[R.O. 2011 § 145.060; R.O. 2009 § 40.15; CC 1981 § 2-485; Ord. No. 86-85, 4-18-1986; Ord. No. 07-162, 6-11-2007]
The general authority of the Purchasing Agent shall be pursuant to Section 7.5 of the City Charter. Pursuant to Section 120.130(B), the Mayor or his/her appointee shall be the Purchasing Agent of the City. Unless otherwise required by law or by ordinance, the purchasing regulations set forth in this Article shall apply to the purchase of equipment, materials, supplies or services.
[R.O. 2011 § 145.070; R.O. 2009 § 40.16; CC 1981 § 2-496; Ord. No. 86-85, 4-18-1986]
Whenever any department, division or any other branch or agency of the City requires service, equipment, materials or supplies from another department, division or other branch or agency of the City, requisitions may be made for such purpose with the appropriate credits and debits to appropriations. In such cases, no bids shall be required.
[R.O. 2011 § 145.080; R.O. 2009 § 40.17; CC 1981 §§ 2-487 — 2-487.1; Ord. No. 86-85, 4-18-1985; Ord. No. 87-205, 10-22-1987; Ord. No. 95-40, 2-16-1995]
A. 
Standard Specifications. The Purchasing Agent shall have authority to adopt standard specifications from time to time for each class or grade of the various articles, commodities and supplies ordinarily required by the City. The Purchasing Agent shall cause the same to be printed in looseleaf or typewritten form for distribution. Standard specifications shall be drafted so as to procure commodities and supplies of such quality and design as will serve the purpose required and to facilitate the making of bids therefrom. Whenever standard specifications have been adopted, purchases for items covered by standard specifications shall be made in accordance therewith unless a change is necessary. Whenever a change is necessary, the reason shall be documented on the requisition. In advertising for bids, it shall be sufficient to refer to the appropriate item of the standard specifications. The Purchasing Agent may require samples to be furnished with bids.
B. 
Products Made In The United States. The City encourages the purchase of products assembled, manufactured or produced in the United States.
[R.O. 2011 § 145.090; R.O. 2009 § 40.18; CC 1981 §§ 2-488 — 2-489, 2-491; Ord. No. 86-85, 4-18-1986; Ord. No. 95-40, 2-16-1995; Ord. No. 01-278, 11-30-2001; Ord. No. 04-16, 2-3-2004; Ord. No. 07-162, 6-11-2007; Ord. No. 07-280, 11-7-2007; Ord. No. 08-246, 11-25-2008; Ord. No. 24-015, 2-6-2024]
A. 
Purchases Under $5,000.00. For purchases involving expenditures of less than five thousand dollars ($5,000.00), the appropriation for which has been approved as part of the annual budget, shall be made without formal bidding, subject to the rules and regulations prescribed by the Mayor.
B. 
Purchases Between $5,000.00 And $50,000.00. For purchases of at least five thousand dollars ($5,000.00) but less than fifty thousand dollars ($50,000.00), the Purchasing Agent shall solicit at least three (3) written bids which may be submitted via U.S. mail, electronic mail or facsimile.
C. 
Purchases Of $50,000.00 And Above. For purchases in excess of fifty thousand dollars ($50,000.00), the Purchasing Agent shall comply with the following competitive bidding requirements:
1. 
Notice. A notice inviting bids shall be published at least once in a newspaper of general circulation in the City. The notice shall be published at least ten (10) days prior to the date set for the receipt of the bids. The notice shall include a general description of the items to be purchased or services performed and the time and place for opening bids. A notice inviting bids may also be posted in the City Clerk's office and may also be mailed to all responsible prospective bidders. If notices can be mailed to all prospective bidders who are qualified to bid, the Purchasing Agent may waive publication and send the letters in lieu of publication.
2. 
Bid Forms. Each bid shall be in writing on the form provided by the Purchasing Agent. Each bid shall be signed by the bidder and shall contain the full name of the person or company submitting the bid. The bid form shall state that the City reserves the right to reject any and all bids.
3. 
