Jefferson County, MO
 
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Table of Contents
Table of Contents
Editor's Note — Delegation of procurement function — Sections 50.660, 50.753, 50.757, 50.760, 50.770, RSMo.
Cross Reference — As to requirement of paid taxes prior to award of a bid or proposal, §135.040.
[Order No. 12-09-2003B §I, 12-9-2003]
As used in this Chapter, the following terms shall have these prescribed meanings:
BUY-OUT PURCHASES
Close out items or supplies under a total value or cost of six thousand dollars ($6,000.00).
COOPERATIVE PURCHASING
Cooperative purchasing contracts are those contracts that have been executed by Jefferson County, Missouri, with vendors who have agreed to offer during the open bidding process the same pricing to municipalities in Jefferson County, other Jefferson County area government entities such as municipalities, school, fire, and ambulance districts, etc., or any other governmental district and subdistrict.
[Ord. No. 14-0236 §§1 — 3, 5-12-2014]
DIRECTOR
The head of a department.
ELECTED OFFICIAL
Elected office holder.
PROCUREMENT
Procurement activities are the purchase, rent, lease or other acquisition of supplies, materials, equipment, services, construction and property. It includes all functions incident thereto and description of requirements, selection and solicitation of sources, preparation and award of contracts and all phases of contract administration and the management.
PURCHASE OR PURCHASES
Supplies, materials, equipment, property, contractual services, construction including remodeling, the rental or lease of any property, including the procurement thereof. This definition is used when applying the procurement procedures contained herein. A purchase is one (1) transaction, regardless of the number or type of items acquired or ordered in that transaction.
PURCHASING AGENT
Manager of contracts, grants and special projects or assistants as appointed.
VENDOR
Any person or entity that provides, offers to provide or bids to provide any supply, material, equipment, goods, property or services to the County in return for consideration. This term shall have the same meaning as "seller", "bidder" or "contractor" as may be used in this policy.
[Order No. 12-09-2003B §II, 12-9-2003]
A. 
Scope And Purpose.
1. 
The primary objective of this policy is to provide for fair and equitable treatment of all persons involved in public purchasing. The procurement of all materials, supplies, equipment and services for Jefferson County shall be in accordance with applicable Statutes of the State of Missouri and shall be accomplished in such a manner that the maximum value will be obtained for the money expended. This policy also provides guidance for grant applications, franchise agreements, reimbursement and other contracts, in which the County serves as a pass-through to provide funding to other agencies for the benefit of County residents. Procedures outlined herein shall apply to all County funds.
2. 
The acquisition of supplies, materials, equipment, services and construction is centralized in the Department of Administrative Services. The Director of Administration assigns the Purchasing Agent the responsibility for the quality and quantity of purchases made. The guidelines governing this responsibility are that purchases are within the framework of budgetary limitations and are consistent with the approved goals and programs of the County. This policy applies to every expenditure of public funds by an office, department or division regardless of the source of the funds.
3. 
Procurement that involves the expenditure of Federal or State funds shall be conducted in accordance with any applicable Federal or State law or regulations promulgated thereunder. Nothing in this policy shall prevent any office or department from complying with the terms and conditions of any grant, gift, fee or bequest that is otherwise consistent with law.
The American Bar Association Model Procurement Code for State and Local Governments shall be used as an additional guide where this policy does not specifically address the subject being considered.
B. 
Source And Extent Of Procurement Responsibility.
1. 
Purchasing agent. The Purchasing Agent or appointed assistants pursuant to Missouri Revised Statutes shall have the responsibility for purchasing, acquiring, leasing and renting goods and services for the County and for the sale, disposition, leasing and renting of County surplus goods, property or services. The Purchasing Agent is responsible for training of necessary staff and for centralizing purchasing transactions so that the utmost in efficiency and monetary savings can be secured for the County.
2. 
Central purchasing. A central purchasing authority is responsible for implementation of procurement policy, procedure and oversight. This authority is with the Director of Administration who is responsible for the management of procurement activities in accordance with this policy and applicable laws or regulations. The Director of Administration may adopt operational procedures relating to the execution of procurement duties consistent with this policy.
