[R.O. 2011 §135.010; Ord. No. 2005-107 §1, 10-18-2005]
The purpose of this Chapter is to establish rules and procedures governing the procurement of material, supplies, equipment and services for the City and to maintain a high ethical standard for all officers and employees of the City in connection therewith.
[R.O. 2011 §135.020; Ord. No. 2005-107 §1, 10-18-2005]
A. 
In addition to any other power and duties conferred by this or any other ordinance, the Purchasing Agent, with the concurrence of the Board of Aldermen, shall:
1. 
Act to procure for the City the highest quality in supplies and contractual services at the least expense to the City.
2. 
Prepare and adopt written specifications for all supplies and services, as required.
3. 
Prescribe and maintain such rules and regulations and such forms as are necessary for the operation of the purchasing function.
4. 
Have the authority to declare vendors who default on their quotations irresponsible bidders and to disqualify them from receiving any business from the City for a stated period of time.
5. 
Inspect or supervise the inspection of all deliveries with regard to quantity, quality and conformance to specifications.
6. 
Pursue all appropriate claims against the suppliers, shipper or carrier.
[R.O. 2011 §135.030; Ord. No. 2005-107 §1, 10-18-2005]
Except as provided in this Chapter, no City Officer or employee shall order the purchase of supplies or make any contract within the purview of this Chapter other than through the Purchasing Agent after approval by ordinance or resolution of the Board of Aldermen and execution of a written contract pursuant to Section 135.060, and any purchase ordered or contract made contrary to the provisions hereof shall not be approved and the City shall not be bound thereby. "Contract" means all types of agreements, regardless of what they may be called, for the procurement or disposal of supplies, services or construction.
[R.O. 2011 §135.040; Ord. No. 2005-107 §1, 10-18-2005]
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 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).
[R.O. 2011 §135.050; Ord. No. 2005-107 §1, 10-18-2005]
A purchase order or contract shall be issued and become valid only when countersigned by the Purchasing Agent who shall have previously determined that there is a sufficient unencumbered balance in the account of the using department to fund such purchase order or contract. No such purchase order shall be issued or become valid without current budget authorization.
[R.O. 2011 §135.060; Ord. No. 2005-107 §1, 10-18-2005]
A. 
In accordance with Section 135.020, all negotiation for contracts and agreements where the cost to the City may exceed ten thousand dollars ($10,000.00) shall be conducted by or under the supervision of the Purchasing Agent. The Purchasing Agent shall maintain a list of all such contracts and agreements currently under consideration or being negotiated and shall report the status and schedule for all negotiations to the Board of Aldermen at least once each month. The Board of Aldermen shall retain final authority for all negotiations and approval of contracts and agreements.
B. 
All contracts and agreements which obligate the City to expend funds shall be in writing and approved as required by this Chapter prior to delivery of supplies or services.
C. 
All contracts and agreements where the cost to the City exceeds fifty thousand dollars ($50,000.00) shall be in a form approved and countersigned by the City Attorney.
D. 
Upon approval of the Board of Aldermen, as evidenced by ordinance or resolution appearing in the record of proceedings, the Mayor shall sign all instruments, contracts, agreements, leases, deeds, mortgages, bonds and other instruments binding the City or conveying an interest or other rights of the City to any other corporation, association, entity or person.
E. 
All contracts must be countersigned by the Purchasing Agent.
F. 
The Purchasing Agent is hereby authorized to approve and sign purchasing contracts and agreements to include, but not limited to, maintenance agreements and equipment leases, when the cost to the City under such contracts does not exceed ten thousand dollars ($10,000.00) and the contracts or agreements are included as line items in the annual budget. When the ten thousand dollar ($10,000.00) limit is exceeded, Board of Aldermen approval is required.
G. 
All contracts must be for supplies or services covered by a category in the budget for the current fiscal year as approved by the Board of Aldermen. Any purchase for an item not provided for in the current fiscal year budget must receive the prior approval of the Board of Aldermen.
H. 
Change Orders. The Purchasing Agent is authorized to approve change orders in contracts awarded by the Board of Aldermen so long as the proposed changes were initiated by the staff or a construction manager under contract to the City, or are in response to conditions unforeseen at the time the contract was awarded, the total cost of the change orders does not exceed ten percent (10%) of the value of the contract or an amount determined by the Board of Aldermen at the time of the award of the contract, does not materially alter the purpose of the contract and sufficient funds are available in the current year's budget. The Purchasing Agent shall report all change orders to the Board of Aldermen within thirty (30) days of their approval.
I. 
