(a)   Supervisors may spend an amount not to exceed $500.00 for commodities and an amount not to exceed $1,500.00 for contractual expenses without council approval or formal bids. Expenses over $1,000.00 must be approved by the departmental committee chair.

(b)   Any purchases over the aforementioned amounts shall require three formal bids. Committee chairs can approve authorization to advertise for bids.

(c)   Exceptions. Purchases of motor fuels, concrete, road oil, rock and chemicals need not be approved by the city council as long as there are sufficient public funds budgeted to pay for it. The department head purchasing motor fuels, concrete, road oil, rock and chemicals shall make at least three telephone calls for competitive bids, if competitive bids are possible.

(Ord. 870, Sec. 1; Code 2021)

Except as otherwise provided in this article, contracts for the purchase, rental or lease of goods, supplies, materials, equipment or services shall be awarded on the basis of competitive bids to the lowest and/or best bidder, taking into consideration conformity with the specifications, terms of delivery and other conditions imposed in the solicitation for bids.

(Ord. 870, Sec. 2)

All specifications issued by the department head under authority of this article shall contain applicable language alerting all potential bidders to the pertinent affirmative action, anti-discrimination requirements of the State of Kansas and city as amended from time to time. All specifications shall also include language notifying all potential bidders that the city council reserves the right to accept or reflect any or all bids and the right to waive any or all informalities or irregularities therein. All specifications for bids shall notify bidders that the city council reserves the right to reject any and all bids.

(Ord. 870, Sec. 4)

In all instances in which formal written bids are received, bids shall be publicly opened, read aloud and properly recorded on a tabulation sheet. The department head shall evaluate the bids received and forward a recommendation to the city council for the final decision regarding the award.

(Ord. 870, Sec. 5)

The city council, may elect to reject any bid in excess of engineers estimate if an estimate is available and negotiate thereafter, or reject all bids. If the city council authorizes negotiations, the city counselor/attorney and the affected department head shall negotiate with the lowest bidder first.

If negotiations fail with the lowest bidder, the city council may authorize negotiations with the next lowest bidder and each bidder in sequence through all bidders until a satisfactory agreement is reached. At any time during negotiations the city council may terminate negotiations or order the purchase re-bid.

(Ord. 870, Sec. 6)

When a bid is accepted by the city council the amount thereof shall be charged against the current appropriation of the department for which the bid is accepted by issuing an accounts payable. If a contract for services is awarded, a contract payable will be issued.

(Ord. 870, Sec. 7)

The procedures required by this article shall not apply to the payment of expert witness services, outside legal counsel, real estate title abstract services in connection with tax foreclosures, or costs for other legal matters. All contracts for outside legal counsel must be approved by the city council prior to their effectiveness. The procedures required by this article shall not apply to services of architects, attorneys, engineers and appraisers selected by the city council. The procedures required by this article shall not apply to the purchase of contracts of insurance. The procedures required by this article shall not apply to professional services.

(Ord. 870, Sec. 8)

The city council may refuse to authorize payment for any contract or purchase which has been made or entered into in violation of this article. After a hearing in an open public meeting, the city council may authorize payment for any contract or purchase which has been made or entered into if they find purchasing procedures as set out in this article were unintentionally not followed.

(Ord. 870, Sec. 9)

It is the intent of the city council to cooperate with other governmental entities on consolidated purchases when such consolidated purchases are feasible. State or federal grant funds or matching funds may be expended in accordance with the requirements of that governmental agency.

(Ord. 870, Sec. 10)

For good cause, the city council may waive any or all of the requirements of this article for specific purchases only at an open public meeting.

(Ord. 870, Sec. 13)