Opening Of Bids. At the time and place prescribed in the notice for opening bids, the Purchasing Agent shall open all bids and publicly read each bid. All bids submitted after the time specified in the notice shall be void and shall be returned to the bidder.
4. 
Certification Of Bids. The Purchasing Agent shall tabulate all bids properly submitted and certify them to the department director, to the Mayor, to the City Council or to the board or commission, as may be appropriate.
[1]
Cross Reference: As to penalty, § 100.150.
[R.O. 2011 § 145.100; R.O. 2009 § 40.19; CC 1981 § 2-492; Ord. No. 86-85, 4-18-1986; Ord. No. 94-257, 9-30-1994; Ord. No. 95-40, 2-16-1995; Ord. No. 96-341, 12-2-1996; Ord. No. 99-133, 4-27-1999; Ord. No. 99-248, 7-22-1999; Ord. No. 01-278, 11-30-2001; Ord. No. 04-16, 2-3-2004; Ord. No. 07-162, 6-11-2007; Ord. No. 07-280, 11-7-2007; Ord. No. 11-114 § 1, 6-22-2011; Ord. No. 11-184 § 1, 9-8-2011]
A. 
The contract of purchase shall be awarded to the bidder who submits the lowest and best bid. In determining the lowest and best bid, the Purchasing Agent will consider price and other factors. These factors shall include, but not be limited to:
1. 
Trade-in value of specific makes of equipment;
2. 
Life expectancy of the items to be purchased;
3. 
Maintenance costs of varying models of vehicles and equipment;
4. 
Experience and reputation of the bidder and manufacturer and any previous business dealings which the bidder has had with the City; and
5. 
Quality and adaptability of the supplies or equipment which are bid to the particular use required.
B. 
Local Bidder Preference.
1. 
City Bidder Preference. A "City bidder" is one which has a business office in the City. For projects or purchases which are funded entirely from revenues of the City, if an evaluation of the bids indicates that the lowest and best bid has been submitted by a non-City bidder, then the following City bidder preference analysis shall be conducted.
a. 
Amount Of Preference. City bidders shall have a three percent (3%) preference based upon the non-City lowest and best bid, but the preference shall not exceed five thousand dollars ($5,000.00).
b. 
Analysis.
(1) 
The amount of preference determined in Subsection (B)(1)(a) above (amount of preference) shall be added to the amount of the non-City lowest and best bid, the sum of which shall become the "City preference guideline."
(2) 
If any bid submitted by a City bidder is equal to, or lower than, the City preference guideline, then the lowest bid submitted by a City bidder shall be reviewed to determine whether it is the lowest and best bid. If it is not the lowest and best bid, then the next City bid, which is equal to or lower than the preference guideline, shall be reviewed and the process shall be continued until either a City bid has been selected as the lowest and best bid, or all City bids equal to or lower than the preference guideline have been eliminated.
2. 
County Bidder Preference. A "County bidder" is one which has a business office in the County. If a City bidder has not been selected, and if the lowest and best bid has been submitted by a non-County bidder, then the preference analysis set forth in Subsection (B)(2)(b) shall be conducted to give a preference to County bidders. The process shall be continued until either a County bidder's bid has been selected as the lowest and best bid or all County bidders submitting bids equal to or lower than the County preference guideline have been eliminated.
a. 
Amount Of Preference. County bidders shall have a two percent (2%) preference based upon the non-County lowest and best bid, but the preference shall not exceed five thousand dollars ($5,000.00).
b. 
Analysis.
(1) 
The amount of preference determined in Subsection (B)(2)(a) above (amount of preference) shall be added to the amount of the non-County lowest and best bid, the sum of which shall become the "County preference guideline."
(2) 
If any bid submitted by a County bidder is equal to, or lower than, the County preference guideline, then the lowest bid submitted by a County bidder shall be reviewed to determine whether it is the lowest and best bid. If it is not the lowest and best bid, then the next County bid, which is equal to or lower than the County preference guideline, shall be reviewed, and the process shall be continued until either a County bid has been selected as the lowest and best bid, or all County bids equal to or lower than the preference guideline have been eliminated.
3. 
