employee of any political subdivision shall offer, promote, or advocate for a political appointment in exchange for anything of value to any political subdivision.
The City Clerk and every other officer and employee of the City are 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. Any person who violates the provisions of this Section shall be guilty of a misdemeanor.
All purchases of and contracts for supplies and contractual services and all sales of personal property which has become obsolete and unusable shall, except as specifically provided herein, be based wherever possible on competitive bids.
No purchase, purchases or contracts for services of any kind or descriptions, payment for which is to be made from funds of the City, shall be made by the purchasing agent or any officer, employee or agent of the City, except in the manner hereinafter set forth.
Under $750.00. Whenever any contemplated purchase or contract for services is for the sum of less than seven hundred fifty dollars ($750.00), the Purchasing Agent of the City may order the item or items as needed without further formality as long as the department has sufficient funds within the budget.
$750.00 to $10,000.00. Whenever any contemplated purchase or contract for services is for the sum of seven hundred fifty dollars ($750.00) and no more than ten thousand dollars ($10,000.00), the Purchasing Agent shall solicit at least three (3) written or telephone bids for the item or items of service on bid forms and award the purchase or contract of service to the lowest responsible bidder.
Over $10,000.00. Whenever any contemplated purchase or contract for services for the sum of more than ten thousand dollars ($10,000.00), the purchasing agent shall cause to be published in one (1) issue of a newspaper of general circulation in the City notice inviting bids, which said notice shall be published at least ten (10) days prior to date set for the receipt of the bids. The notice herein required shall include a general description of the articles to be purchased or services performed and the time and place for opening bids. In addition, the purchasing agent shall post a notice inviting bids in the City Hall of Laurie, Missouri, and may also mail to all responsible prospective suppliers of the items to be purchased or services performed a copy of the notice inserted in the newspaper as hereinbefore required.
Notice inviting bids shall be published once in at least one (1) official newspaper of the City or County newspaper in which the City is located and at least five (5) days preceding the last day set for the receipt of proposals. The newspaper notice required herein shall include a general description of the articles to be purchased or sold, shall state where bid blanks and specifications may be secured and the time and place for opening bids.
The City Clerk shall also solicit sealed bids from all responsible prospective suppliers who have requested their names to be added to a "bidders' list", which the Clerk shall maintain, by sending them a copy of such newspaper notice or such other notice as will acquaint them with the proposed purchase or sale. In any case, invitations sent to the vendors on the bidders' list shall be limited to commodities that are similar in character and ordinarily handled by the trade group to which the invitations are sent.
The City Clerk shall also advertise all pending purchases or sales by a notice posted on the public bulletin board in the City Hall.
as may seem to him/her to be in the best interest of the City.
Bids shall be submitted sealed to the City Clerk and shall be identified as bids on the envelope. They shall be opened in public at the time and place stated in the public notices. A tabulation of all bids received shall be posted for public inspection.
All bids shall be accepted or rejected by the Board of Aldermen. When the award is not given to the lowest bidder, a full and complete statement of the reasons for placing the order elsewhere shall be entered upon the journal of the Board.
If all bids received or the lowest bids received are for the same total amount or unit price, quality and service being equal, the Board of Aldermen may, at their discretion, award the bid to a local bidder.
All purchases of supplies and contractual services and all sales of personal property which have become obsolete and unusable for which competitive bidding is not required herein shall be made in the open market, without newspaper advertisement and without observing the procedure prescribed herein for the award of formal contracts.
All open market purchases shall, wherever possible, be based on at least three (3) competitive bids and shall be awarded to the lowest responsible bidder in accordance with the standards set forth herein.
By public notice posted on the bulletin board of the City Hall.
The City Clerk shall keep a record of all open market orders and the bids submitted in competition thereon and such records shall be open to public inspection.
In case of an apparent emergency which requires immediate purchase of supplies or contractual services, the Board of Aldermen may authorize the purchase at the lowest obtainable price of any supplies or contractual services regardless of the amount of the expenditure. A full explanation of the circumstances of an emergency purchase shall be recorded in the journal of the Board of Aldermen.
To the maximum extent practicable, the purchases of this City shall be made under the provisions of the Missouri State-Local Technical Services Act. The provisions of this Chapter requiring competitive bidding at the local level shall not apply to such purchases.
All other provisions of this Chapter notwithstanding, where several products or processes are available for public works contracts, each from only one (1) source by reason of a monopoly, patent or other reason and the City concludes and finds upon the advice of its consulting engineers that open and free competition cannot be obtained by public bidding for only one (1) of said products, then the following additional procurement method is permitted and said method shall be termed Procurement by Competitive Proposals or Procurement by Competitive Negotiation, which terms are used synonymously in Federal regulations implementing similar procedures.
Proposals shall be solicited from an adequate number of qualified sources to permit reasonable competition consistent with the nature and requirements of the procurement. The request for proposals shall be publicized and reasonable requests by other sources to compete shall be honored to the maximum extent practicable. The City will endeavor to obtain at least three (3) proposals.
The request for proposal shall identify all significant evaluation factors and their relative importance.
The owner shall provide mechanisms for technical evaluation of the proposals received, determination of responsible offerors for the purpose of written or oral discussions and selection for contract award.
Award may be made to the responsible offeror whose proposal will be most advantageous to the owner. Unsuccessful offerors should be promptly notified.
In interpreting the intent and meaning of the competitive negotiation authorization, the City will be guided by regulations and decisions interpreting 7 CFR 1780.73(c) and 24 CFR 85.36(C)(4)(d)(3).
The City or financing agencies financing a public works project of the City may determine that a product or process acquired by competitive negotiation/competitive proposals should be a required component of the general contract to avail the City of contractual warranties by the general contractor or for other benefits to the municipality. In this event, the product or process will be determined by the competitive negotiation/competitive proposal method and specifically identified and included as a mandatory component in the general contractor's bid and contract.

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