Blanket Purchase Contracts. Blanket purchase contracts may be used for vendors from whom many routine purchases are made. The Purchasing Agent is authorized to expend funds exceeding ten thousand dollars ($10,000.00) for supplies and services under a blanket purchase contract for a fixed period of time that was approved by the Board of Aldermen.
J. 
Authorized Annual Contracts. The Purchasing Agent is also authorized to approve annual contracts for the purchase of electric service, telephone service, water service and gas service from current providers of their services and for the renewal of computer software licenses and maintenance contracts, so long as the total cost of the annual contracts does not exceed the amount approved in the current year's budget for the purpose.
[R.O. 2011 §135.070; Ord. No. 2005-107 §1, 10-18-2005]
A. 
When the City negotiates any purchase, sale or other contract, there shall be provided ample opportunity for competitive bidding in the following manner:
1. 
If the consideration is not more than three thousand dollars ($3,000.00), purchases shall be solicited in the most expedient manner with due regard for competitive prices and quality.
2. 
If the consideration is for more than three thousand one dollars ($3,001.00) but less than six thousand dollars ($6,000.00), at least three (3) quotes shall be solicited by mail or telephone requests from at least three (3) prospective vendors.
3. 
If the consideration is for more than six thousand one dollars ($6,001.00) but less than ten thousand dollars ($10,000.00), at least three (3) written quotes shall be obtained.
4. 
All purchases of supplies and contractual services estimated to cost in excess of ten thousand dollars ($10,000.00) shall be obtained by a process of formal written bids.
5. 
Individual contracts or purchases shall not be subdivided for the purpose of evading the requirement of competitive bidding. The procurement of several items of the same type at substantially the same time is a single purchase for the purpose of this Chapter.
B. 
Notwithstanding any of the provisions of Subsection (A) of this Section, the City may, upon concurrence of a majority vote of the members of the Board of Aldermen, enter into any contract for the purchase of goods or services without utilizing the bidding procedures as herein described, when, in the opinion of the Board of Aldermen, such extension is deemed to be in the best interest of the City.
[Ord. No. 1482 §1, 9-6-2016]
[R.O. 2011 §135.080; Ord. No. 2005-107 §1, 10-18-2005]
A. 
The Purchasing Agent and all parties contracting with the City shall follow the following procedures in relation to all bids submitted:
1. 
All public notices and invitations to bids shall state the time and place for opening.
2. 
All bids shall be submitted sealed to the City Official designated in the invitation to bid and shall be identified as a "bid" on the envelope.
3. 
All sealed bids shall be opened in public in the presence of one (1) or more witnesses at the time and place stated in the public notice.
4. 
A tabulation of all bids received as well as each bid shall be available in the City Hall for public inspection.
5. 
The Board of Aldermen shall have authority to reject any and all bids or any parts of any bids and may readvertise or resolicit bids whenever the Board deems it to be in the best interest of the City. Invitations to bid shall state this policy.
6. 
A written request for the withdrawal of a bid or any part thereof shall be granted if the request is received by the Purchasing Agent prior to the specified time bids are due. Bids, amendments to bids or request for withdrawal of bids received by the Purchasing Agent after a bid opening has commenced shall not be considered.
7. 
When deemed necessary by the Purchasing Agent, bid deposits may be required. The deposits may be required to be in the form of a certified check or bid bond and may be for an amount not exceeding ten percent (10%) of the amount of the bid. When so required, all bids not accompanied by such deposit shall be rejected. Such bid deposit shall be returned to all bidders upon execution of a contract with or issue of a purchase order to the successful bidder. A successful bidder shall forfeit his/her deposit if he/she fails to enter into a contract within twenty (20) days after notification of the acceptance of his/her bid.
[R.O. 2011 §135.090; Ord. No. 2005-107 §1, 10-18-2005]
A. 
The following describes procedures to be followed by the City in selecting construction contractors for projects. "Construction" means the process of building, altering, repairing, improving or demolishing any public infrastructure facility, including any public structure, public building or other public improvement of any kind to real property. It does not mean the routine operation, routine repair or routine maintenance of any existing public infrastructure facility, including structures, buildings or real property. When construction documents have been completed and approved and the approved sets have been delivered to the appropriate City Official, the next step is the selection of a construction firm for the project. This contractor shall be selected as follows:
1. 
Competitive bids. The City shall seek competitive bids for projects by advertising and/or invitations to prospective contractors that the City intends to construct the project.
2. 
Advertising or invitation to contractors. To inform prospective bidders that a contract is to be awarded and invite bids for the proposed project, an advertisement shall be placed in a daily paper of general circulation. Items which may be included in the advertisement or invitation are:
a. 
A brief description of the project and its location.
b. 
