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. Per the City’s Procurement Policy, section 4.2 Types of Procurement Methods and Dollar Thresholds, thresholds are as follows:

4.2.1 Unrestricted: $.01 to $2,999.99 - Departments are strongly encouraged to obtain the lowest cost through cost comparisons. This method requires approval as determined by the specific department.

4.2.2 Request for Quotations (RFQ): $3,000.00 to $9,999.99 – City staff shall secure a minimum of three (3) quotations (if possible) from vendors if the item being procured is not available on an existing contract and if a sufficient number of vendors are available. This method requires approval by the department director or designee.

4.2.3 Informal Bids/Solicitations: $10,000.00 to $49,999.99 – All informal solicitations within this dollar range shall be submitted to a pre-determined vendor list and may be broadcast on the Internet. This method requires approval of a contract by the city manager.

4.2.4 Formal Bids/Solicitations (IFB): $50,000.00 and over – All solicitations for this dollar range shall be appropriately advertised, broadcast and received either in hard copy or electronically via a City approved Electronic Bidding System as determined by the department unless state or federal law governing a specific procurement provides otherwise. This method requires approval of a contract by the City Council.

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.

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.

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.

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. You may also reference Section 12. Bid Protests and/or Section 13. Other Protests and Disputes of the City’s Procurement Policy.