HomeMy Public PortalAboutORD07574 �•JYJ/
BILL NO.
® INTRODUCED BY COUNCILMAN: HAAKE
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, REPEALING
ORDINANCE NUMBER 7505 OF THE CITY 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 THEREFOR, 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 provisions of ubsec ion 2 hereoff the Purchasing Agent
shall prepare purchase orders for all supplies, materials,
equipment, and services related thereto, required 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 Agent 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. Re isitions• procedure, contents. City
department heads shall initiate all purchases ot 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 to be charged therewith.
Section 5 . Re�isitions; action on.on. Upon receipt of a
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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 producers 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 securing 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 presented
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 reimbursed 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 Uepartment 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 head and constitute notice of
2.
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 expenditure ledger of the
city.
Section 8. Purchase orders; Monthly accounts . The
Purchasing Agent shall have aut on y to issue purchase orders
to local suppliers on a monthly account basis where materials
or supplies are regularly required by the city on a frequently
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 prevhous 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) En contracting for city supplies, materials and
equipment, 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.
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e) All bids and quotations shall require that goods
be priced F.O.B. Jefferson City, Missouri .
f) Suppliers should be requested to deduct the
amount of all federal and state taxes,
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 the
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
merchandises 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
control 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 carrier 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 jJrocured only from the contracting
supplier unless the Mayor shall authorize the purchase of such
supplies and material elsewhere.
Section 11. De artment heads; responsibilities . important
economy can be effected by standardizing supplies and materials
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. Rules and re lations. The fiscal officer
shall promulgate rules ana regulations relating to the procedure
to be followed by city employees in the preparation and sub-
mission of city bills for payment by the city. Such rules
and regulations shall be submitted to the City Committee on
Accounts, Claims and City Officers for its consideration and
approval and, upon approval, shall become effective and be
observed.
Section 13. Ordinance Number 7505 of the city be, and the
same is hereby, repealed.
Section 14. Effective date. This ordinance shall take
effect and be in force from and after the expiration of
days from its passage and approval . —T
r'
Passed: 'J� �� f' Approved
Mresident of the Co, nci l Mayor
A test:
City Clerk