Name and address of the person authorized to receive bids.
c. 
The place, date and hour of bid opening, restrictions on submission, changes and withdrawal of bids.
d. 
Character of bids: Phasing, unit-price, lump-sum, alternates, etc.
e. 
Quantities involved in the project.
f. 
The amount of the bid surety and whether it is to be by certified check, bid bond, etc., and provisions for returning surety to unsuccessful bidders.
g. 
Statement as to where plans and specifications may be obtained or examined and the charge or deposit required for each set and provision for recovery of charge or deposit when documents are returned.
h. 
Conditions of contract award and the owner's right to accept the lowest responsible bid and to reject any or all bids.
i. 
Name of the consultant and the authorized representative for the owner and consultant.
j. 
Contract surety: The amount and type of performance and payment bond.
3. 
Instructions to bidders. A document in which all bidders are furnished identical information on the features of the project along with instructions on the procedure to be followed in submitting bids. Items which may be included in the instructions to bidders are:
a. 
Bidder's experience, work record and/or prequalification data.
b. 
Procedure for completing and submitting the bid.
c. 
A list of the plans and specifications and an estimate of quantities for unit-price contracts or an exact description of the scope of the project if contract is to be lump-sum.
d. 
An estimate of the time it will take the bidder to complete the project.
e. 
Any incentives or bonus authorized by the Board of Aldermen for early completion of the project.
f. 
Responsibility for accuracy of bidding information in reference to subsoil data, test borings, errors in plans and specifications, etc.
g. 
Information on formalities and informalities in accepting or rejecting bids.
h. 
Miscellaneous instructions as needed.
4. 
Bid form. A document to ensure that all bids are prepared in a similar manner and to facilitate the analysis and comparison of bids and to detect informalities in the bids. It is a convenience to bidders and it encourages accuracy and fairness. Items which may be included in the bid form are:
a. 
An offer from the bidder to perform the work as specified for a given price.
b. 
An agreement to complete the project in a given number of days after the notice to proceed has been given.
c. 
The amount of the bid bond, certified check or other form of guarantee that is to accompany the bid.
d. 
An agreement by the bidder to furnish the required contract surety if the contract is awarded.
e. 
Provision for the bidder to acknowledge receipt of all addenda to the plans and specifications.
f. 
The list of subcontractors to be employed for special work.
g. 
The experience record, financial statement and plant equipment questionnaire, when required.
h. 
Statement that there is no collusion or fraud with reference to illegal relationships of bidders and representatives of the City or consultant, bid pooling or straw bids.
i. 
Statement by the bidder that the site has been examined and the plans and specifications are understood by the bidder.
j. 
Appropriate signatures and witnesses as required.
5. 
Prebid conference. Preparatory to putting the bid together, a prebid conference may be held for those bidders anticipating submitting a bid on the project. The prebid conference is to do the following:
a. 
Allow bidders, both contractors and subcontractors, a chance to ask questions of those who prepared the plans and wrote the specifications.
b. 
Allow explanations and answers to questions to be given by those best qualified.
c. 
To allow scheduled prebid conference to be held midway between advertising for bids and the bid opening date.
d. 
To give additional opportunities so the site can be visited, if necessary.
6. 
Addenda. During the bidding period, any and all additional instructions, clarifications, interpretation or modifications shall be made by an addendum prepared by the consultant or City and signed by the consultant and the City's representative.
a. 
The addendum shall be delivered, either by the City or the consultant, as agreed upon by the two.
b. 
A receipt shall be received for all hand delivered addendum by the deliverer. Addendum sent by mail shall be mailed by the fastest delivery method and shall be sent by registered mail or overnight delivery with a signed receipt requested.
c. 
No one is authorized to make any clarifications, interpretations or modifications or give any instructions to the bidders during the bidding period except as described in this Section on addenda.
[R.O. 2011 §135.100; Ord. No. 2005-107 §1, 10-18-2005]
A. 
The Board of Aldermen reserves the right to reject any or all bids and to award the bid in the best interest of the City. The City may readvertise or resolicit bids whenever it is deemed to be in the best interest of the City. Contracts shall be awarded to the lowest responsible bidder. In determining the "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 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 §135.110; Ord. No. 2005-107 §1, 10-18-2005]
A. 
Bid Security. Bid security, in the form of a bond provided by a surety company authorized to do business in Missouri, or the equivalent in cash, shall be required for all competitive sealed bidding for construction contracts. Bid security shall be in an amount equal to at least five percent (5%) of the amount bid. After bids are opened, they shall be irrevocable for the period specified in the invitation for bids. The bid security shall be forfeited to the City if the bidder to whom an award is made fails to enter into the required contract or fails to deliver a required performance or payment bond.