Metropolitan Area Preference. A "metropolitan area bidder" is one which has a business office in the St. Louis metropolitan area. If neither a City bidder nor a County bidder has been selected and if the lowest and best bid has been submitted by a non-Metropolitan area bidder, then the preference analysis set forth in Subsection (B)(3)(b) shall be conducted to give a preference to Metropolitan area bidders. The process shall be continued until either a Metropolitan area bidder's bid has been selected as the lowest and best bid or all bids submitted by Metropolitan area bidders equal to or lower than the Metropolitan area preference guideline have been eliminated.
a. 
Amount Of Preference. Metropolitan area bidders shall have a two percent (2%) preference based upon the non-Metropolitan area lowest and best bid, but the preference shall not exceed five thousand dollars ($5,000.00).
b. 
Analysis.
(1) 
The amount of preference determined in Subsection (B)(3)(a) above (amount of preference) shall be added to the amount of the non-Metropolitan area lowest and best bid, the sum of which shall become the "Metropolitan area preference guideline."
(2) 
If any bid submitted by a Metropolitan area bidder is equal to, or lower than, the Metropolitan area preference guideline, then the lowest bid submitted by a Metropolitan area bidder shall be reviewed to determine whether it is the lowest and best bid. If it is not the lowest and best bid, then the next Metropolitan area bid, which is equal to or lower than the Metropolitan area preference guideline, shall be reviewed, and the process shall be continued until either a Metropolitan area bid has been selected as the lowest and best bid, or all Metropolitan area bids equal to or lower than the preference guideline have been eliminated.
4. 
State Bidder Preference. A "State bidder" is one which has a business office in the State. If there has been no selection of a City bidder, a County bidder or a Metropolitan area bidder and if the lowest and best bid has been submitted by a non-State bidder, then the preference analysis set forth in Subsection (B)(4)(b) shall be conducted to give a preference to State of Missouri bidders. The process shall be continued until either a State of Missouri bidder's bid has been selected as the lowest and best bid or all bids submitted by State of Missouri bidder's equal to or lower than the preference guideline have been eliminated.
a. 
Amount Of Preference. State bidders shall have a two percent (2%) preference based upon the non-State of Missouri lowest and best bid, but the preference shall not exceed five thousand dollars ($5,000.00).
b. 
Analysis.
(1) 
The amount of preference determined in Subsection (B)(4)(a) above (amount of preference) shall be added to the amount of the non-State lowest and best bid, the sum of which shall become the "State of Missouri preference guideline."
(2) 
If any bid submitted by a State of Missouri bidder is equal to or lower than, the State of Missouri preference guideline, then the lowest bid submitted by a State of Missouri bidder shall be reviewed to determine whether it is the lowest and best bid. If it is not the lowest and best bid, then the next State of Missouri bid, which is equal to or lower than the State of Missouri preference guideline, shall be reviewed, and the process shall be continued until either a State of Missouri bid has been selected as the lowest and best bid, or all State of Missouri bids equal to or lower than the preference guideline have been eliminated.
5. 
United States Preference. A "United States bidder" is one in which has a business office in the United States. If there has been no selection of a City bidder, a County bidder, a Metropolitan area bidder or a State bidder and if the lowest and best bid has been submitted by a non-United States bidder, then the preference analysis set forth in Subsection (B)(5)(b) shall be conducted to give a preference to United States bidders. The process shall be continued until either a United States bidder's bid has been selected as the lowest and best bid or all bids submitted by United States bidders equal to or lower than the preference guideline have been eliminated.
a. 
Amount Of Preference. United States bidders shall have a two percent (2%) preference based upon the non-United States lowest and best bid, but the preference shall not exceed five thousand dollars ($5,000.00).
b. 
Analysis.
(1) 
The amount of preference determined in Subsection (B)(5)(a) above (amount of preference) shall be added to the amount of the non-United States lowest and best bid, the sum of which shall become the "United States preference guideline."
