[Ord. No. 10-03, 10-12-2010]
The Board of Trustees of the Village of Indian Point, Missouri, desires to establish a purchasing and procurement policy. When the Village negotiates any purchase, sale, or other contract, including contracts for public improvements, there shall be provided ample opportunity for competitive bidding in the following manner and with due regard to obtaining products, resources, terms and conditions most advantageous to the Village:
If the consideration is not more than three thousand dollars ($3,000.00), bids shall be solicited in the most expedient manner or in such a manner as prescribed by the Board of Trustees, with due regard for competitive prices and quality.
If the consideration is for more than three thousand dollars ($3,000.00), but not more than twenty-five thousand dollars ($25,000.00), at least three (3) written bids shall be solicited from which the Board of Trustees shall accept the most advantageous bid. If the lowest bid is not accepted, the transaction and the reasons therefore must be recorded.
If the consideration is for more than twenty-five thousand dollars ($25,000.00), request for bids shall be promulgated through the media at least once, such that it is known in the Indian Point and adjacent areas and to the known potential bidders and suppliers. Whenever possible, bids should be obtained from at least three (3) prospective qualified vendors. The Board of Trustees shall award the contract or purchase to the most advantageous bidder. If the lowest bid is not accepted, the transaction and the reasons therefore must be recorded.
Individual contracts, purchases, or sales for goods, supplies, commodities, or services shall not be excluded from the requirement of competitive bidding described herein.
Individual contracts or purchases shall not be subdivided for the purpose of evading the requirement of competitive bidding.
[Ord. No. 10-03, 10-12-2010]
Professional Services. Contracts for services of professional persons, including but not limited to attorneys, physicians, accountants, or other services requiring expert or special knowledge or skill, including but not limited to planning consultants, insurance advisors and brokers, auditors, public relations consultants, real estate brokers, and landscape architects shall be exempt from the requirement of competitive bidding.
Cooperative Purchasing. Contracts with any other governmental units or agencies for the purpose of cooperative purchasing, when it would best serve the interests of the Village, shall be exempt from the requirement of competitive bidding.
Exclusive Supplier. Where it shall be determined that there exists a sole supplier without a substitute which would reasonably satisfy the needs of the Village, supplies, materials, and equipment may be secured in a manner other than competitive bidding.
Per-Unit Pricing. When it shall be deemed more appropriate to obtain per-unit pricing at the beginning of the fiscal year, at which time items shall be subject to Board of Trustees approval, supplies, materials, and equipment may be secured from that same supplier throughout the fiscal year.
Emergency Purchases. In the event of an emergency, where it is deemed necessary to purchase supplies or services immediately, the Trustee Chairman shall authorize the procurement of the necessary commodities or services, foregoing the requirement of competitive bidding. A report of such action shall be filed with the Village Clerk and the Board of Trustees.