[Ord. No. 16-030 §2, 5-9-2016]
A.
Quality and service are just as important as price, and it is the
duty of the Purchasing Manager to secure the appropriate quality for
the purpose intended. Quality buying requires buying materials, goods
or services that will fulfill but not necessarily exceed the requirements
for which the goods or services are intended.
[Ord. No. 16-030 §2, 5-9-2016]
A.
Specifications should, when possible, describe a good or product
already on the market. Special goods are expensive.
B.
Specifications should be capable of being checked. The specifications
should describe the method of checking, which will govern acceptance
or rejection.
C.
Specifications should, when possible, be capable of being met by
several vendors for the sake of competition.
D.
Specifications should be flexible where possible and further, where
possible, invite vendors to suggest cost-saving alternates or substitutes.
[Ord. No. 16-030 §2, 5-9-2016]
A.
A "specification" is defined as an accurate, non-restrictive description
of the products or services to be purchased. Acceptable forms of specifications
are set out below. Department directors/elected officials or staff
should consult the Purchasing Manager or the Director of Finance if
the form of specification does not conform to one (1) of those set
out below.
1.
State/County specifications. State/County specifications
are developed by the Missouri Division of Purchasing or St. Charles
County Department of Finance or by technical personnel, chemists,
engineers, or other qualified agency representatives in the various
State or County departments. They provide for the purchase of standard
products rather than special manufacture. The National Association
of State Purchasing Officials and the National Institute of Governmental
Purchasing also provide information that assists in writing specifications.
2.
Specification by brand or trade name. An acceptable
brands list is developed only where it is not possible to write specifications
adequate to describe the quality and performance required of the item,
or where the tests necessary to determine compliance with the specification
are lengthy, costly, require complicated technical equipment, and/or
where currently existing County products, technical equipment or other
circumstances, in the opinion of the Director of Finance, require
certain acceptable brands for continuity and effective operation.
Specification by brand or trade name is used in lieu of the
preparation of detailed specifications in instances where the latter
is neither possible nor practical. Among the considerations that favor
specification by brand or trade name are the following:
a.
The difficulty of developing detailed specifications when the
construction, manufacture or type of service is proprietary, unknown
or patented.
b.
The difficulty of developing detailed specifications in such
manner as to eliminate inferior products.
c.
The variability of designs, features, or compositions of products
acceptable for a common end use purpose.
d.
The absence of adequate facilities, or extreme costs, or time
involved in developing, testing, and confirming against a detailed
specification for compliance.
3.
Specifications by plan or dimension sheet.
This type of specification is advisable for the purchase of custom
built cabinets, special furniture, machines, construction of new facilities,
etc. Plan sheets are useful in that they provide specifications against
which the material and/or services provided can be checked for compliance.
4.
Specifications by chemical analysis or physical properties. This type of specification is ideal for many materials since such
specifications can be checked accurately by laboratory tests and other
methods.
5.
Specifications by description of material and methods
of manufacture. This type of specification should be used
rarely. Ordinarily, the vendor, if the vendor knows the use for which
the goods are intended, is in a better position to determine the proper
materials and method of manufacture than the County. It should be
used only for very special requirements.
6.
Specifications by performance, purpose or use. This type of specification is excellent as it places the responsibility
on the vendor to meet the County's requirements. It is always
advisable to obtain substantial competition when using this type of
specification since only one (1) vendor, being responsible for results,
may suggest a better but more expensive article than is justified
or required.
7.
Specifications by sample. This type of specification
is sometimes a good way to make requirements known. For example: "Print
1000 cards per the attached sample," or "See attached sample."
B.
Maintenance Agreements.
1.
If the need for a maintenance agreement is anticipated at the
time of purchase, the services should be included in the original
specifications and the cost considered in the original purchase.
2.
If the need for a maintenance agreement was not anticipated
at the time of purchase, or the original maintenance agreement has
expired, normal competitive purchasing requirements apply unless the
Director of Finance determines the original warranty would be voided
as a result of the award to a vendor other than the authorized maintenance
vendor providing the service.
