[Ord. No. 3641, 3-20-2023]
A.
Goods and services purchased by the City shall be purchased from
merchants and businessmen located in the City or Cass County, Missouri
unless:
1.
Such goods of like quality and services are not available in
the City or County.
2.
The cost of such goods and services plus shipping and handling
may be purchased outside the City or County if the savings are greater
than five percent (5%).
3.
An emergency exists and such goods or services are not immediately
available in the City.
4.
State/Federal requirements are such to require lowest bid.
[Ord. No. 3641, 3-20-2023]
A.
The Board acknowledges there are occasions when products/services
must be purchased from one (1) specific source or manufacturer. If
a request is made to purchase a product produced by only one (1) supplier,
yet several sources can provide a similar product, the request will
be subject to the normal bid process. Should a request that products/services
be purchased on a sole source basis, it must meet one (1) of the criteria
shown below. A written explanation must be provided, commonly referred
to as a "sole source justification," to support the request. The four
(4) most accepted sole source justifications are outlined below. Such
justifications have been accepted with proper supporting documentation.
1.
The requested product is an integral part or accessory to existing
equipment.
2.
The service requested is for existing equipment which can only
be completed by the original manufacturer or manufacturer's designated
service provider.
3.
The requested product or service has unique design, performance
and/or quality specifications that are essential to a particular function
and are not available in comparable products.
4.
The requested service or system requires a supplier with unique
skills or experience.
B.
In rare cases, only one (1) supplier may exist to provide a particular
product or service. When providing a justification based on the availability
of one (1) supplier, the product or service must be defined in generic
terms. Specifying patented products or processes, when not necessary
to meet functional requirements, is not acceptable as a sole source
justification. Justifications can be accepted more readily by providing
information regarding attempts to locate other suppliers, such as
letters, informal quotations, or telephone contacts.
[Ord. No. 3641, 3-20-2023]
[Ord. No. 3641, 3-20-2023]
In any case where the City has awarded a contract, pursuant to receipt of competitive bids, for the procurement of any supply, service, or construction on a unit-price basis, the City Administrator may negotiate with the successful bidder for the purchase of additional quantities of the supply, units of service, or construction. In no instance shall the unit price of the additional quantities of supply, units of service, or construction procured in accordance with this Section 135.330 exceed the effective unit price of the original contract by more than fifteen percent (15%). The agreement for additional quantities of the supply, units of service, or construction shall be incorporated into the original contract by addendum. Any addendum entered into pursuant to this Section 135.330 for the purchase of additional quantities of supply, units of service, or construction valued at greater than fifteen thousand one dollars ($15,001.00) shall be approved by the Board of Aldermen, unless such purchase is already approved in the adopted budget for the current fiscal year, in which case the City Administrator will solely approve.