3. 
Authority to purchase. The director or elected official may delegate authority to make purchases to employees, when necessary, and the dollar amount is not in excess of six thousand dollars ($6,000.00). This policy applies to persons delegated authority to Purchase under this policy. The Purchasing Agent shall have the responsibility to monitor the delegation of this authority.
Except as otherwise provided herein, it is improper for an employee to purchase other than through the General Services Division. No employee, other than the Purchasing Agent may represent to the public or a vendor that they are a Purchasing Agent of the County.
Requisitions, purchase orders, invitations for bid, requests for proposals and contracts may be canceled in whole or in part by the Manager of Contracts and Grants at the request of the department director or elected official when it is in the best interest of the County and in accordance with this policy.
C. 
Acquisition.
1. 
The Purchasing Agent has the responsibility for the quality and quantity of purchases made. The guidelines governing this responsibility are that purchases are within the framework of budgetary limitations and are consistent with the approved goals and programs of the County. This policy applies to each expenditure of public funds by an office or department regardless of the source of the funds.
2. 
Procurement that involves the expenditure of Federal or State funds shall be conducted in accordance with any applicable Federal or State law or regulations promulgated thereunder. Nothing in this policy shall prevent any office or department from complying with the terms and conditions of any grant, gift, fee or bequest that is otherwise consistent with law.
D. 
Contracts And Purchase Orders. The Purchasing Agent upon approval of the County Council may execute and award contracts and purchase orders for the County when funds are available to pay such obligation and the purchase is in accordance with the policy. The Purchasing Agent upon approval of the County Council may obligate the County with direct ordering. Orders placed without an authorized purchase order, contract or purchases made in violation of the policy are the individual's responsibility and liability. Payment thereof is not the County's responsibility.
E. 
Sureties/Bid Bond. Security in the form of insurance certificates, bonds, letters of credit, guarantees or deposits may be required by the director or elected official when it is in the best interest of the County to require such sureties.
F. 
Invitation For Bids. The Purchasing Agent shall issue all invitations for bid and shall make recommendations for awards for purchases estimated to exceed six thousand dollars ($6,000.00).
G. 
Documentation Of Formal Bids. The Purchasing Agent shall document formal bids. Documentation shall include:
1. 
Bid prices.
2. 
Justification of need for purchase.
3. 
Description of budget item, accounting fund code (provided by the requesting department), auditor certification, transfer fund requests.
4. 
Written recommendations from the elected official or department director.
5. 
Statement of justification for recommendation to award other than low bid.
6. 
County Counselor review.
7. 
Approval by the County Council.
H. 
Purchase Quality. A quality standard shall be established ensuring economical and efficient purchasing. Guidelines to ensure purchase quality are:
1. 
Requested items must have a catalogue number or other identification that provides a full description.
2. 
A purchase is selected on the basis it meets the standard set forth for its intended use.
3. 
If a substitute is available, consideration may be given thereto and, all things being equal, the most economical purchase shall be made. Departments and offices may consider, review or test alternate products when requested by the Purchasing Agent.
4. 
Purchase economy and efficiency are the primary factors in award determination.
I. 
Purchase Quality.
1. 
The quantity of units purchased is a function of need, shelf life, storage space, storage space security, degree of standardization and pricing affected by volume procurement.
2. 
County warehouse space is limited. Volume purchases are limited to one (1) point delivery to the General Services Division with immediate distribution to the office or department or drop shipment directly to the office or department. The requester shall prescribe delivery point in bid specifications.
3. 
Buy-out purchases of items or supplies under six thousand dollars ($6,000.00) are permitted when, in the Purchasing Agent's judgment, it is in the County's best interest.
4. 
Expensive items should be maintained at a low stock level and purchased as needed due to minimal secure storage space.
J. 
Purchase Scheduling. Procurement shall be scheduled to provide purchases without undue delay in delivery and at reasonable cost, taking into consideration current market conditions and when the purchase is required. It is the responsibility of the office or department to timely initiate the requisition process.
K. 
Federal, State And Cooperative Programs.
1. 
