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Home My Public Portal AboutORD07507 BILL NO. 145; AS AMENDED INTRODUCED BY COUNCILMAN: CLINE ORDINANCE NO. _7.50 AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI CREATING THE OFFICE OF PURCHASING AGENT, PRESCRIBING THAT THE FISCAL OFFICER SHALL SERVE AS PURCHASING AGENT, DEFINING THE POWERS AND DUTIES OF THE OFFICE AND PROVIDING RULES, REGULATIONS AND PROCEDURES TO BE FOLLOWED IN PURCHASING SUPPLIES, MATERIALS AND EQUIPMENT, AND SERVICES THERE- FOR, BY THE CITY. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. Purchasing Agent, There is hereby created in the city the office of Purchasing Agent. The city fiscal officer shall be, and act as, the city Purchasing Agent. Section 2. Purchase Orders; when necessary. 1. Subject to the pro- visions of Subsection 2 hereof, the Purchasing Agent shall prepare purchase orders for all supplies, materials, equipment, and services related thereto, re- quired by any officer, department, board or agency of the city. 2. The provisions of Subsection 1 shall not apply to: a) Supplies, materials, equipment, and services related thereto, required and purchased by the Park Board or the Airport Commission. b) Retail purchase of gasoline by the police department. c) Any materials, supplies or equipment, and/or services relating thereto, required and obtained by the city under any contract for municipal public improvements. d) Emergency purchases of less than $50. 00 or to any purchase for cash of less than $5. 00 as provided for in Section 6 of this ordinance. e) Emergency purchases by the Police Department, Fire Department or Street Department of Five Hundred ($500. 00) Dollars or less when supported by written memorandum justifying same. Section 3. Specifications to be maintained. The Purchasing_Ag9nt;` shall compile and maintain specifications for all items purchased, or to be purchased, by the city. The specifications shall not be unduly restrictive and shall be written, if possible and practicable, so that the city may obtain at least three competitive bids on all purchases exceeding One Hundred Dollars ($100. 00). Section 4. Requisitions; procedure, contents. City department heads .� shall initiate all purchases of supplies, materials, equipment, and services relating thereto, by filing a signed requisition order in duplicate with the Purchasing Agent on forms to be provided by him. The requisition order shall clearly describe and specify the materials, equipment, supplies, and/or services related thereto, needed by the department and the budgetary account tq be charged therewith. Section S. Requisitions; action on. Upon receipt of a requisition, the Purchasing Agent shall: a) Review same for compliance with the provisions of Section 4 of this ordinance. b) Determine the availability of budgeted funds for the account classification applicable to the purchase requested and indicate same on the requisition. c) To exercise his judgment in making all purchases of items for any requisition of an amount of One Hundred Dollars ($100. 00) or less. d) To request quotations or telephone bids from three or more suppliers, manufacturers, distributors or pro- ducers on all requisitions of items of a value of at least One Hundred Dollars ($100. 00) and not more ® than One Thousand Dollars ($1000. 00), and upon se- curing same to exercise his judgment in making the required purchases. e) To notify the Mayor of any requisition involving more than One Thousand Dollars ($1000. 00) and, with the consent of the Mayor, advertise for sealed bids to be opened and read at the time and place specified in the advertisement, which shall be not less than fifteen days from any date of advertisement, and then issue a purchase order, with the approval of the Mayor, to be the lowest and best bidder. f) To return any rejected requisition to the department head submitting same with the reason for rejection noted thereon. Section 6. Emergency and small sum purchases. A department head may make an emergency purchase of any materials, supplies, equipment, or service involving an expenditure of less than Fifty ($50. 00) Dollars and more than Five ($5. 00) Dollars. Such purchases shall be confirmed with a direct order form. Emergency purchases, involving more than Fifty Dollars ($50. 00), may be made with the consent of the Mayor and the use of a direct order. The direct order shall be a four-part form with distribution as follows: original to vendor; second copy to city clerk who shall attach said copy to bill when pre- sented for approval; third copy to fiscal officer for record; and fourth copy to remain in files of department head. Any employee of the city making a purchase therefor, involving an immediate cash expenditure of Five Dollars ($5. 