B. 
Contract Performance And Payment Bonds. When a construction contract is awarded, the following bonds or security shall be delivered to the City and shall become binding on the parties upon execution of the contract:
1. 
A performance bond satisfactory to the City Attorney, executed by a surety company authorized to do business in Missouri and having a rating of at least "A-" from A.M. Best, in an amount equal to one hundred percent (100%) of the portion of the contract that does not include the cost of operation, maintenance and money, along with; and
[Ord. No. 1243 §1, 9-3-2013]
2. 
A payment bond satisfactory to the City Attorney, executed by a surety company authorized to do business in Missouri and having a rating of at least "A-" from A.M. Best, for the protection of all persons supplying labor and material to the contractor or its subcontractors for the performance of constriction work provided for in the contract. The bond shall be in an amount equal to one hundred percent (100%) of the portion of the contract price that does not include the cost of operation, maintenance and money.
[Ord. No. 1243 §1, 9-3-2013]
3. 
In lieu of a surety bond as provided in Subsections (B)(1) and (2), the following forms of securities may be delivered in an amount equal to one hundred percent (100%) of the portion of the contract that does not include the cost of operation, maintenance and money:
[Ord. No. 1243 §1, 9-3-2013]
a. 
Cash; or
b. 
An irrevocable letter of credit drawn on a local financial institution acceptable to and in a form approved by the City Attorney.
4. 
Return of bid surety. Bonds and checks shall be returned to the unsuccessful bidders after an award has been made or bids have been rejected.
[R.O. 2011 §135.120; Ord. No. 2005-107 §1, 10-18-2005]
A. 
Immediately after a construction contract has been fully executed and before construction begins, the City, consultants and contractor shall meet to do the following:
1. 
Meet with subcontractors and the superintendent for the project.
2. 
Get acquainted and discuss the several phases of the project so that when understood by all the job will run smoothly.
3. 
To establish lines of communication and lines of authority to be followed during construction.
4. 
To discuss items of interest and concern to all.
[R.O. 2011 §135.130; Ord. No. 2005-107 §1, 10-18-2005]
A. 
In the event that there is only one (1) firm, company or individual capable of providing a particular service or supplies, requirements contained above shall not be applicable and the Purchasing Agent is authorized to proceed with the purchase of such services or supplies as are required by the City. The determination that there is only one (1) source for the required service or supplies must be made in writing by the requesting department head and approved by the Purchasing Agent.
The following items may be approved for sole source procurement:
1. 
Interface upgrades, add-on parts and components to existing, City-owned equipment that requires total compatibility assurance; license renewals for City-owned software and repair and maintenance for City-owned equipment and software for which it is technologically and cost effective to procure from the original seller or manufacturer;
2. 
Materials for resale in City concession operations that are purchased in response to customer demands;
3. 
Spot market purchases that are evidenced to provide a substantial savings to the City and that are approved by the Purchasing Agent. Any purchase of a dollar amount requiring Board of Aldermen approval shall be submitted for review at the next scheduled Board meeting;
4. 
Specialized computer software for network applications that have been technically reviewed, tested and justified by the City's information technologies division and that are obtainable from a single source. This shall not apply to individual PC software obtainable from multiple suppliers; or
5. 
Professional services as determined by the head of the using department.
[R.O. 2011 §135.140; Ord. No. 2005-107 §1, 10-18-2005]
A. 
It is the policy of the City of Riverside, Missouri, to encourage the purchase of products manufactured or assembled or produced in the United States.
B. 
The Mayor shall certify in writing pursuant to the Missouri Domestic Products Procurement Act that the City of Riverside has adopted a formal written policy to encourage the purchase of products manufactured, assembled or produced in the United States.
C. 
It is the intent of the Board of Aldermen that, by virtue of the adoption of the policy stated in this Section, Section (3) of the Missouri Domestic Products Procurement Act shall not apply to the City, pursuant to the provisions of that Act.
[R.O. 2011 §135.150; Ord. No. 2005-107 §1, 10-18-2005]
The Purchasing Agent shall issue rules and regulations regarding minor purchases with petty cash funds. Purchase with these funds can be made without a purchase order directly from the vendor and paid for from the departmental petty cash fund. Departments may replenish petty cash at reasonable intervals.