All Statutes of the State of Missouri that apply to the procurement of any materials, supplies, equipment, articles, services, including architectural, engineering, construction, management, consulting, maintenance and other similar professional services, banking and insurance, shall be in effect as those Statutes apply to any First Class Charter County.
2. 
Cooperative procurement agreements, which have met the sealed bid requirements as outlined herein, in which Jefferson County is eligible to participate, shall be considered to have met all bid documentation requirements. All Missouri State bid contracts qualify for this bid documentation exemption; any other cooperative procurement agreement must be documented in writing and approved by the County Council prior to any Purchase being made through the agreement. The approval authority for all normal purchases remains in effect.
3. 
Notwithstanding all other provisions of Subsection (K) herein, Jefferson County's Contracts, Grants and Purchasing Division may participate in, sponsor, conduct, and/or administer a cooperative purchasing program, as defined herein, for the cooperative procurement of any goods or services with one (1) or more public entities within Jefferson County, Missouri. This shall be known as "cooperative purchasing." All bidders or vendors shall be notified of this program and shall have the option of participating in the program through a cooperative bid form which shall be included with all bids sent out by Jefferson County, Missouri. Jefferson County, Missouri, shall not be a party to any contract or agreement between other public entities and any vendor or successful bidder to which Jefferson County was an original party. Bidders and vendors shall not be required to participate in the program, and the election to participate cannot be a prerequisite for an awarded bid, but may only be used as a factor if tie bids are received.
[Ord. No. 14-0236 §§1 — 3, 5-12-2014]
L. 
Standardization Of Procedures. Purchasing procedures and administrative practices developed from this policy shall be uniformly standardized, but sufficiently flexible to care for isolated unique conditions. Items commonly used in the various departments or units thereof shall be standardized whenever consistent with County goals and in the interest of efficiency and economy.
M. 
Bidders' Lists.
1. 
All vendors who wish to conduct business with the County may contact the Manager of Contracts and Grants who shall develop and maintain lists of potential bidders for the various types of materials, equipment and supplies. Such vendors/bidders lists shall be used in the development of a mailing list for distribution of specifications and invitations to bid. The Manager of Contracts and Grants has the authority to remove from the mailing list for designated period of time those vendors who default or are irresponsible on their quotations or bids.
2. 
Departments and offices of the County are encouraged to direct potential suppliers to the Manager of Contracts and Grants for inclusion in the County's master bidders lists.
N. 
Conflict Of Interest.
1. 
No employee of the County, whether elected or appointed, shall in any manner whatsoever be interested in or receive any benefit from the profits or emoluments of any contract, job, work, activity, function or service for the County. No employee shall act or refrain from acting in any capacity in which he/she is lawfully empowered to act as such an official or employee by reason of any payment, offer to pay, promise to pay or receipt of anything of actual pecuniary value, other than compensation to be paid by the County. No employee shall accept any service or thing of value, directly or indirectly, from any person, firm or corporation having dealings with the County, upon more favorable terms than those granted to the public generally. No employee shall receive, directly or indirectly, any part of any fee, commission or other compensation paid by or payable to the County or by any person in connection with any dealings with the County or by any person in connection with any dealings with or proceedings before any office, department, board, commission or other agency of the County. No such employee shall directly or indirectly be the broker or agent who procures or receives any compensation in connection with the procurement of any type.
2. 
No employee shall use confidential information obtained in the course of or by reason of his/her employment or official capacity in any manner with intent to result in financial gain for himself/herself, his/her spouse, his/her dependent child in his/her custody or any business with which he/she is associated. No employee shall disclose confidential information obtained in the course of or due to his/her employment or official capacity in any manner with intent to result in financial gain for himself/herself or any other person.
3. 
The provisions of the Jefferson County Employment Policies shall be broadly construed and strictly enforced for the purpose of preventing County employees from securing any pecuniary advantages, however indirect, from their public affiliations, other than their County compensation.
4. 
Any employee of the County, who willfully conceals any such interest or violates any of the provisions of the procurement policy or the Jefferson County Employment Policies, shall be subject to disciplinary actions. Any contract made in violation of the Procurement Policy may be declared void by the County Council.
5. 
