[R.O. 2011 §25.010; Ord. No. 2636 §1, 3-17-2014]
The City Administrator is purchasing agent for the City. The
purchasing agent, when authorized, shall procure for the City bids
for supplies and services needed by the City in accordance with the
procedures prescribed by this Chapter or required by law.
[R.O. 2011 §25.020; Ord. No. 2636 §1, 3-17-2014]
A.
In addition to the purchasing authority conferred in the preceding
Section, and in addition to any other powers and duties conferred
by this Code or other ordinance, the purchasing agent shall:
1.
Act to procure for the City the highest quality in supplies
and contractual services at the least expense to the City.
2.
Discourage uniform bidding and endeavor to obtain as full and
open competition as possible on all purchases and sales.
3.
Keep informed of current developments in the field of purchasing,
prices, market conditions and new products, and secure for the City
the benefits of research done in the field of purchasing by other
governmental jurisdictions, national technical societies, trade associations,
and by private businesses and organizations.
4.
Prepare, adopt and maintain vendors' catalog file. Said catalog
shall be filed according to materials and shall contain descriptions
of vendors' commodities, prices and discounts.
5.
Exploit the possibilities of buying in bulk so as to take full
advantage of discounts.
6.
Act so as to procure for the City all Federal and State tax
exemptions to which it is entitled.
7.
Have the authority to declare vendors who default on their quotations
irresponsible bidders and to disqualify them from receiving any business
from the municipality for a stated period of time.
[R.O. 2011 §25.030; Ord. No. 2072 §1, 11-19-2001; Ord. No. 2636 §1, 3-17-2014]
A.
Each City department or agency shall file with the purchasing agent
detailed requisitions of estimates of their requirements in supplies
and contractual services in such manner, at such times, and for such
future periods as the purchasing agent shall prescribe.
1.
A City department or agency shall not be prevented from filing,
in the same manner, with the purchasing agent at any time a requisition
or estimate for any supplies and contractual services, the need for
which was not foreseen when the detailed estimates were filed.
2.
The purchasing agent shall examine each requisition or estimate
and shall have the authority to revise it as to quantity, quality,
or estimated cost.
3.
No requisition shall need to be made to the purchasing agent
for any item of less than two hundred dollars ($200.00), so long as
said requisition is first approved by the appropriate department head.
[R.O. 2011 §25.070; Ord. No. 2636 §1, 3-17-2014]
The purchasing agent and every other officer and employee of the City are expressly prohibited from accepting, directly or indirectly, from any person, company, firm or corporation to which any purchase order or contract is, or might be awarded, any rebate, gift, money, or anything of value whatsoever, except where given for the use and benefit of the City. Violation of the provisions of this Section shall upon conviction thereof be punished as provided in Section 100.220 of this Code.
[R.O. 2011 §25.080; Ord. No. 2636 §1, 3-17-2014]
All purchases of, and contracts for, supplies and contractual
services, and all sales of personal property which has become obsolete
and unusable shall, except and specifically provided herein, be based
whenever possible on competitive bids.
[Ord. No. 2636 §1, 3-17-2014; Ord. No. 2694 §2, 4-18-2016]
A.
Purchasing Levels. City of Savannah employees are
granted specific purchasing authorization levels. The following chart
provides a quick reference guide on the bid processes, advertising
and approvals required for various purchase amounts. The chart is
meant to serve as a quick reference guide. The City Administrator
or Board of Aldermen can choose to request a formal bid for items
or services for amounts less than five thousand dollars ($5,000.00)
to encourage more competition on pricing.
B.
Sole Source, Specialized Or Non-Standard Items. The
City Administrator or Board of Aldermen may approve purchase of goods
or services without requiring formal competitive bids if such goods
or services are such specialized or non-standard nature that they
be acquired only from a sole source of supply and that similar goods
are not able to reasonably meet the City's requirements. These items
or services may include technology or other proprietary products.
|
Dollar Amount
|
Type of Bid
|
Advertising
|
Approvals
| |
|---|---|---|---|---|
|
$0 to $1,000
|
No bids required, though comparison-shopping is encouraged
|
None required
|
Department Supervisors or City Administrator or Mayor
| |
|
$1,001 to $4,999.99
|
Two written bids whenever possible are required, to be documented
by fax, e-mail or letter
|
None required
|
City Administrator and/or Mayor
| |
|
$5,000 and above
|
Formal bids required
|
Advertising in newspaper with local circulation
|
Board of Aldermen
|
[R.O. 2011 §25.090; Ord. No. 2636 §1, 3-17-2014; Ord. No. 2694 §2, 4-18-2016]
All supplies and contractual services, except as otherwise provided
in this Chapter, when the estimated cost thereof shall exceed five
thousand dollars ($5,000.00), shall be purchased by formal, written
contract from the lowest or best responsible bidder, after due notice
inviting proposals.
[R.O. 2011 §25. 100; Ord. No. 2636 §1, 3-17-2014]
A.
The notice required by the preceding Section shall consist of the
following:
1.
