City of Ste. Genevieve, MO
Ste. Genevieve County
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Table of Contents
Table of Contents
Chapter 140: Competitive Bidding Policy

Section 140.010 Manner For Competitive Bidding.

[CC 1985 §2-426; Ord. No. 2843 §1, 3-28-1996]
A. 
When the City negotiates any purchase, sale or other contract, there shall be provided ample opportunity for competitive bidding in the following manner:
1. 
If the consideration is less than five hundred dollars ($500.00), bids shall be solicited in the most expeditious manner with due regard for competitive prices and quality.
2. 
If the consideration is five hundred dollars ($500.00) or greater but less than one thousand dollars ($1,000.00), three (3) bids shall be solicited by telephone or mail from qualified vendors. The lowest and best shall be accepted. A record of all quotations shall be maintained and the reason a vendor was selected must be included as part of the record.
3. 
If the consideration is one thousand dollars ($1,000.00) or greater but less than two thousand dollars ($2,000.00), three (3) bids shall be solicited in written form from qualified vendors. The lowest and best shall be accepted. A record of all quotations shall be maintained and the reason a vendor was selected must be included as part of the record.
4. 
If the consideration is two thousand dollars ($2,000.00) or greater but less than five thousand dollars ($5,000.00), three (3) bids shall be solicited in written form from qualified vendors. The lowest and best shall be accepted. A record of all quotations shall be maintained and the reason a vendor was selected must be included as part of the record.
5. 
If the consideration is five thousand dollars ($5,000.00) or greater, the City shall advertise for sealed bids from qualified vendors. The lowest and best bid shall be accepted. A record of all quotations shall be maintained and the reason a vendor was selected must be included as part of the record.
6. 
Individual contracts, purchases or sales, be they for goods, supplies, commodities or services, shall not be excluded from the requirement of competitive bidding hereinabove described, with the provision, however, that professional engineering services, surveying, architectural and consulting be excluded.
7. 
Individual contracts or purchases shall not be subdivided for the purpose of evading the requirement of competitive bidding.

Section 140.020 Advertise Defined.

[CC 1985 §2-427; Ord. No. 2843 §1, 3-28-1996]
A. 
The advertisement required by the preceding Section shall consist of the following:
1. 
An advertisement inviting bids shall be published once in at least one (1) official newspaper serving Ste. Genevieve at least ten (10) days preceding the last day set for the receipt of proposals. The newspaper advertisement 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.
2. 
The City Administrator shall also solicit sealed bids from all reasonable prospective suppliers who have requested their names be added to a bidders' list which the City Clerk shall maintain by the City Administrator sending them a copy of such newspaper notice or such other notice as will acquaint them with the proposed purchase or sale.

Section 140.030 Sealed Bidding Procedures.

[CC 1985 §2-428; Ord. No. 2843 §1, 3-28-1996]
All requests for sealed bids shall include a deadline stating the date and time by which the sealed bids must be received at City Hall. Bids shall be submitted sealed to the City Clerk and shall be identified as bids on the envelope. When received at City Hall, the bid envelope shall be stamped by the City Clerk noting the date and time of arrival. They shall be opened in public at the time and place stated in the public advertisement. All sealed bids must be approved by the Board of Aldermen.

Section 140.040 Lowest Responsible Bidder.

[CC 1985 §2-429; Ord. No. 2843 §1, 3-28-1996]
A. 
The City reserves the right to reject any or all bids. Contracts shall be awarded to the lowest and best 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 monies due the City. In determining the lowest and best bid, the following shall be considered:
1. 
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 specified, without delay or interference;
3. 
The character, integrity, reputation, judgment, experience and efficiency of the bidder;
4. 
The quality performance of previous contracts or services with the City; and
5. 
The ability of the bidder to provide future maintenance and service for the use of the subject of the contract.

Section 140.050 Justification of Award.

[CC 1985 §2-430; Ord. No. 2843 §1, 3-28-1996]
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 made to the Board of Aldermen prior to awarding the contract.

Section 140.060 Tie Bids.

[CC 1985 §2-431; Ord. No. 2843 §1, 3-28-1996]
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.

Section 140.070 Procedures For Acquiring Best Interest Rate For City Funds.

[CC 1985 §2-432; Ord. No. 2843 §1, 3-28-1996]
All City funds must meet the requirements of Sections 110.010 and 110.020, RSMo., which requires among other matters that the funds be secured by security pursuant to Section 30.270, RSMo. When City funds are to be deposited for investment purposes, all local financial institutions shall be contacted by an officer of the City and asked if they wish to quote an interest rate the City will earn for deposits. The financial institution shall put its response in writing and have it delivered to the City. Every attempt shall be made to accept the highest interest rate quote; however, other factors may also be taken into consideration when deciding which interest rate to accept. If the highest rate is not accepted, an explanation must be made to the Board of Aldermen at its next regular meeting as to why the decision not to accept the highest rate was made. Every attempt will be made to deposit the City's funds with an institution located within the City limits of Ste. Genevieve, however, the City is not limited to these institutions. If a depository cannot be selected or other satisfactory arrangements made within the City limits, the City may invest with an institution located in the County.

Section 140.080 Emergency Purchases.

[CC 1985 §2-433; Ord. No. 2843 §1, 3-28-1996]
In case of an apparent emergency which requires immediate purchase of supplies or contractual services, the City Administrator may authorize the purchase, at the lowest and best obtainable price, of any supplies or contractual services. A full explanation of the circumstances of an emergency purchase shall be made to the Board of Aldermen.