[Code 1999 §135.010; Ord. No. 376, 1-12-1984; Ord. No. 392 §I, 6-12-1986; Ord. No. 704, 11-26-2013]
The Mayor shall be the Purchasing Agent for the City of Seymour, and all purchases amounting to less than two thousand dollars ($2,000.00) shall be made under his/her direction and supervision. The Mayor cannot exceed the expenditure of more than two thousand dollars ($2,000.00) within a seven-day time period, without approval of the Board of Alderman. All such purchases shall be made in accordance with purchasing rules and procedures approved by the Board of Aldermen. He/she shall supervise the preparation of all bid specifications for services and equipment, and receive sealed bids for presentation to the Board of Aldermen. In the event of the Mayor's absence, the Mayor is authorized to appoint the City Clerk and/or Administrator to perform the duties of the Purchasing Agent.
For expenditures greater than two thousand dollars ($2,000.00), the responsible person within the City Government shall determine the specification of the item(s) to be purchased. The Mayor shall request written bids of not less than three (3) suppliers, if there are three (3) suppliers. If not, the Mayor shall document in writing why there were less than three (3) bids. The specifications shall not be unduly restrictive as to limit the number of suppliers. The City Clerk shall retain a listing of suppliers receiving a bid request from the City. A reasonable amount of time shall be provided to all suppliers to respond to such bid. All reasonable requests from suppliers for additional information, acceptable substitutions, etc., shall be forwarded to the department requesting the item(s).
All bids received shall be kept in strict confidence until the expiration of time to receive such bids has passed. Upon opening, a listing of all bids shall be made and a review made by the appropriate department as to adherence to specifications. A recommendation of which bid to accept shall be presented to the Board along with all bids received. The Board shall retain the right to reject such recommendation, all bids, or select an alternate as it sees fit in the circumstance. Any supplier that desires to be present may do so and, at the Board's discretion, may explain their bid or give any additional information desired by the Board.
In the event of an emergency, the Mayor may take whatever purchasing action he/she deems necessary to protect or safeguard the citizens or assets of the City. After resolution of the emergency, a written explanation shall be made by the department head, signed by both the department head and the Mayor and presented to the Board at the next meeting.
This Section shall not apply to any purchases made through the State of Missouri Cooperative Purchasing Plan.
[Code 1999 §135.020; Ord. No. 392 §II, 6-12-1986]
Definitions. As used in this Section, the following words shall have the meanings set out herein:
- Any item costing more than twenty-five dollars ($25.00) and expected to last more than one (1) year.
- Items costing less than twenty-five dollars ($25.00) per item and not part of an existing unit. Items which are for repairing or replacing of an existing plant or unit.
Procedures. Inventory procedures are as follows:
All items classified as inventory shall be physically counted at least once by March thirty-first (31st) of each year.
The inventory must be consistent from year to year. Therefore, prior to starting, the previous inventory should be reviewed. Any items no longer used in the system shall be counted but marked as obsolete and not priced or extended. Items not to be counted are trucks, machinery or equipment, and real estate. These are assets but not considered inventory.
All inventory sheets shall be signed by the persons who took the inventory and show the date the inventory was taken.
Two (2) people shall take inventory, one (1) from within the department being inventoried, and another person from a different department. Each item should be tagged indicating it has been counted.