[Ord. No. 16-030 §2, 5-9-2016]
All specifications must be reasonably checked by inspection
of goods and services received. Inspection is a responsibility of
the user department of the County, but the Purchasing Manager or designee
should be informed of inspection results to track vendors who supply
the most satisfactory goods and services.
[Ord. No. 16-030 §2, 5-9-2016]
A.
The Director of Finance shall determine optimal-ordering quantity
for standard goods based on the following factors:
1.
The quantity needed during a given period.
2.
The reserve stock necessary for emergencies.
3.
The unit purchase price.
4.
The availability and cost of suitable storage.
5.
The advantage of eliminating frequent and costly orders for
small value items.
6.
The grouping of requisitions and combining those to the same
vendor on one (1) order to obtain price advantages.
B.
Small orders are discouraged in that such orders can be costly to
the County and to vendors.
[Ord. No. 16-030 §2, 5-9-2016]
A.
Continuing increases in transportation costs have become an important
factor in evaluating vendor quotations/bids. Higher transportation
costs plus time lost in transit could negate a lower price from a
distant vendor in favor of a higher price from a closer vendor. The
cost of freight to destination must be included in any tabulation
of prices if a fair comparison is to be made.
B.
The County will allow both Freight on Board (FOB) terms, origin and
destination, although destination is preferred. There are two (2)
allowable methods for the County to reimburse the vendor for freight:
1.
Prepaid and added. This indicates that the
vendor will prepay the transportation charges, but will add the charges
to the invoice for reimbursement from the County.
2.
Prepaid and allowed. This means that the vendor
will prepay the transportation charges and that they are already included
in the contract price.
C.
Nothing herein shall prevent the County from separately arranging
and paying for transportation of a purchased item.
[Ord. No. 16-030 §2, 5-9-2016]
A.
Annual Assessment Of Requirements.
1.
Commonly purchased data, communications, and technology
infrastructure requirements. The Department of Finance shall
perform an annual assessment of the annual or consolidated requirements
of data transmission, communications and technology infrastructure
needs for all County offices, departments, and agencies and, in conjunction
with the Department of Information Systems, shall procure such data,
communications and technology infrastructure by lease or purchase
on the most advantageous terms available to the County. The cost of
such infrastructure shall be billed to, and paid by, the end user
office or department of the County.
2.
All other requirements. The Department of Finance
and department directors/elected officials shall perform an annual
assessment of all other annual or consolidated requirements of all
County offices, departments, and agencies. This consolidated procurement
of goods and services shall conform to the competitive purchasing
requirements, as outlined herein; shall be done annually based on
anticipated requirements for the ensuing fiscal year; and shall be
accomplished, if practical, on a timetable to facilitate firm cost
figures to be incorporated into the budget for the ensuing fiscal
year, or, in the case of consolidations, shall be done one (1) time
based on the consolidated requirements in a timetable to satisfy the
requirements of the consolidation. Unless specifically exempt from
annual consolidated purchasing by the County Council on the recommendation
of the Director of Finance, the following shall be procured pursuant
to this Section and shall include the consumption requirements of
all County offices, departments, and agencies:
a.
Office supplies, equipment, and data processing and printing
supplies, such as continuous forms, paper, printer ribbons, media,
etc.
b.
Motor fuels and lubricants.
c.
Food and staples.
d.
Janitorial supplies and/or services.
e.
Vehicles, machinery, and road repair equipment.
f.
Highway, road, and bridge repair and maintenance materials.
g.
Vehicle and equipment repair services.
h.
Clothing and other merchandise carrying the County logo.
i.
Other goods and services that may be from time to time added
or removed from the list as recommended by the Director of Finance
and approved by the Director of Administration.
B.
Market Checks. Market checks may continuously be
made by purchasing staff even where bid or negotiation on annual or
consolidated requirements has established price. Vendors doing business
with the County are hereby advised that a significantly lower market
price may result in market purchases or re-bidding of such goods or
services. "Significantly lower market price" shall mean ten percent
(10%) or more below the established price or at least five hundred
dollars ($500.00) less than the established price for the same goods
or services.
[Ord. No. 16-030 §2, 5-9-2016]
Requests to purchase used equipment or equipment that has been used by the vendor as demonstration equipment shall be approved by the same method as set out by Section 135.340 on sole source purchases.