(2) 
If any bid submitted by a United States bidder is equal to or lower than, the United States preference guideline, then the lowest bid submitted by a United States bidder shall be reviewed to determine whether it is the lowest and best bid. If it is not the lowest and best bid, then the next United States bid, which is equal to or lower than the United States preference guideline, shall be reviewed, and the process shall be continued until either a United States bid has been selected as the lowest and best bid, or all United States bids equal to or lower than the preference guideline have been eliminated.
6. 
Award Of The Contract. If a bid receiving a local bidder preference is selected as the lowest and best bid, then the bidder submitting that bid shall be awarded the contract. If no bid receiving a local bidder preference is selected as the lowest and best bid, then the contract shall be awarded to the lowest and best bidder not receiving a local bidder preference.
7. 
In addition to the foregoing requirements, State bidders and United States bidders, as categorized above, will be awarded contracts provided for under this Section only if the following requirements are met:
a. 
All subcontractors of the State bidder or United States bidder shall be a City subcontractor with a business office located in the City or a County subcontractor with a business office located in the County or a metropolitan subcontractor located in the St. Louis metropolitan area; provided that the selected City subcontractor, County subcontractor or metropolitan subcontractor shall be qualified, capable and available to perform the work in accordance with bid specifications and requirements.
b. 
State bidders and United States bidders may be awarded contracts utilizing State and United States subcontractors if there are no City subcontractors, County subcontractors or metropolitan subcontractors qualified, capable and available to perform the work or that the cost of utilizing City subcontractors, County subcontractors or metropolitan subcontractors would exceed the cost of utilizing State or U.S. subcontractors by two percent (2%) or more of the lowest and best bid provided by a State or U.S. subcontractor to the State or U.S. bidder; provided the State bidder or United States bidder shall certify to the City that a City subcontractor, County subcontractor or metropolitan subcontractor who is qualified, capable and available to perform the work in accordance with bid specifications and requirements cannot be found or that the cost of utilizing City subcontractors, County subcontractors or metropolitan subcontractors would exceed the cost of utilizing State or U.S. subcontractors by two percent (2%) or more of the lowest and best bid provided by a State or U.S. subcontractor to the State or U.S. bidder.
C. 
The award of the contract of purchase shall be made by the Mayor for amounts one hundred thousand dollars ($100,000.00) or less and by the City Council for amounts greater than one hundred thousand dollars ($100,000.00). Contracts for greater than one hundred thousand dollars ($100,000.00) shall be listed on the consent agenda and if the contract is approved by the Council through approval of the consent agenda, then the Mayor may award the contract. If the contract is removed from the consent agenda, then it shall be approved or disapproved as directed by the City Council. The Mayor may delegate the authority to award contracts of purchases for amounts one hundred thousand dollars ($100,000.00) or less. The Park Board or any other board or commission which is authorized to make purchases and contracts shall award its purchases and contracts over ten thousand dollars ($10,000.00) in amount and it may appoint someone to award contracts of purchase for amounts ten thousand dollars ($10,000.00) or less or may retain that power for itself.
[Ord. No. 19-100, 5-7-2019; Ord. No. 19-231, 11-5-2019]
D. 
The Mayor may acquire on behalf of the City all easements and rights-of-way appropriate in conjunction with a road or development project of the City where the cost for the easement or right-of-way does not exceed one hundred thousand dollars ($100,000.00). Easements or rights-of-way involving consideration for greater than one hundred thousand dollars ($100,000.00) shall be listed on the Council's consent agenda and, if approved by the Council as a consent item, the Mayor shall be authorized to acquire the easement or right-of-way without further approval of the Council. If the easement or right-of-way item is removed from the consent agenda, then it shall be approved or disapproved as directed by the City Council.
[Ord. No. 19-231, 11-5-2019]
[1]
Cross Reference: As to penalty, § 100.150.
[R.O. 2011 § 145.110; R.O. 2009 § 40.20; CC 1981 § 2-493; Ord. No. 86-85, 4-18-1986; Ord. No. 07-162, 6-11-2007; Ord. No. 14-243 § 1, 11-18-2014]
A. 
When there is only one (1) vendor that meets or exceeds specifications for furnishing a particular good or service, the Purchasing Agent may negotiate a tentative contract without following the bidding procedures.
