Purchasing Policy Manual (2013)

Taney County Purchasing Ron Erickson, Director of Purchasing
132 David Street Phone: 417-546-7281 Fax: 417-546-3931
P.O. Box 1630 E-mail: rone@co,tanev.mo.us
Forsyth, Missouri 65653 Revised: March, 2013

: ‘ i of!6
 County of
O ts s o u n

TANEY COUNTY COURTHOUSE
Office o f Purchasing
P. O. BOX 1630 • FORSYTH, MO 65653
(417)546-7281 • FAX: (417) 546-7280. ;

TABLE QF CONTENTS:

Cover Page Page 1
Table of Contents Page 2
Mission Statement / Goals and Objectives. Page 3 ,
Purpose / Organization. - Page 4
Purchasing Principles and Policies. Page5
Purchase Orders. / -I ,'<• •. Pages 6 - 7
Legal Bids. .‘ Pages 8 - 1 0
Purchases Below Bid Limit and Sole Source. Pages 1 0 -1 1
Annual Bids / Consultant Procedures. Pages 11-12
Vendor Policies. Page 13
Cooperative Purchasing and Bidder’s List Policies. Pages.14 - 1 5
Contracts and Signatures. Pages 16

Director of Purchasing
■WI I 1i Vs __;
rone@co. taney.mo. us
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. 417-29f-7863(Cell) .

Page 2 o f 16
 Mission Statement

The Taney County Purchasing Department, guided by the highest
standards of professional purchasing practice, seeks to secure needed
products and services for using agencies at the lowest ultimate cost

Its staff is dedicated to providing the latest procurement techniques in a

our care. Finally we strive to represent the county to the business
community in the best possible light, to promote competition to the fullest
practicable extent and to administer its programs openly, uniformly and
fairly. ■V:- 7'/

Goal: To be Responsive

To be Responsible
• Process transactions in accordance with applicable regulations.
Goa 12:
• Acquire goods and services at the lowest possible cost, consistent
with the quality needed for effective use.
• Actively promote and exercise the competitive acquisition process

• Remain active in “Cooperative Purchasing” efforts with other
agencies across the country.
• Protect th e County’s reputation by promoting and adhering to High
Ethical Standards.

Page 3 o f 16
 Purpose

The purpose of this manual is: -

, A. To im plem ent and make effective the purchasing p o lic ie s se t out in ,
Missouri Statutes and as established by the Taney County Commission.
B. To simplify, clarify and modernize Taney County procurement practices.
C. To permit the continued development of procurement policies and
practices. / ■■;' ’
D. To make the procurement procedures in the various user agencies as
consistent as possible. ^ ' Y
E. To provide for public confidence in public procurement procedures.
F. To maximize the purchasing value of county funds.
G. To ensure that every expenditure of public funds (including State and
Federal funds) complies with the terms and conditions of the funding
source. If State or Federal requirements conflict with the provisions of this
manual, nothing in the manual shall prevent the County from complying
with the terms and conditionsof the State or Federal requirements.

Organization of Office of Purchasing
Purchasing Agent: — v:y v ' ' - - v ;v
1. The County Purchasing Agent is responsible to the County Commission
for the performance of County Purchasing Policies.
. 2. Except w hen s ta tu te s in d ic a te th a t ce rta in procedures a re th e s o le
responsibility of th e > Purchasing Agent, the Purchasing Agent may
delegate any of the various purchasing functions in his/heroffice and
under his/her supervision. \ :

1. Senior B u y e r-T h e Senior Buyer gives technical direction and supervision
to the buyers. The Senior Buyer assists in managing the functions of the
office and represents the Purchasing Agent as required. The Senior
Buyer may also perform various technical duties in carrying out the
provisions of purchasing.
2. Buyer - The Buyer performs various technical duties i.n carrying out the
provisions of purchasing. The Buyer is considered part of the professional
technical staff.

PageA of 16
 Purchasing Principles and Policies

A. Principles

Personnel associated with the purchasing function shall comply with the
following principles: ■

1. In all transactions to consider first the interests of the County;
2. To believe and carry out the established policies of the County;
3. To establish practical methods for the conduct of the office; .
4. To counsel and assistfellow Purchasing Agents in the performance of their
duties; ; ; V ; .■VV;';.’ ’'’ ' / V ; ' ;
5. To cooperate with all organizations, and individuals engaged in activities
designed to enhance the development and standards of purchasing; and
6. To encourage participation in the Equal Business Opportunity (EBO)
program in order to attain increased EBO participation in purchasing
activities. v-:^ v.

