Procurement Policy

No. The City has enacted a semi-centralized procurement environment. This allows departments to conduct solicitations and establish contracts in accordance with the City’s Procurement Policy. The Procurement and Contract Services Division is responsible for recommending and administering purchasing policies, programs, and procedures for the acquisition of materials, equipment, supplies, services and small construction projects for City departments that utilize the Procurement and Contract Services Division.

The City’s procurement activities are governed by the City’s Procurement Policy, (Section 2.1 Compliance with Policy). The City operates under a semi-centralized procurement system and competitive bidding is the basis for this process. It is the objective of the City to procure the necessary commodities and services consistent with the quality needed to meet the requirements of City departments, and while ensuring the taxpayers receive the maximum value for each dollar expended. It is the policy of the City that no political or prejudicial considerations govern the award of City contracts. Every purchase is made in the public’s best interest, providing vendors a fair and equal opportunity to participate.

The City establishes yearly-term contracts (Sections: 5.2 Term Contract/Agreement, 5.3 Term Professional Service Agreement or Construction Contract, 5.4 Piggyback (Piggyback Cooperative) and 5.5 Cooperative Contracts) of the City’s Procurement Policy as needed for frequently utilized items and services. These yearly-term contracts may have additional optional renewal terms available.

Yes. If the other government entity’s signed contract includes cooperative language allowing the contract’s pricing and conditions to be extended to other government entities as identified in section 5.4 Piggyback (Piggyback Cooperatives) of the City’s Procurement Policy.

Yes. Per the City’s Procurement Policy, Section 4 Approval Levels, thresholds are as follows:

The following approval levels, based on annual Contract Total Cost, apply to the purchase of goods and services. Unless otherwise stated herein, any contract in which the City is expending $75,000.00 or more annually, or is anticipated by City staff to result in expenditures of $75,000.00, or more annually must be approved by the City Council before it is executed. Process descriptions are in Section 5 Solicitation Processes. 

The Procurement and Contract Services staff will assist in determining the appropriate method of procurement.  Contact Procurement and Contract Services for assistance.

Service purchases of less than $5,000.00:  A contract or insurance rider may be needed for services performed on City property or if vendor is interacting with the Public on the City’s behalf.  User Department shall contact the Risk Manager for insurance requirements.

4.1 Level I – Discretionary Transactions $0.01 - $4,999.99. If the annual Contract Total Cost or a single transaction is $4,999.99 or less, the Department will identify sources for the item or service and select the best value for the City.  The Department designee approves the transaction.

4.2 Level II – Quotes $5,000.00 - $19,999.99. If the annual Contract Total Cost or a single transaction is between $5,000 and $19,999.99, the Department shall obtain quotes as outlined in Section 5.1 Quotes. The Department designee approves the transaction. The quotes and quote tabulation form are emailed to the designated procurement officer to be attached the purchase order.

4.3 Level III – Informal Solicitation $20,000.00 - $74,999.99. If the annual Contract Total Cost or a single transaction is between $20,000 and $74,999.99, the Department director or designee approves the award of the purchase and comply with the following procurement methods:

1. If the transaction is a one-time purchase of a good then quotes may be used (Section 5.1 A Quotes). Identify and select the best value based on the quotes. The quotes and quote tabulation form are emailed to the designated procurement officer to be attached the purchase order. 
2. If procuring a service or making multiple purchases of the same item(s), then the department designee shall contact the designated procurement officer to identify the best solicitation method.  The resulting solicitation shall be reviewed by Procurement and Law prior to publication.  The contract shall be reviewed and approved by the Law Department and City Manager.

*Expenditures on Level III solicitations and resulting agreements will be reviewed annually. If annual Contract Total Cost exceeds $75,000.00 then either (i) a formal solicitation must be issued, a new contract executed and presented or (ii) the contract renewal must be approved by the City Council before it is executed. The increased spend may be the result of additional departments utilizing a valuable contract.

4.4 Level IV – Formal Solicitation $75,000.00 and over. If the annual Contract Total Cost or a single transaction is $75,000 or higher, the City shall issue a formal solicitation and the Department Director, Law Department, and City Council must approve the Contract before it is executed by the City.  The Department shall coordinate the formal solicitation type and process with Procurement and Contract Services.

No. Departments requesting the solicitation are responsible for providing a list of potential suppliers. The Procurement and Contract Services Division or City staff conducting the solicitation will notify those potential suppliers of the solicitation at the time of posting. When potential suppliers request to be added to the “vendor list” they are provided all information to register with Procurement and Contract Services Division’s current e-bidding service provider Public Purchase or if a potential supplier’s business pertains to construction, they are advised to register with Quest, the e-bidding service utilized for construction projects.  

All formal solicitation information may be obtained by accessing Public Purchase at PublicPurchase.com. For construction projects conducted by the City’s Public Works Department documents may be obtained by accessing Quest at questcdn.com. If posted on the City’s website, generally only the advertisement will be posted, which will provide information on how to obtain solicitation documents.

Contact the specified Procurement Officer or City staff listed on the bid or contract document. The Procurement Officer or applicable City staff will work with the party in dispute to resolve any issues in accordance with the City’s Procurement Policy. 

According to the Missouri Sunshine Law, Chapter 610, section 610.021, paragraph 12, the City will not release any information or documents related to the proposal until a contract has been executed or until all proposals are rejected.

Once an agreement has been issued how do I obtain documents pertaining to that RFP project?

Any requests for information may be submitted via email addressed to the Procurement Officer or City staff identified in the RFP. Procurement and Contract Services or an applicable City department will act on each request in a timely manner.

Once a bid has opened, can I obtain pricing information that was submitted from other suppliers on that bid project?

Yes. Unofficial bid tabulations pertaining to public bid openings are available upon request in accordance with Missouri Sunshine Law, Chapter 610, section 610.021, paragraph 12. Any requests for unofficial bid tabulations may be submitted via email addressed to the Procurement Officer or City staff identified in the bid document. Procurement and Contract Services or an applicable City department will act on each request in a timely manner.