Notice inviting bids may be published once in at least one (1)
official newspaper of the City and at least five (5) days preceding
the last day set for the receipt of proposals, if deemed appropriate
by the City Administrator or City Clerk/Treasurer. The newspaper notice
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 or City Clerk/Treasurer shall also solicit
sealed bids from all responsible prospective suppliers who have requested
their names to be added to the bidders' list which the Clerk/Treasurer
shall maintain, by sending them a copy of such newspaper notice or
such other notice as will acquaint them with the proposed purchase
or sale. In any case, invitations sent to the vendors on the bidders'
list shall be limited to commodities that are similar in character
and ordinarily handled by the trade group to which the invitations
are sent.
[R.O. 2011 §25.110; Ord. No. 2636 §1, 3-17-2014]
Bids shall be submitted sealed to the City Clerk/Treasurer or
City Administrator and shall be identified as bids on the envelope.
They shall be opened in public at the time and place stated in public
notices.
[R.O. 2011 §25.120; Ord. No. 2636 §1, 3-17-2014]
A.
Contracts shall be awarded to the lowest 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 lowest responsible 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 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 of performance of previous contracts or services;
5.
The previous and existing compliance by the bidder with laws
and ordinances relating to the contract or service;
6.
The sufficiency of the financial resources and ability of the
bidder to perform the contract or provide the 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.
[R.O. 2011 §25.125; Ord. No. 2636 §1, 3-17-2014]
All bids shall be accepted or rejected by the Board of Aldermen.
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
entered upon the journal of the Board.
[R.O. 2011 §25.126; Ord. No. 2383 §1, 6-2-2008; Ord. No. 2636 §1, 3-17-2014]
A.
If a local bidder is within two percent (2%) of the lowest bid from
an out-of-town bidder on a construction or other formally bid project
from five thousand dollars ($5,000.00) up to one million dollars ($1,000,000.00)
and within one percent (1%) on such project from one million one dollars
($1,000,001.00) up to five million dollars ($5,000,000.00), then the
local bidder will be awarded the bid unless otherwise provided in
this Section.
B.
The local purchasing preference policy shall not apply in the following
instances:
1.
When purchases and/or contracts are funded in whole or in part
by Federal funds;
2.
When purchases are less than five thousand dollars ($5,000.00)
or more than five million dollars ($5,000,000.00);
3.
When purchases are not required to be formally bid, such as
sole source procurements, emergency procurements and any other such
procurements as defined in the City Procurement Policy or the City
Emergency Management Policy;
4.
When professional services are procured through the issuance
of requests for qualifications and/or requests for proposals, including
design-build contracts; or
5.
When such preference is in conflict with any applicable State
or Federal laws, rules or regulations.
C.
The local purchasing preference policy shall not apply to private construction projects financed with public assistance, including, but not limited to, tax increment financing, Chapter 100 Bonds, Chapter 353 Redevelopment Projects and Enterprise Zone Redevelopment.
D.
"Local" is defined as a business operating within the corporate limits
of the City of Savannah or Andrew County, with the majority of its
primary business operation, including, but not necessarily limited
to, production, operation, purchasing, billing, marketing, management,
administration and ownership, occurring within the City or County
limits.
Exceptions will be considered on a case-by-case basis when a
written request is submitted to the City Administrator.
E.
Notwithstanding the foregoing, the local bidder must otherwise meet
all qualifications and procurement policy requirements of the City,
including, but not limited to, the best bid requirement, in order
to be awarded a bid under this Section.
[R.O. 2011 §25.140; Ord. No. 2636 §1, 3-17-2014]
A.
All purchases of supplies and contractual services, and all sales of personal property which has become obsolete and unusable for which competitive bidding is not required by Section 135.065 of this Code shall be made in the open market, without newspaper advertisement and without observing the procedure prescribed by Section 135.080 for the award of formal contracts.
1.
All open market purchases shall, whenever possible, be based on at least three (3) competitive bids, and shall be awarded to the lowest responsible bidder in accordance with the standards set forth in Section 135.090.
3.
The City Clerk/Treasurer shall keep a record of all open market
orders and the bids submitted in competition thereon, and such records
shall be open to public inspection.
[R.O. 2011 §25.150; Ord. No. 2636 §1, 3-17-2014]
A.
In case of an apparent emergency which requires immediate purchase
of supplies or contractual services, the Board of Aldermen may authorize
the purchase at the lowest obtainable price of any supplies or contractual
services regardless of the amount of the expenditure. A full explanation
of the circumstances of an emergency purchase shall be recorded in
the journal of the Board of Aldermen.
B.
When it is necessary to make an emergency purchase, the procedure
will be to contact the City Administrator or Mayor in his absence
for oral approval, then proceed with the purchase. A purchase order
complete with the details of the purchase and marked "Emergency Purchase"
will need to be submitted. An emergency order of two thousand five
hundred dollars ($2,500.00) or more requires verbal or written approval
from the Board of Aldermen, with formal approval at the next Council
meeting.
[R.O. 2011 §25.160; Ord. No. 2636 §1, 3-17-2014]
To the maximum extent practicable, the purchases of this City
shall be made under the provisions of the Missouri State-Local Technical
Services Act. The provisions of this Chapter requiring competitive
bidding at the local level shall not apply to such purchases.
