[CC 1985 §25.010; Ord. No. 374-C §§1—2, 4-20-1992]
All Department heads of the City of Canton, Missouri, are hereby designated as purchasing agents for the City. They, when authorized, shall procure for the City bids for supplies and services needed by the City, in accordance with the procedures prescribed by this Chapter or required by law.
[CC 1985 §25.020; Ord. No. 341-C §2, 6-18-1990]
A. 
In addition to the purchasing authority conferred in the preceding Section, and in addition to any other powers and duties conferred by this Code or other ordinance, the purchasing agents shall:
1. 
The purchasing agents shall act to procure the highest quality supplies and contractual services at the least expense to the City. The purchasing agents shall be responsible to obtain the most competitive bidding available under the circumstances.
2. 
Purchasing agents shall remain informed of current developments in purchasing, prices, market conditions and new product availability, and in this regard each shall prepared maintain a suitable vendor's catalog file for their Department.
3. 
Purchasing agents shall remain informed concerning the possibility of buying needed commodities and supplies in bulk to effect the greatest savings possible to the City, considering anticipated needs of the City and funds availability.
4. 
Purchasing agents shall apply for and receive for the City all Federal and State tax exemptions to which the City is entitled in regard to all purchases and sales.
5. 
Purchasing agents shall have the authority to declare vendors who default on bid quotations submitted to the City "irresponsible bidders" and to disqualify them from receiving any business from the City for a stated period of time.
6. 
Bid approval.
a. 
All bids for goods, services, repairs of sale of City property where the estimated bid shall exceed five thousand dollars ($5,000.00) shall be approved by the Board of Aldermen of the City of Canton, Missouri;
b. 
All bids for goods, services, repairs or sale of City property where the estimated bid shall be more than five hundred dollars ($500.00) and less than five thousand dollars ($5,000.00) shall be approved by the alderman committee that oversees the Department making the purchase or sale;
c. 
All bids for goods, services, repairs or sale of City property where the estimated bid shall be less than five hundred dollars ($500.00) shall be approved by the Mayor of the City of Canton, Missouri.
[CC 1985 §25.040]
No officer or employee of the City shall transact any business in his/her official capacity with any business entity of which he/she is an officer, agent or member or in which he/she owns a substantial interest; nor shall he/she make any personal investments in any enterprise which will create a substantial conflict between his/her private interest and the public interest; nor shall he/she or any firm or business entity of which he/she is an officer agent or member, or the owner of substantial interest, sell any goods or services to any business entity which is licensed by or regulated in any manner by the City.
[CC 1985 §25.050]
No officer or employee of this City shall enter into any private business transaction with any person or entity that has a matter pending or to be pending upon which the officer or employee is or will be called upon to render a decision or pass judgment. If any officer or employee is already engaged in the business transaction at the time that a matter arises, he/she shall be disqualified from rendering any decision or passing any judgment upon the same.
[CC 1985 §25.060]
Any person who violates the provisions of Section 145.030 or Section 145.040 shall, upon conviction thereof, be punished as provided in Section 100.220 of this Code.
[CC 1985 §25.070]
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. Violation of the provisions of this Section shall upon conviction thereof be punished as provided in Section 100.220 of this Code.
[CC 1985 §25.080]
All purchases of, and contracts for supplies and contractual services, and all sales of personal property which has to become obsolete and unusable shall, except as specifically provided herein, be based wherever possible on competitive bids.
[CC 1985 §25.090]
All supplies and contractual services, except as otherwise provided in this Chapter, when the estimated cost thereof shall exceed five thousand dollars ($5,000.00), shall be purchased by formal, proposals. All sales of personal property which has become obsolete and unusable, when the estimated value shall exceed five thousand dollars ($5,000.00) shall be sold by formal written contract to the highest responsible bidder, after due notice inviting proposals.
[CC 1985 §25.100; Ord. No. 341-C §3, 6-18-1990]
A. 
The notice required by the preceding Section shall consist of the following:
1. 
Notice inviting bids shall be published once in at least one (1) official newspaper in the City, and at least five (5) days preceding the last day set for the receipt of bid proposals. The newspaper notice required herein shall include a general description of the article to be purchased or sold, or if the bid is for repair of City property, a general description of the repair to be made, the time and place for opening of bids, which shall be a regular or special meeting of the Board of Aldermen.
2. 
The City shall solicit sealed bids from all known responsible prospective suppliers buyers or repairmen by sending them a copy of such newspaper notice, or such other notice as will acquaint all known prospective bidders with the proposed purchase, sale or repair.
[CC 1985 §25.110; Ord. No. 341-C §4, 6-18-1990]
A. 
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 notice. Whenever possible, the Mayor, City Clerk, Department supervisor, chairmen of the appropriate Department and project engineer should be present at the opening of the bids.
B. 
The City Clerk or project engineer shall consolidate all bids and provide copies to all members of the Board of Aldermen prior to the next regular or special meeting of the Board of Aldermen.
C. 
A tabulation of all bids received shall be posted for public inspection at least twenty-four (24) hours prior to the next regular or special meeting of the Board Aldermen at which the bids will be considered.
[CC 1985 §25.120]
A. 