00) or less, shall be reim- bursed by the Purchasing Agent upon submission to the Purchasing Agent of a sales ticket for the purchase. Section 7. Purchase orders, issuance. Upon approval of a requisition order of a department head, the Purchasing Agent shall prepare in quadruplicate and issue a purchase order related thereto. He shall sign the purchase order and distribute same as follows: a) The original and the first copy shall be delivered to the vendor who shall return the original with vendor's invoice to the Purchasing Agent. b) The second copy shall be delivered to the department -2- head and constitute notice of approval of the related requisition. Upon receipt of the purchase, the second copy shall be approved for payment. by the department head and returned to the Purchasing Agent as his authority for payment. c) The third copy shall be delivered to the City Clerk and serve as a basis for entry in the appropriate ex- penditure ledger of the city. Section'S. Purchase orders; Monthly accounts. The Purchasing Agent shall have authority to issue purchase orders to local suppliers on a monthly account basis where materials or supplies are regularly required by the city on a fre- quently recurring basis, subject to the following conditions: a) Such purchase orders shall be limited to a monthly maximum dollar value to be determined on the basis of previous monthly experience and fixed from time to time by the Purchasing Agent. b) A supplier shall not sell, furnish or deliver to the city any supplies or materials in any month when the value thereof, together with previous purchases in the same month, would exceed the monthly maximum dollar value established for such supplier by the Purchasing Agent, and a supplier shall notify the Purchasing Agent when the monthly maximum dollar value of such supplier would be exceeded by additional purchases in any month. c) Monthly invoices of suppliers; exceeding the monthly maximum dollar value fixed by the Purchasing Agent, will only be paid to the extent of the established monthly maximum dollar value unless the excess is approved for payment by the Mayor. Section 9. Standards of procedures. The Purchasing Agent shall observe the following standards of procedures in the administration of this ordinance: ® a) He shall purchase only those supplies, materials and equipment requested by the department for whose use they are intended. He shall keep the department heads informed on prices, changes, deliveries and other information that will assist them in placing purchase orders at such times as to insure purchasing at the best possible prices. b) In contracting for city supplies, materials and equip- ment, or the purchasing thereof, preference shall be given to those dealers having storage or warehouses within the city, if price, quality and delivery terms are equal. c) Purchases for the city shall be distributed or rotated among the various merchants regularly handling or stocking such merchandise if price, quality, delivery and service are equal. d) Purchases from out-of-town suppliers shall be routed in such manner as to serve the best interest of the city. -3- r e) All bids and quotations shall rqulre that gr,ods be priced P. O. B. Jeffe-son 01ty Missouri. f) Suppliers should be requested to deduct the amount of all federal and state ?.axes, inapplicable to the city, from their bids, quotations and invoices. g) All supplies, materials and equipment disposed of by sale or otherwise shall be sold by +he Purchasing Agent only with the advice and consent of the Mayor and Council. h) Copies of all correspondence with suppliers concerning prices, adjustments or defective merchandise, as well as all invoices, bills of lading, delivery tickets and other papers pertaining to purchases, shall be delivered to the Purchasing Agent. ® i) The Purchasing Agent shall maintain a complete record of all quotations, bids and purchase orders for a period of five years, and such records shall at all times be open to the public for inspection. j) The Purchasing Agent shall maintain supervisory con- trol over all purchases and. shall determine whether any claims for shortages, breakages or other claims exist, in which case he shall pursue all such claims against either the shipper or cagier or supplier for any shortage, breakage or other damage existing. Section 10. Change of Suppliers. If the Purchasing Agent shall contract for the purchase of certain supplies and material they shall be procured only from the contracting supplier unless the Mayor shall authorize the purchase of such supplies and material elsewhere. Section 11. Department heads; Re:.nonsibilitfes. Important economy can be effected by standardizing supplies and mate-rials which may be purchased In large amounts and stored in a central storehouse or warehouse; therefore, department heads should adopt as standards the minimum number of qualities, sizes and varieties of supplies and materials consistent with successful operation. Section 12. This ordinance shall take effect and be in force from and after the expiration of days from its passage and approval. Passed• `. Approved: r sident of the Council Mayor Attest: • ty Clerk -4-