Hallsville Procedure of Property, Equipment, or Materials ordinance (§ 145.070)

A. Advertisement For Bids, Required When. All purchases of personal property by the City shall be by competitive bid, except that purchases of less than one thousand dollars ($1,000.00) may be made on the open market. If the cost of any such personal property is expected to be over one thousand dollars ($1,000.00) and less than five thousand dollars ($5,000.00), then price quotes shall be informally solicited from at least three prospective suppliers, and such quotes shall be recorded and retained in the City's records for a period of five (5) years. If the cost of any such personal property is expected to be over five thousand and one dollars ($5,001.00) and less than fifteen thousand dollars ($15,000.00) then written bids shall be solicited from at least three prospective suppliers, and such quotes shall be retained in the City's records for a period of five (5) years. If the cost of any such personal property is expected to be over fifteen thousand and one dollars ($15,001.00), then advertisements for bids shall be inserted at least one (1) time in a newspaper of general circulation in the City of Hallsville, Missouri, to appear at least one (1) week before such bids are to be opened. In all cases, the purchase shall be made from the lowest and/or best bidder, except that the City shall have the right to reject any or all bids and then either solicit new bids or, in the case where a better price may be obtained on the open market, make the purchase on the open market, except that purchases from other government entities under that State Surplus Property Law and purchases found by the Board to be needed on an emergency basis, need not be competitively bid.

B. Authorization For Purchases.

1. Any City official, officer or employee will be reimbursed for any purchase made on behalf of the City which is less than fifty dollars ($50.00) if the City Treasurer is furnished with a receipt for the purchase promptly after the purchase and if reimbursement is approved by the City Administrator and presented to the Board of Aldermen for approval at the next scheduled Board meeting.

2. No employee of the City shall make any purchase on behalf of the City, without authorization from the Administrative Supervisor of their Department within budgets allotted to them. Administrative supervisory personnel must receive approval from the Mayor or City Administrator for purchases over five hundred dollars ($500.00).

3. No City elected official officer or any employee may incur any debt on behalf of the City without authorization from the majority of the Board of Aldermen. The Mayor or City Administrator may not authorize any purchase in excess of five thousand dollars ($5,000.00) without approval of the Board of Aldermen.

4. The provisions of this Subsection notwithstanding, administrative supervisory personnel may exceed the purchase limit of five hundred dollars ($500.00) if the purchase is determined by

supervisory personnel to be an emergency purchase. An emergency purchase constitutes a purchase which must be made in order to protect the lives, safety or property of the City or its citizens from an imminent peril for which, in the opinion of said administrative supervisory personnel, the provisions of this Subsection cannot reasonably be complied with, including but not limited to such occurrences as a sewer pump operating improperly, causing destruction to properly, snow removal equipment fails to operate during the snow removal season, a police automobile or radio needs immediate attention to continue to provide safety for the citizens of Hallville, etc. When an emergency purchase is made, the Administrative Supervisor will immediately submit a written report to the City Administrator who will then present the expense at the next Board of Aldermen meeting. A copy of the invoice will be attached to the report and the report will explain the emergency situation in detail.

5. The Board or City Administrator may designate those persons authorized to use charge accounts set up in the City's name. Use of charge accounts shall be subject to the provisions of Subsection (B)(1), (2) and (3) of this Section.