B. 
A vendor is a sole-source supplier if the goods or services are not available from any other competitive, qualified source in the normal course of business.
C. 
The Purchasing Agent shall document the facts which make the good or service a sole-source purchase and shall submit the documentation to the Mayor, City Council or board or commission, as may be appropriate.
[R.O. 2011 § 145.120; R.O. 2009 § 40.21; CC 1981 § 2-494; Ord. No. 86-85, 4-18-1986]
A. 
No purchase may exceed the amount budgeted for that purpose unless:
1. 
The Mayor transfers part or all of an unencumbered appropriation balance from another program within the department, office or agency;
2. 
The Council, upon request of the Mayor, transfers part or all of an unencumbered appropriation balance from another department, office or agency; or
3. 
The Council, upon certification by the Mayor that there are available for appropriation revenues in excess of those estimated in the budget, makes a supplemental appropriation for the excess.
[1]
Cross Reference: As to penalty, § 100.150.
[R.O. 2011 § 145.130; R.O. 2009 § 40.22; CC 1981 § 2-495; Ord. No. 86-85, 4-18-1986; Ord. No. 95-40, 2-16-1995; Ord. No. 07-162, 6-11-2007; Ord. No. 14-243 § 1, 11-18-2014]
A. 
In the case of an unexpected emergency wherein any delay in purchasing would possibly result in the interruption of or detriment to the public service, the requirements for competitive bidding and awarding contracts may, upon consent of the Mayor, be waived. However, the City Council or board, as appropriate, shall be notified of the situation at its next regular meeting.
B. 
If no bids are submitted by the deadline after requests for bids have been properly made, then no further formal bidding is required.
C. 
The Purchasing Agent may authorize the purchase of goods at public auction upon determination that a substantial savings may be realized over the current market price.
[R.O. 2011 § 145.140; R.O. 2009 § 40.23; CC 1981 § 2-498; Ord. No. 86-85, 4-18-1986; Ord. No. 88-131, 7-7-1988; Ord. No. 98-1, 1-12-1998; Ord. No. 14-243 § 1, 11-18-2014]
No contract for the provision of any goods or services shall be extended for a period in excess of one (1) year without an opportunity for public bidding or a request for proposals, unless the extension is approved by the Mayor and City Council by ordinance.
[1]
Cross Reference: As to penalty, § 100.150.
[R.O. 2011 § 145.150; R.O. 2009 § 40.24; CC 1981 § 2-499; Ord. No. 86-85, 4-18-1986; Ord. No. 07-162, 6-11-2007; Ord. No. 14-243 § 1, 11-18-2014]
The Mayor or his/her designee is authorized to call for bids or to negotiate for the lease of City real property which is currently under-utilized in order to maximize the return of the property to the City until such time as the property shall be required for public usage. All such leases are subject to Council or board (as appropriate) authorization and approval. Any tract of property susceptible of commercial or agricultural use and not having a unique or enhanced value to any party due to its use, size, configuration or location shall be leased only after an opportunity for public bidding. Properties with a unique or enhanced value as herein described may be negotiated for lease upon certification of their unique or enhanced value by the Mayor or board (as appropriate). This provision shall not be applicable to any lease entered into appurtenant to a settlement or award of any condemnation proceeding.
[R.O. 2011 § 145.160; R.O. 2009 § 40.25; CC 1981 § 2-500; Ord. No. 86-85, 4-18-1986; Ord. No. 08-36, 2-6-2008]
A. 
No bid shall be accepted from or contract awarded to any person who is in arrears to the City upon any debt or contract or who has defaulted on security or otherwise upon an obligation to the City or who shall in other respects be disqualified according to the provisions of this Code or the City Charter.
B. 
No bid shall be accepted from or contract awarded to any firm which has provided consultant services on the work being bid or has prepared the bidding specifications for such work. This Subsection may be waived by the City Council.
[1]
Cross Reference: As to penalty, § 100.150.
[R.O. 2011 § 145.170; R.O. 2009 § 40.26; CC 1981 § 2-501; Ord. No. 86-85, 4-18-1986; Ord. No. 14-243 § 1, 11-18-2014]
A. 