All employees of the County shall be bound by all applicable laws that pertain to conflicts of interest of such employees such as those contained in the Revised Statutes of Missouri. No employee of the County shall have a direct financial interest in any contract including, but not limited to, the sale to the County of any land, materials, supplies or services. Any indirect relationships must be disclosed prior to execution of the contract.
6. 
Acceptance of gifts other than advertising novelties for use at work is prohibited at all times. Personnel must not become obligated to any vendor and shall not conclude any transaction from which they may personally benefit. Employees and officials of the County shall be cautious to avoid situations in dealing with vendors or potential vendors which may be construed as bribery. County purchasing personnel and other employees and officials should be cautious to avoid situations which may give rise to suspicion of their ethics.
O. 
Competitive Buying. Competitive bids will be solicited in connection with all procurement whenever required and in other instances where price comparison may be advantageous. Contracts will be awarded to the lowest responsible bidder complying with specifications and with other stipulated bidding conditions.
P. 
Records. Records of all purchases will be readily available and maintained by the office of the County Clerk. All departments are encouraged to keep copies of their purchase transactions as appropriate for their own records.
Q. 
Purchasing Agent. The Purchasing Agent shall review all modifications to contracts such as quantity changes, price changes and cancellations. Changes to contracts will only be accomplished with a change order or by amendment order approved by the County Council.
R. 
Overdrafts Prohibited. No purchase requisition shall be allowed to overdraft a budgetary account. It is the responsibility of the requisitioner to know that funds are available in the designated account before a request for purchase is made.
[Order No. 12-09-2003B §III, 12-9-2003]
A. 
Buying Appropriate Quality.
1. 
Quality and service are just as important as price. The requesting department has the responsibility to order appropriate quality for the purpose intended. Quality buying is the buying of materials, goods or services that will fulfill but not exceed the requirements for which the goods are intended.
2. 
Proper specifications help to obtain appropriate quality. Buying appropriate quality depends upon:
a. 
Having proper specifications;
b. 
Checking material to be purchased against specifications; and
c. 
Checking material received with specifications.
B. 
Forms Of Specifications. A "specification" is defined as an accurate, non-restrictive description of the material to be purchased. Acceptable forms of specifications are set out below. Department heads or staff should consult the Purchasing Agent if the form of specification does not conform to one (1) of those set out below.
1. 
Federal specifications. These are issued by the General Services Administration (The Federal Government Procurement Section) and cover common-use items regularly used by all Federal agencies. They establish the minimum standards of quality or performance, which are required to meet the Federal Government's needs consistent with regularly available commercial production.
2. 
State/County purchase specifications. These are developed by the elected official, department director or by technical personnel, chemists and engineers or other qualified agency representatives in the various County departments. They provide, as far as possible, for the purchase of standard products rather than special manufacture.
3. 
Qualified products or acceptable brands list. This list is developed only where it is not possible to write specifications adequate to the quality and performance required of the item or where the tests necessary to determine compliance with the specification are lengthy, costly and require complicated technical equipment or where currently existing County products, technical equipment or other circumstances, in the opinion of the Manager of Contracts and Grants, require such acceptable brands for continuity and effective operation.
4. 
Acceptable brand lists are used in lieu of the preparation of detailed specifications in instances where the latter process is neither possible nor practical. Among the considerations, which favor the development of "acceptable brands lists", are the following:
a. 
The difficulty of developing detailed specifications for products manufactured by secret processes.
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 testing against a detailed specification for compliance.
5. 
Specific brand or trade name. This should be used where brand name products have been found to be superior to others for the purpose intended and when the construction, manufacture or type of service is proprietary, unknown or patented. It establishes a quality standard, but is not intended to limit or eliminate competition. This method should be limited, insofar as possible, to open market purchases where quantities are limited or when time does not permit the development of one (1) of the other types of specifications mentioned.
6. 
Specifications by blueprint of dimension sheet. Such specifications are advisable for the purchase of custom-built cabinets, special furniture, machines, construction of new facilities. Blueprints supply a safe method of checking against specifications when material is received and inspected.
7. 
Specifications by chemical analysis or physical properties. This method is ideal for many materials since such can be checked accurately by laboratory tests and other methods.
