[Code 1999 §135.010; Ord. No. 376, 1-12-1984; Ord. No.
392 §I, 6-12-1986; Ord. No. 704, 11-26-2013]
A.
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.
B.
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).
C.
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.
E.
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.
F.
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]
A.
INVENTORY
SUPPLIES
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.
B.
Procedures. Inventory procedures are as follows:
1.
All items classified as inventory shall be physically counted at
least once by March thirty-first (31st) of each year.
2.
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.
3.
All inventory sheets shall be signed by the persons who took the
inventory and show the date the inventory was taken.
4.
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.
