AN ORDINANCE ESTABLISHING A PROCUREMENT POLICY FOR CITY OFRICH HILL
BE IT RESOLVED by the Board of Alderman of the City ofRich Hillas follows:
Section 1: Competitive Bidding
When the City ofRich Hillnegotiates any purchase, sale, or other contract, there shall be provided ample opportunity for competitive bidding.
1. Bids shall be solicited in the most expedient manner with due regard for competitive prices and quality.
Section 2: Notice Defined
The notice required by the preceding section shall consist of the following:
- The City Clerk shall also advertise all pending purchases or sales by a notice posted on the public bulletin board in the City Hall.
Section 3: Bid Opening Procedure
Bids shall be submitted 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 and a tabulation report forwarded to the Board of Aldermen.
Section 4: Lowest Responsible Bidder
The City reserved the right to reject any or all bids. Contracts shall be awarded to the lowest responsible bidder. Bids shall not be accepted from, or contract awarded to, a contractor who is in default on the payment of taxes, licenses, or other monies due the City ofRich Hill. In determining the lowest responsible bidder, in addition to p rice, the following shall be considered:
- The ability, capacity, and skill of the bidder to perform the contract or provide the service required;
2. Whether the bidder can perform the contract or provide the service promptly, or within the time specific, without delay or interference;
3. The character, integrity, reputation, judgment, experience, and efficiency of the bidder;
- The quality of performance of previous contracts or services;
- The previous and existing compliance by the bidder with laws and ordinances relating to the contract or services;
- The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service;
- The quality, availability, and adaptability of the supplies or contractual services to the particular use required;
- The ability of the bidder to provide future maintenance and service for the use of the subject of the contract;
- The number and scope of conditions attached to the bid.
Section 5: Justification of Award
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 of Aldermen.
Section 6: Tie Bids
If all bids received or the lowest bids received are for the same total amount or unit price, quality and service being equal, the contract shall be awarded to a local bidder. Where there is no local low bidder, the award shall be made on the basis of a drawing of lots, to be held in public.
Section 7: Open Market Procedure
All purchases of supplies and contractual services and all sales of personal property which has become obsolete and unusable for which competitive bidding is not required by Section 1 of this resolution shall be made in the open market, without newspaper advertisement and without observing the procedure prescribed by Section 3 for the award of formal contracts.
- All open market purchases shall, be awarded to the lowest responsible bidder in accordance with the standards set forth in Section 4.
- The City ofRichmay solicit bids by
- direct mail request to prospective vendors
- telephone
- 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 per RSMo Chapter 610
Section 8: Requisitions and Estimates
Each City of Rich Hilldepartment or agency shall file with the City Clerk detailed requisitions or estimates of their requirements in supplies and contractual services by October 1st of each year for inclusion in the next fiscal year’s budget.
Section 9: Gifts and Rebates
Every officer and employee of the City of Rich Hill are expressly prohibited from accepting, directly or indirectly, from any person, company, firm, or corporation to which any purchase 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 of Rich Hill.
Section 10: Emergency Purchases
In case of an apparent emergency which requires the immediate purchase of supplies or contractual services, the
Supervisor in charge of the department or agency may request the purchase, at the lowest obtainable price, of any supplies or contractual services to the Mayor or Mayor Pro-Tem. The Mayor or Mayor Pro –Tem may authorize the purchase in writing. A full explanation of the circumstances of an emergency purchase shall be presented to the Board of Aldermen of the next regularly scheduled Board meeting.
Section 11: Cooperative Procurement
The purchasing agent shall have the authority to join with other units of government in cooperative purchasing plans when the best interest of the City ofRich Hillwould be served and after approval of the Board of Aldermen.
Read two times and passed by the City Council of the City of Rich Hill, Missouri, on the 28th day of April 2009.
___________________________________
Richard Miller, Mayor
ATTEST:
___________________________________
Rose Entrikin, City Clerk
Ayes: Billingsley, Pilcher, Knowles
Nays:. None
Dahman was absent