8. 
Specifications by description of material and methods of manufacture. This type of specification should be used rarely. Ordinarily, the seller, if he/she 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 buyer. It should be used only for very special requirements.
9. 
Specifications by performance purpose or use. This is an excellent form of specification as it places the responsibility on the vendor to meet the buyer's requirements. It is always advisable to obtain substantial competition when using this type of specifications, since only one (1) bidder, being responsible for results, may suggest a better but more expensive article than is justified or required.
10. 
Pre-requisites of good specifications.
a. 
Product specifications should, when possible, be identified with some specification already on the market. Special goods are expensive.
b. 
Product specifications should be capable of being checked. The specifications should describe the method of checking, which will govern acceptance or rejection.
c. 
Product specifications should, when possible, be capable of being met by several bidders for the sake of competition.
d. 
Product specifications should be flexible where possible and further, where possible, invite vendors to suggest cost-saving alternates or substitutes.
C. 
Inspection As A Check On Specifications. All specifications must be reasonably checked by inspection of goods and services received. Inspection is a responsibility of the requesting department, but the County Purchasing Agent should be informed of inspection results.
D. 
Transportation Costs.
1. 
Continuing increases in transportation costs have become an important factor in evaluating vendor quotations. 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 nearer vendor. The cost of freight to destination must be included in any tabulation of prices if a fair comparison is to be made.
2. 
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 seller for freight:
a. 
Prepaid and added. This indicates that the seller will prepay the transportation charges, but will add the charges to the invoice for reimbursement from the buyer.
b. 
Prepaid and allowed. This means that the seller will prepay the transportation charges and that they are already included in the contract price.
[Order No. 12-09-2003B §IV, 12-9-2003]
A. 
The Purchase Order. A purchase order is the formal offer to buy specified commodities, materials, equipment or services and, upon acceptance by the vendor, becomes a legal and binding contract obligating the County. The purchase order can also serve as the acceptance document if in response to a bid provided by the supplier. The approval of purchase orders is the responsibility of the County Purchasing Agent. The County Purchasing Agent legally obligates the County and the County will not recognize purchases executed by unauthorized individuals and payment of these obligations will not be approved. Purchases of this nature are illegal by County policy and procedures.
B. 
Unauthorized Purchases. No individual has the authority to enter into purchase contracts or in any way to obligate the County for procurement indebtedness, unless specifically authorized to do so by the County Council, policy, procedure or by the County Purchasing Agent pursuant to his/her powers under this policy and procedure. Any such purchase is an unauthorized purchase and the obligation is classified as a personal expense. Firms ordinarily doing business with the County are to be made aware of this policy.
C. 
Contract Cancellations And Modifications. Mistakes in specifying the correct product by the requisitioning department may be costly because of restocking charges, freight two (2) ways and loss of vendor good will. Requests for cancellations or modification of purchase orders should be attempted to be made before shipping. The department should advise the County Purchasing Agent of the reasons, referring to the purchase order number and vendor.
D. 
Change orders, which increase the contract amount, shall require the same level of approval as was required when the contract was originally approved. The County Purchasing Agent shall notify the Director of Administration and the office of the County Counselor when a contract is cancelled or modified.
[Order No. 12-09-2003B §V, 12-9-2003]
A. 
Review Of The Requisition.
1. 
Completed requisitions from offices shall be forwarded through the department and/or division head or their designee. Approved requisitions are forwarded subsequently to the County Purchasing Agent where they are reviewed for accuracy of account numbers to be charged. The request will flow through the appropriate approval levels in accordance with the dollar levels established.
2. 
If a requisition is not approved, the County Purchasing Agent will return it to the originating department with explanations for disapproval.
B. 
Request For Blanket Purchase Orders. These purchase orders are not to be used in place of a normal purchase order. Blanket purchase orders are issued to individual vendors by the Purchasing Agent and are intended for recurring, small dollar amount purchases not to exceed a total amount of six thousand dollars ($6,000.00) per department, per vendor, for a period of ninety (90) days. Blanket purchase orders will only be issued upon written request by an elected official or a department director and with the approval of the County Purchasing Agent. If a blanket purchase order exceeds the dollar amount of six thousand dollars ($6,000.00) within a ninety (90) day period, then regular purchasing procedures will apply.
