[CC 1984 §2.200; Ord. No. 507(1 — 6), 1-13-1986; Ord. No. 917 §§1 — 12, 2-11-2008]
A.
Statement Of Policy. It is the policy of the City of New
Haven that all reasonable efforts shall be made to find the lowest
and best price for all goods, services, materials and equipment procured
by the City of New Haven. Preference shall be given to local businesses
and contractors where practicable. Competitive bidding shall be required
for all purchases exceeding one thousand five hundred dollars ($1,500.00)
except as herein provided.
B.
Lowest And Best Bidder. Bids and contracts shall be awarded
to the lowest and best 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 to the City. In determining
the "lowest and best bidder", in addition to price, the following
shall be considered:
1.
The ability, capacity and skill of the bidder to perform the contract
or provide the goods or service required.
2.
Whether the bidder can perform the contract or provide the goods
or 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 contracts, goods or services.
5.
The previous and existing compliance with the bidder with laws and
ordinances relating to the contract, goods or service.
6.
The sufficiency of the financial resources and ability of the bidder
to perform the contract or provide the goods or 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.
C.
Authority Of Department Heads.
[Ord. No. 1068 §2, 1-13-2014]
1.
City department heads, including the offices of City Clerk, City
Collector, Police Chief and Public Works Director, shall have the
authority to make purchases for goods and services up to one thousand
five hundred dollars ($1,500.00) as approved by the Board of Aldermen
in the current fiscal year budget. Purchases of goods and services
costing more than one thousand five hundred dollars ($1,500.00) shall
be subject to Board of Aldermen approval. Purchases of goods and services
that are not authorized in the current fiscal year budget shall be
subject to Board of Aldermen approval.
[Ord. No. 1180 §1, 1-9-2017[1]]
[1]
Editor’s Note: Section 2 of this ordinance provided
an effective date of 2-1-2017.
2.
The City Administrator shall have the authority to make purchases
for goods and services up to two thousand five hundred dollars ($2,500.00)
as approved by the Board of Aldermen in the current fiscal year budget.
Purchases of goods and services costing more than two thousand five
hundred dollars ($2,500.00) shall be subject to Board of Aldermen
approval. Purchases of goods and services that are not authorized
in the current fiscal year budget shall be subject to Board of Aldermen
approval.
D.
Procedure In Bidding. A written request for bids or proposals
shall be required for purchases of goods and services costing more
than two thousand five hundred dollars ($2,500.00). The written request
shall be sent to qualified suppliers or firms within the New Haven
trade area which is generally defined, but not limited to, Franklin
and Gasconade Counties. If no qualified suppliers or firms can be
located in the New Haven trade area, the request shall be sent to
a minimum of three (3) qualified bidders from outside the trade area.
The written request shall include a detailed description of the goods
and/or services requested, a location and deadline for bids to be
received, and the time and place of the public bid opening. Prospective
bidders shall be given a minimum of ten (10) working days to submit
a bid. Bidders responding to a written request for bids under the
provisions of this Section shall be required to submit their bid in
writing and in a sealed envelope. Sealed bids shall be opened and
read publicly at the time and location specified in the written request
for bids. 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.
[Ord. No. 1068 §1, 1-13-2014]
E.
Published Notice Required. In addition to the provisions
of the preceding Section, a written request for bids shall be published
in a newspaper of general circulation in the New Haven area in the
following instances:
1.
The goods and/or services requested are for general construction
and/or construction trades.
2.
The goods and/or services requested are estimated to cost more than
five thousand dollars ($5,000.00).
3.
A written request for bid is required by State and/or Federal law.
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Written requests may be published in other instances, at the
discretion of the department head and as approved by the City Administrator.
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F.
Sale Of Obsolete, Unusable Or Surplus Property Or Equipment. The sale of City personal property and/or equipment where the value
is estimated to be one thousand dollars ($1,000.00) or greater shall
be subject to Board of Aldermen approval. A written request for bids
describing the personal property or equipment to be sold shall be
published in a newspaper of general circulation in the New Haven area.
Prospective bidders shall be given at least ten (10) days to submit
a bid. All bids shall be submitted in a sealed envelope and shall
be publicly opened and read at the time and place specified in the
published written request. 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 of Aldermen at
which the bids will be considered.
The sale of obsolete, unusable or surplus property or equipment
may also be allowed through online Internet- or web-based bidding
services. A notice of such sale and opportunity for bidding shall
be published in a newspaper of general circulation in the New Haven
area.
[Ord. No. 1068 §3, 1-13-2014]
G.
Cooperative Purchasing. Department heads shall have the
authority to join with other government agencies in cooperative purchasing
when it would serve the best interests of the City and after the approval
of the Board of Aldermen. When engaged in cooperative purchasing,
in which case bidding has already been done by another agency, the
requirement of competitive bids or proposals as herein provided may
be waived.
H.
Single Source Purchasing. The requirement of competitive
bids or proposals for supplies may be waived when the department head,
as approved by the City Administrator, has determined that there is
only a single feasible source for the procurement. A single source
exists when:
1.
Supplies are proprietary and only available from the manufacturer
or a single distributor.
2.
Based on past procurement experience, it is determined that only
one (1) distributor serves our region.
3.
Supplies are available at a discount from a single distributor for
a limited period of time.
4.
Supplies only match or fit with equipment already on hand.
I.
Professional Services. Professional services, including,
but not limited to, accounting, architectural, engineering, financial
and legal services, are excepted from the provisions and application
of this Section.
J.
Emergency Waiver. The procedure for procurement of goods
and/or services as herein described may be waived in an emergency
as approved by the Mayor and/or City Administrator.
[Ord. No. 637B(1 — 3), 11-14-1994]
A.
Regardless
of anything to the contrary and in addition to provisions set forth
in the laws of the State of Missouri and ordinances of the City of
New Haven, an employee or agent of the City of New Haven, Missouri,
prior to purchasing any item in behalf of the City of New Haven, Missouri,
shall:
1.
Seek to first obtain the same locally and within the State of Missouri.
2.
The agent or employee shall avoid any conflict of interest in the
award, such as:
a.
Purchase from an immediate family member, partner or organization
who is about to employ such a person.
b.
In the event a conflict does or may exist, then the purchaser must
be reviewed by the Board of Aldermen of the City of New Haven, Missouri.
c.
All bonuses, gratuities, favors or anything of value shall not be
solicited or accepted. If received unsolicited and involuntarily,
the item must be presented to the Board of Aldermen for disposition.
3.
Agent or employee shall check with State and local procurement agreements
as to availability and prices of items needed.