B. Policies

1. Statutes: .-/y v. y
A. 50.755; It is the duty of the Purchasing Agent to investigate the
need for supplies requested by officers...All county officers,
officials or employees shall make known to the County Purchasing
Agent any and all requirements that may exist for the purchase of
■any and all articles needed for the proper conduct or duties o f
their office or position, and it shall be the duty of such Purchasing
/ Agent, under the direction of the County Commission to investigate
and determine if such article or articles are necessary and actually
required for the proper conduct of the official businessof the county.

B. 50.757; It shall be the duty of the County Purchasing Agent to .
purchase all supplies of whatever kind or nature necessary for the
conduct of the business of the county in all departments, and the
county shall not be liable for any debts except who shall make
purchases. only from those offering the lowest price, quality
considered and the Purchasing Agent is not authorized to purchase
supplies of higher quality or price than is reasonable required for
the purpose to which they are to be applied. The Purchasing Agent
may reject any or all bids for the sale of articles and supplies for the
use of the county.

Page 5 o f 16
 C. 50.660; It is the duty of the County Auditor to certify that there is a .
balance otherwise unencumbered to the credit of the appropriation
. to which it |s to be charged and a cash balance otherwise .
unencumbered in the treasury to the credit of the fund from which
payment is to be made each sufficient to meet the obligation
incurred. - - ■- • : ■: ,vV'

D. 50.770; The word "supplies" as used in sections 50.760 to 50.790,
means materials, equipment, contractual services, and shall be
held and construed to include every article or thing, excluding utility -
services regulated under chapters 392 and 393, RSMo, for which
payment may by law be required to be made by the county, and
including advertising and printing required to be done by the
y county. The term "purchase" includes the rental or leasing of any
equipment, articles, or things. j

2. Purchase Orders: V V-. ■/ ; ■.

A. Request for materials are to be submitted prior to ordering by each
Office Holder (or designee), for supplies listing each item, control
number, quantity, price and vendor (one vendor per order): The
,; request must first be sent to the County Auditor (or designee)
pursuant to RSMo. 50.660 for certification to insure adequate
funding in the department and then forwarded to the Purchasing ■
Department. ■v. ,' -

■V After the Purchasing Department verifies the item is on the bid list
and verifies the bid price, a Purchase Order will be issued. This
order approves said purchase and shall be attached to the invoice
for payment. Should an item be available through a vendor other •. ; \
than the approved vendor, the purchase request may be approved
if the savings on that item reflects a $25.00 savings from the bid *
■■■■/ . price for that item. This savings should also be. noted on the
. requisition form.

B. Request for Services are to be submitted prior to said service by
‘ : each Office Holder (or designee) for any service in the amount v :
of $200.00 or greater. Services are defined as any service
provided on behalf o f T a n e y C o u n t y , t hi s a I s o i n c I u d e s
E n g i n e e r i n g , Architect and Mechanical. The request must
first be sent to the County Auditor (or designee) pursuant to
RSMo. 50.660 for certification to insure adequate funding in the
department and then forwarded to the Purchasing Department. A
purchase order will be issued and should be attached to the invoice
for p a y m e n t . . r - ; - \

Page 6 o f 16
 C. In the event of an emergency, such as vehicle or equipment ;
breakdowns, computer breakdowns, building emergencies etc, the
Office Holder (or designee) shall notify the Purchasing Department
as soon as possible prior to repair order is initiated. The Office
Holder (or designee) shall arrange for the repairs to be made
using the least expensive method o f making the repairs. This is
to be done to continue the service to the public that the public
deserves. The request for materials/services should be submitted
for as soon as possible after the repair. The notation ...
"EMERGENCY" must be noted on the document. (Departments
should keep and maintain adequate stock for pens, folders,
pencils etc. as they are not considered an emergency) •

D. Payment for purchases made prior to the Purchasing Department
issuing an approved purchase order will be the responsibility of the
ordering departments Elected Official. Should the purchase order
not be approved or should the department order the supply/service
prior to a purchase order being approved, that departments Elected
Official will be responsible for that merchandise personally pursuant
: : : ito:■F^‘SMqi."5p.J76b

E. Payment for any purchase of supply and/or service shall not be
completed without an invoice/receipt and the appropriate purchase
order attached. Payment r e q u e s t s w i t h o u 1 1 h e appropriate
attachments will be returned to the Elected Official responsible for
that department and it shall be the responsibility of said Elected
Official to comply with all policies and procedures, otherwise said
expenditure will be paid for personally by that Elected Official. This
. also pertains to the Procurement Card, which is issued on the
request of the Elected Official.