[R.O. 2011 §135.160; Ord. No. 2005-107 §1, 10-18-2005]
In case of an emergency which requires immediate purchase of supplies or contractual services when the immediate procurement of such supplies is essential to prevent delays which might adversely affect the health, welfare or convenience of the citizens of the City or cause substantial disadvantage to the City, the Purchasing Agent may authorize the purchase, at the lowest obtainable price, of any supplies or contractual services not in excess of ten thousand dollars ($10,000.00) without requiring formal competitive bids. The Board of Aldermen must approve negotiated procurement of supplies and services of a value in excess of ten thousand dollars ($10,000.00) when formal competitive bids are not obtained.
[R.O. 2011 §135.170; Ord. No. 2005-107 §1, 10-18-2005]
The Purchasing Agent shall have the authority to join with other units of government in cooperative purchasing when the best interest of the City would be served. The requirements of this Section therefore, relative to competitive bidding, shall not apply to purchases made through or with the State of Missouri or any other governmental jurisdiction which operates a cooperative procurement program and will allow the City to purchase goods or services that the jurisdiction has made available following the completion of its own internal purchasing procedures.
[R.O. 2011 §135.180; Ord. No. 2005-107 §1, 10-18-2005]
The competitive bidding requirements of this Section shall not apply to professional services and the requirements herein shall not be required in the employment of professional services including, but not limited to, physicians, attorneys, engineers, certified public accountants, planners and land surveyors. The Purchasing Agent is authorized to request proposals from capable professionals within a required discipline. In securing professional services, it is the primary goal of the City to obtain the services of a professional who has a proven record of providing, in a professional way, those services required. The Purchasing Agent shall make a recommendation to the Board of Aldermen for the procurement of professional services when the fee for such services will exceed ten thousand dollars ($10,000.00). The Board of Aldermen shall then approve or designate one (1) or more such persons or companies for negotiation. The Purchasing Agent may approve professional service fees of ten thousand dollars ($10,000.00) or less.
[R.O. 2011 §135.190; Ord. No. 2005-107 §1, 10-18-2005]
A. 
All using departments shall submit to the Purchasing Agent reports showing stock of all supplies, materials and equipment which are no longer used or which have become obsolete, worn out or scrapped.
B. 
The Purchasing Agent shall have the authority to transfer surplus supplies, materials and equipment to other using departments, or he/she shall have the authority to exchange such personal property on new supplies, materials and equipment.
C. 
Surplus, unusable or obsolete supplies, materials and equipment whose estimated value is in excess of five thousand dollars ($5,000.00) shall be sold by formal written bids or public auction to the best responsible bidder after due notice.
D. 
Sales of surplus, obsolete or unusable personal property valued at less than five thousand dollars ($5,000.00) shall be made in the open market and in accordance with procedure set forth for open market purchases. Sale of these items may also be made by public auction.
[R.O. 2011 §135.200; Ord. No. 2005-107 §1, 10-18-2005]
A. 
No officer or employee of the City shall participate in a contract for supplies or services when that person knows that:
1. 
The officer or employee or any member of the officer's or employee's immediate family has a financial interest pertaining to the contract; or
2. 
A business or organization in which the officer or employee, or any member of the officer's or employee's immediate family, has a financial interest pertaining to the contract.
3. 
Any contract in which any officer or employee of the City has a financial interest, directly or indirectly, shall be void, except when the contract is awarded as a result of open bidding.
B. 
Every officer and employee of the City shall not directly or indirectly solicit any gift or accept or receive any gift, whether in the form of money, services, loans, promises or any other form, under circumstances in which it could reasonably be inferred that the gift was intended to influence them, or could reasonably be expected to influence them, in the performance of their official duties or was intended as a reward for any official action on their part.
[R.O. 2011 §135.210; Ord. No. 2005-107 §1, 10-18-2005]
A. 
Scope Of Regulations. These regulations are applicable to all travel expenses incurred on behalf of the City by employees and officials. Where these regulations do not adequately cover a travel situation, the Purchasing Agent shall adopt such rules and regulations as may be necessary.
B. 
Use Of Private Vehicles. Private vehicles may be used for travel on City business when so authorized. Reimbursement shall be equivalent to the standard mileage rate allowed for business use by the Internal Revenue Service, plus tolls and parking.
C. 
Use Of Commercial Carriers. Commercial airfares shall be limited to "coach" or "economy" fares when such services are available. Reimbursement shall be equivalent to the cost of the fare, plus associated airport parking and/or ground transportation.
D. 
Alternative Travel Arrangements. The Purchasing Agent in advance of the travel may approve alternative arrangements for out-of-state travel. Alternative travel payments shall be limited to the reimbursement of actual expenses in an amount not greater than (B) or (C) above.
[R.O. 2011 §135.220; Ord. No. 2005-107 §1, 10-18-2005]
No contract shall be subdivided to avoid the requirements of this Chapter.