[Order No. 12-09-2003B §VI, 12-9-2003]
A. 
Bidding Requirements.
1. 
Normal purchases. A purchase of less than one thousand dollars ($1,000.00) shall not require a formal bidding process, however, the approving authority must exercise due diligence to assure the best possible price commensurate with the relative value of the product or service to be acquired. A purchase of one thousand dollars ($1,000.00) to less than six thousand dollars ($6,000.00) shall require two (2) written, facsimile or other printed electronic documentation. Written documentation from a vendor shall include detailed specifications, vendor name, address, telephone number, representative name, description of item(s) if different than the item(s) specified, (including rationale for accepting deviations) and total price including any shipping/delivery and handling charges. Any deviation from the written document requirements shall be justified in writing and submitted to the County Purchasing Agent for approval. It is the responsibility of the requesting office, department or division to maintain all copies of written documentation for a period of seven (7) years.
2. 
A purchase of six thousand dollars ($6,000.00) or more shall require advertisement for sealed bids in conformance with policies and procedures and Missouri State Statutes. Timetables for advertising, opening and awarding of bids in this category shall be coordinated with the Office of Contracts and Grants and the office of the County Clerk. Awarding of bids in this category shall be based on criteria established prior to the bid opening. In making a recommendation for the awarding of the bid, the requisitioning official shall address the pre-established criteria and summarize the evaluation process. Pre-established criteria shall include:
a. 
Cost;
b. 
Professional qualifications/certifications;
c. 
Bonding (if applicable);
d. 
Compatibility with existing conditions (if applicable);
e. 
Enhancements and warranties included at a reasonable or no additional charge; and
f. 
Specific requirements, capabilities and abilities included in the bid specifications.
Pre-established criteria as well as specific criteria approved for an individual bid shall be given relative weight at the time of the issuance of the request for bids.
3. 
In addition to the mandatory considerations, the residual benefits to the Jefferson County economy may be considered where the purchase has local source as a component in the purchase. In making purchases the County may give preference to all commodities manufactured, mined, produced or grown within Jefferson County and to all firms, corporations or individuals doing business in Jefferson County. "Preference" shall be defined as products where quality is equal or better and the difference in the delivered price is negligible.
4. 
Bids are solicited from all interested and qualified suppliers and preference for a local source must be provided and approved by the County Purchasing Agent. A County procedure directs that products manufactured in the United States be given preference if price, quality and other considerations are equal. The County can also capitalize on needs for special locally available emergency services.
5. 
Any deviation from the sealed bid requirement shall be justified in writing and submitted to the Office of Contracts and Grants for review.
6. 
On any purchase where the estimated expenditure shall be six thousand dollars ($6,000.00) or over, the Purchasing Agent shall:
a. 
Advertise for bids in a newspaper of general circulation in the County and may also advertise in such places as are most likely to reach prospective bidders, if the Office of Contracts and Grants determines that such additional advertisement is an efficient means to reach such prospective bidders and, further, may advertise such information through an electronic medium available to the general public at least twenty-one (21) days before bids for such purchases are to be opened.
b. 
Solicit bids by mail or other reasonable method generally available to the public from prospective suppliers. All bids for such supplies shall be mailed or delivered to the office of the County Clerk so as to reach such office before the time set or opening bids.
c. 
The contract shall be let to the lowest and best responsible bidder. The Office of Contracts and Grants upon written recommendations from the requesting elected official or department director shall have the right to reject any or all bids that failed to meet required specifications and advertise for new bids.
B. 
Approval Authority. No elected official or department head shall, during any budget year, expend or contract to expend any money or incur any liability or enter into any contract which by its terms involves the expenditures of money, for any purpose, in excess of the amounts appropriated for that general category of expenditures (i.e., salary, operating or capital) in the budget, except that, as provided in the annual budget ordinance, at any time during the fiscal year a department may within its department transfer all or any part of any unencumbered line item authorization to another category by making written request of the County Council and Auditor approval on the consent agenda. No payment shall be made or obligation incurred against any allotment or appropriation except in accordance with appropriations duly made. Any contract, verbal or written, made in violation of this or any provision outlined herein shall be null and void.