F. Due to various needs arising for m aterials/services that are
performed by the IS Department and the Purchasing Department,
: purchase orders may be requested by either of these departments
for any/all departments of the county. This function ensures that
the County Auditor will have the appropriate information to certify
for fu n d in g .. ■:'/ ■ v ;■.:yv:v 'j .v ,:

G. The Purchasing Department will maintain ail requests for future
budgeting needs. Any Office Holder wishing to. obtain a copy of
year to date requests may do so at. any time by contacting the
Purchasing Department. V ■

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 H. Should the appropriate process not be followed it will be the duty of
the Auditor to notify the Purchasing Agent in w riting of his/her
concerns. : The Purchasing Agent will note, all concerns, make
recommendations and/or changes and notify the appropriate party
as well as the Auditor.

Legal Bids; (including state/federal contracts or cooperative contracts)

A. RSMo. 50.660 requires legal bids on any purchases in the amount
of $4,500.00 and over from any one person, firm or corporation
during any period of ninety (90) days. (Exception -purchases from
state contracts or cooperative contracts are exempt but first must
be verified and approved by the Purchasing Agent)

B. The county Office Holder (or designee) must provide a bid request
to the Purchasing Agent for any intended purchase of materials or
services with an estimated cost of $4,500.00 or more. Said
request shall include but not limited to:

• Description of products or services
V,V Quantity
• Complete Specifications
• Estimated Costs
• Budgeted Account for payment
• Preferred vendor listing 7 - ^

C. The Purchasing Agent will verify funding with the Auditor prior to
finalizing and the preparing of documents for solicitation.

I. Bids submitted by vendors shall be sealed and sent to the
/ Purchasing Agent who shall hold them unopened until the stated
time and date for opening of said invitation.

II. Bids not in the possession of the Purchasing Agent prior to bid
opening will be considered late and will not be opened, but shall be
held in said file. (It is the responsibility of the vendor to make sure
said bid is delivered; delays with the postal system, express
delivery or drive time problems is not the responsibility of the
. county and no exceptions will be allowed.)

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III. Bids shall be opened publicly in the presence of one or more
witnesses, which may include a representative from the requesting
department, at the time and place designated within the original
Request for Bid package. The following key points will be recorded:

V The amount of each bid, ' ,■
• Other relevant inform ation,. . 1
• Name of each bidder.

This record, with full results of each bid, shall be open to public
inspection in accordance with current Sunshine Laws: (Section
610.026, RSMo.)

Bids will be opened in the Commission Hearing Room or
Conference Room, when the Hearing Room is not available. All
bids estimated greater than $100,000 will be scheduled to be
opened in front of the Taney County Commission. The County.
Commission prefers these be opened in a scheduled Commission
meeting as well as all RFPs & RFQs - in front of the Commission.

IV. Subsequent to the opening of all routine bid responses and the
recording of results, as required above, a review process will be
engaged and completed by the requesting department with the
assistance of the Purchasing Department. Once this process is
completed a recommendation will be formulated with support
documentation including copies of all bid responses and a Bid
Tabulation Form. An agenda request will be made to deliver
recommendations to the Taney County Commission, as soon as
possible for their review and vote to aw ard., ; i

V. Notification will be made to all bidders with the results of said bid,
issue the appropriate order and may request acknowledgement and
delivery arrangements from the successful bidder.

VI. To ensure proper payment, delivery of supply/service or
completion of contract shall be verified by the Purchasing Agent
through the requesting Office Holder; then the Auditor shall
stamp the bill as processed for payment and sent to the
Commission for their approval of the invoice and payment.
Should a department bypass t h i s s t ep, a n y problems
a r i s i n g f r o m t he pu r c has e and/or service will hot be the
responsibility of the Purchasing Department to resolve.