No purchase order shall be issued until the Finance Department has certified that the expenditure is within the purpose of the appropriation and the work program contemplated thereby and that there is a sufficient unencumbered balance in the appropriate account and in the proper fund to pay the obligation.
B. 
Upon issuance of a purchase order, the Finance Department shall encumber sufficient funds to pay the amount indicated on the purchase order and reduce funds available for expenditures.
[1]
Cross Reference: As to penalty, § 100.150.
[R.O. 2011 § 145.180; R.O. 2009 § 40.27; CC 1981 § 2-502; Ord. No. 86-85, 4-18-1986; Ord. No. 90-147, 6-6-1990; Ord. No. 07-162, 6-11-2007; Ord. No. 14-243 § 1, 11-18-2014]
A. 
The following goods and services shall be exempt from competitive bidding:
1. 
Purchases made cooperatively with other units of government.
2. 
Contracts for professional services as described in Sections 145.220 through 145.320, except as set forth in Section 145.250.
3. 
Purchases from Federal, State or other local governmental units.
4. 
Contracts for printing or engraving of bonds or other evidences of indebtedness.
5. 
Magazines, books or periodicals.
6. 
Gasoline and other fuels.
7. 
Goods purchased for resale.
8. 
Purchase or sale of land.
9. 
Other goods or services exempted by regulation established by the Mayor.
[R.O. 2011 § 145.190; R.O. 2009 § 40.28; Ord. No. 04-284, 12-13-2004; Ord. No. 07-162, 6-11-2007]
A. 
No ordinance for purchases or contracts for services or goods of any kind or description, payment of which is to be made from funds of the City, shall be considered for approval by the City Council except in the manner hereafter set forth:
1. 
All ordinances for the approval of purchase orders or contracts must be for goods or services covered by an identified category in the budget for the current fiscal year as approved by the City Council.
2. 
Each such ordinance shall specifically state the amount actually appropriated for the identified category and the remaining amount in the identified category, before any deduction for the services or goods sought to be purchased as set forth in the proposed contract.
3. 
If the proposed ordinance requires the expenditure of funds in excess of the amount budgeted in the identified category of the budget as described above, then the ordinance shall specifically identify the source(s) of funding for the excess fund expenditure.
4. 
If the proposed ordinance authorizes funds to be paid as a result of a change order to the contract and the change order either directly causes or may result in the contract amount to exceed the funds budgeted in the identified category of the budget as described above, then the ordinance shall specifically identify the source(s) of funding for the full amount authorized by the change order provision.
B. 
Emergency Procedures. In case of an emergency which requires immediate purchase of supplies or services and time is of the essence, the Mayor shall be empowered to authorize the purchase or to secure the services needed without complying with the procedures as set forth in this Article. This Section shall also apply to any natural disaster or civil emergency requiring immediate response on the part of the City. However, a full report in writing of the circumstances requiring emergency purchases shall be filed by the Mayor within thirty (30) days after emergency. The Mayor shall forward such report and information to the City Council.
C. 
The City Council, upon majority vote, shall have the authority to waive the requirements of this Section.
[R.O. 2011 § 145.200; R.O. 2009 § 40.29; Ord. No. 06-36, 2-14-2006]
A. 
The lease of real property to the City or by the City shall only be approved by ordinance except as described in Subsection (B).
B. 
Subsection (A) shall not apply to leases where the property is occupied for the duration of one (1) day or less at one (1) time. Examples of rentals to which this exclusion shall apply include short-term rental of pavilions or shelters to the public by the Parks and Recreation Department; the short-term rental of the Senior Center by citizen groups; or rental of facilities for City-sponsored events such as the annual employee awards banquet.
[R.O. 2011 § 145.210; R.O. 2009 § 40.30; Ord. No. 06-187, 7-21-2006; Ord. No. 07-114, 4-24-2007; Ord. No. 07-280, 11-7-2007]
Splitting or dividing of contracts and purchases for the purpose of evading the requirements of Chapter 145 shall not be permitted.