C. 
Emergency Purchases.
1. 
Emergency purchases shall be approved only in cases of compelling urgency and gravity.
2. 
Emergency purchases of less than six thousand dollars ($6,000.00) made without following the bidding requirements, as outlined herein, must receive the prior approval of the Office of Contracts and Grants who shall consult with the County Council.
3. 
To qualify as an emergency, conditions (as defined herein) must exist and create an immediate and serious need for equipment, supplies or services which cannot be satisfied through normal procurement methods. A situation shall not warrant an emergency purchase unless:
a. 
An emergency condition exists,
b. 
The element of time is a crucial factor in seeking relief, and
c. 
The resolution of an emergency condition.
D. 
Maintenance Agreements.
1. 
If the need for a maintenance agreement is anticipated at the time of purchase, the cost associated with the agreement should be included in the original specifications.
2. 
If the need for a maintenance agreement was not anticipated at the time of purchase or the original maintenance agreement has expired, normal bidding requirements apply. The requesting department will be responsible for budgeting for maintenance agreements.
E. 
Professional Services.
1. 
Architects, engineers and land surveyors. It shall be the policy of the County pursuant to Sections 8.285, RSMo., et seq., to negotiate contracts for architectural, engineering and land surveying services on the basis of demonstrated competence and qualifications for the type of services required and at a fair and reasonable price. The County Council shall designate a selection committee for each project to select the firm best qualified and to negotiate a satisfactory contract with the firm selected.
2. 
Other professional services and requests for qualifications/proposals must follow normal bidding requirements. Any deviation must be justified in writing and submitted to the Office of Contracts and Grants for review and approval.
[Order No. 12-09-2003B §VII, 12-9-2003]
A. 
Payment Of Invoices. No invoice will be honored for payment until notice has been provided that the goods or services have been inspected and found to be in order and that the payments are in accordance with purchasing procedures and budget restraints.
B. 
Personal Purchases For Employees. Personal purchases for employees by purchasing personnel are prohibited. County employees are also prohibited from using the County's name or the employee's position to obtain special price or service consideration in personal purchases unless specified as acceptable by the vendor.
C. 
Endorsement Of Commodities Or Vendors. It is County policy not to endorse or in any way permit the employee's name, position or the County's name to be used and advertised as supporting any product or vendor. This does not restrict the issuance of letters to vendors noting satisfactory or exceptional service or product, however, the correspondence must clearly indicate that it is not for reprinting.
D. 
General Vendor Terms And Conditions. Vendors shall be current on all Jefferson County taxes including property and sales taxes. Vendors may not be awarded a contract unless they have all required permits and licenses as required by Jefferson County including, but not limited to, licenses for plumbing contractors and electrical contractors.
E. 
Surplus Property.
1. 
If property, personal or real, is determined to be usable or surplus, it may be transferred to another department within County Government where it can be used. Notification in writing shall be submitted to the auditor for fixed asset inventory purposes.
2. 
The County Purchasing Agent is authorized to dispose of personal property items with a value of twenty-five thousand dollars ($25,000.00) or less, no longer needed by the County or determined to be obsolete or surplus, at the most advantageous terms available. Any such disposal shall be made only after notice to and approval by the County Council.
F. 
Grants.
1. 
The County encourages its department directors and elected officials to seek out grants to accomplish the work of the County that would otherwise have to be funded entirely by the General Fund. In instances in which a grant is applied for or renewed, the department director shall and the elected official may make the application subject to review by the Manager of Contracts and Grants, with the final approval by the County Council.
2. 
All grant renewals shall be reviewed by the Manager of Contracts and Grants and approved by the County Council.
G. 
Reimbursement Contracts. In instances in which the County serves as a pass-through agent under Federal, State, municipal or private business grant requirements, the County Council may approve the grant request. Pass-through grants are those in which no more than administrative costs are payable to the County from the grant and such administrative costs are not appropriated to an agency, but are paid to the County General Fund.