Contracts shall be awarded to the lowest responsible bidder. Bids shall not be accepted from, nor contracts awarded, to a contractor who is in default on the payment of taxes, licenses or other Moines due the City. In determining "lowest responsible bidder," in addition to price, the following shall be considered:
1. 
The ability, capacity and skill of the bidder perform the contract of provide the service required;
2. 
Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;
3. 
The character, integrity, reputation, judgment, experience and efficiency of the bidder;
4. 
The quality of performance of previous contractor services;
5. 
The previous and existing compliance by the bidder with laws and ordinances relating to the contract or service;
6. 
The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service;
7. 
The quality availability and adaptability of the supplies or contractual services to the particular use required;
8. 
The ability of the bidder to provide future maintenance and service for the use of the subject of the contract;
9. 
The number and scope of conditions attached to the bid.
[CC 1985 §25.125]
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.
[CC 1985 §25.130]
A. 
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.
1. 
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.
[CC 1985 §25.140]
A. 
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 145.080 of this Code shall be made in the open market, without newspaper advertisement and without observing the procedure prescribed by Section 145.100 for the award of formal contracts.
1. 
All open market purchases shall, whenever 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 in Section 145.110.
2. 
The City shall solicit bids by:
a. 
Direct mail request to prospective vendors,
b. 
By telephone, and
c. 
By public notice posted on the bulletin Board of the City Hall.
3. 
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.
[CC 1985 §25.150]
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, any supplies or contractual services regardless of the amount to the expenditure. A full explanation of the circumstances of an emergency purchase shall be recorded in the journal of the Board of Aldermen.
[CC 1985 §26.160]
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.
[CC 1985 §25.170]
Each purchasing agent may, on his/her own authority, contract for supplies not to exceed five hundred dollars ($500.00) total cost per order. Larger purchases must be approved in advance by the applicable committee chairman. All purchases are subject to final acceptance by the Board of Aldermen.
[CC 1985 §21.600]
A. 
The Mayor of the City of Canton, Missouri, shall solicit proposal from all engineering, architectural and surveying firms that shall be interested in providing such services for the City of Canton, Missouri, for any capital improvement project, study, plan, or survey that shall be undertaken by the City of Canton, Missouri, that require the services of an engineering, architectural or surveying firm.
1. 
All such individuals or firms engaging in the practice of engineering, architecture or surveying should annually ask that their names be placed on a roster of individuals or firms seeking to provide such services for the City of Canton, Missouri.
[CC 1985 §21.610]
A. 
All such individuals or firms interested in providing such services for the City of Canton, Missouri, shall supply, annually, the following information to the Mayor of the City.
1. 
A resume of the individual's or firm's qualifications.
2. 
A fee structure for per hour services requested.
3. 
An agreement to purchase error and/or omission or liability insurance coverage in an amount sufficient to cover the estimated design cost of any project under undertaken by the City of Canton, Missouri, contingent upon the award of the contract to the successful firm.
4. 
Certification that the individual or firm is duly authorized to conduct business in the State of Missouri in the particular profession.
5. 
Certification that the professional is registered by the State of Missouri.
[CC 1985 §21.600; Ord. No. 611-C §1, 3-19-2007]
A. 
A committee consisting of the Mayor, the Director or Public Works and one (1) other person to be appointed by the Mayor (the "Selection Committee") shall select the top three (3) individuals or firms submitting statements as provided for in Section 145.190. Representatives of the three (3) firms chosen shall be required to meet with the Selection Committee to clearly establish their qualifications for performing the work.
1. 
The Selection Committee shall then select the firm considered best qualified and capable of performing the desired work and negotiate a contract for the project with the firm selected.
2. 
If the Selection Committee is unable to negotiate a satisfactory contract with the firm selected, negotiations with such firm shall be terminated. The Selection Committee shall then undertake negotiations with another of the qualified firms. If there is a failing of accord with the second (2nd) firm, negotiations with such firm shall be terminated. The Selection Committee shall then undertake negotiations with a third (3rd) qualified firm.
3. 
If the Selection Committee is unable to negotiate a contract with any of the selected firms, the Selection Committee shall re-evaluate the necessary architectural, engineering or land surveying services, including the scope and reasonable fee requirements, again compile a list of qualified firms and proceed in accordance with the provisions of Sections 145.180 and 145.190 of the Municipal Code of the City of Canton.
4. 
Final approval of the contract for architectural, engineering or land surveying services shall be made by a majority of the Board of Aldermen sitting at either a regular or special meeting of the Board.
[Ord. No. 611-C §2, 3-19-2007]
The Selection Committee shall make a recommendation to the Board of Aldermen of one (1) of the qualified firms, taking into careful consideration the firm's size, location, technical expertise, experience and other factors pertinent to the proposed project.
[CC 1985 §21.640; Ord. No. 611-C §3, 3-19-2007]
A. 
If change orders are necessary for the services, the following procedures shall be employed:
1. 
If the amount is less than two thousand dollars ($2,000.00), the Mayor may approve the change.
2. 
If the amount for additional services is less than five thousand dollars ($5,000.00) but in excess two thousand dollars ($2,000.00), the Mayor shall submit a change order with valid justification of the Board of Aldermen for approval.
3. 
If the amount for additional services is more than five thousand dollars ($5,000.00), the Board of Aldermen may request justification for the increase from the Mayor and approve the increase or it may, at its discretion, seek a new contract for this portion of the project.