Page.9 o f 16
 Vil. Bids shall be unconditionally accepted without alteration or
correction, except as authorized in this Policy. Bids shall be evaluated
based on the requirements set forth in the Invitation for Bids or
' Request for Bids, which may include criteria to determine acceptability
such as inspection, testing, quality, workmanship, delivery, and
suitability for a particular purpose. Those criteria that will affect the bid
price and be considered in evaluation for award shall be objectively
measurable, such as discounts, transportation costs, and total or life
cycle, costs. The Invitation for Bids or .Request for Bids will set forth
y t h e evaluation criteria to be used. Original bi ds shal l remain in the
; custody o f the Purchasing Agent and shall follow the Missouri
State Retention Laws.

VIII. Files will be maintained for bidding information in the manner,
which will allow the county to use in assistance with budgeting for
the next year.

IX. Award: The contract shall be awarded with . reasonable.
promptness by appropriate written notice to the lowest, and best,
responsible and responsive bidder whose bid meets the
requirements and criteria set forth in the Invitatlon for Bids or
Request for Bids - as approved by the Taney County Commission.
(“All contracts and purchases shall be let to the lowest and best
bidder after due opportunity for competition.’’-RSMO. 50.660)

4. Purchases of $1500:00 - $4.499.00: (Not intended for annual bids)

A. The Office Holder (or designee) shall obtain three (3) written quotes
and submit them to the Purchasing Department prior to the
purchase requisition being approved to ensure the County is
' getting the best value. Routine purchases below $1500.00 will not
require quotes, bidding, sole source, nor any other formal competitive
process other than the usual amount of effort to ensure the best
possible choices when acquiring necessary products or services at the
; \ lowest possible cost to the county. ; ■1

5. Sole Source Vendors: . y

A. A Sole Source Vendor form shall be submitted to the Purchasing
Agent prior to submitting a purchase requisition. The Purchasing
; : Agent shall act according to RSMo. 50.753 on behalf of the County
Commission. Pursuant to RSMo. 50.783 on any single feasible
source purchase where the estimated expenditure is three
; thousand dollars or over, the commission shall post notice of the
proposed purchase.

Page 10 o f 16
 Where th e e s t i m a t e d e x p e n d i t u r e i s f i v e thousand dollars
or over, the commission shall also advertise the commission’s, intent
to make such purchase in at least one daily and one weekly
newspaper of general circulation in such places as are most likely to
reach prospective bidders or offerors and may provide such
v information through an electronic medium available to the general
public at least ten days before the contract is to be let.

: B. After investigation by the Purchasing Agent to verify sole source,
the requisition shall be approved In amounts of $50,000.00 or less.
Any sole source above the $50,000.00 the Purchasing Agent shall
solicit approval of the County Commission.

6. Annual Bids:

A. Each department shall be responsible for estimates of future needs
for supplies/equipment and/or services with the assistance of the
Purchasing Department, so that annual bidding is complete and
accurate. Departments need to be alerted to, and track, ongoing
contracts which upon expiration will need to be rebid - making said
requests for re-bidding to the Purchasing Department 45 days prior
v ; t o expiration. 7

. Consultant Selection Procurement Procedures

The purpose of the following is to establish procedures for the selection of
Qualified Professional Engineering for Taney County and the administration of
negotiated contracts to insure that the "third party" has management, fiscal and
technical capabilities to render satisfactory service to Taney County.

The Commission will request firms to subm it.a statement of qualifications and
performance data and to update on an annual basis. Whenever services are
needed for a particular project, the Commission will evaluate current statements
of qualifications and performance data of firms on file together with those that
may be submitted by other firms regarding the proposed projects. ;

In evaluating the qualifications of each firm, for the project being planned, the
county will use the criteria listed below.

Consultant selection criteria:

A. The Consultant's present staff of personnel and their qualifications.
1. The consultant shall furnish in detail the education and
experience of the members of the firm and their key personnel.
If necessary, personal interviews with firm members may be
held.
2. Personal knowledge of the past performance of the members,
wili be a factor.

Page I t ol‘ 16
 . B. The Consultant's experience record.
1. Experience in the preparation of plans and documentation
required to secure the necessary state and federal clearance for
. the design and construction of local county roads and bridges.

2. The adequacy of the consultant's instant staffing together with
available additional staffing for the proposed design-relative to
" t the present design load or other professional services.

3. The experience of the consultant's staff in related highway work
such as work with electronic computer design, traffic analysis,
structural design, hydraulics, etc. will be considered.

C. The County Commissioner's experience in engaging the consultant
for other design work or engineering services.
: 1. A consultant will be considered qualified if past work indicates
both a professional approach and professional results.

D. Location of consultant's design office or staff headquarters.
1. The primary requirement will be that the design office or staff
headquarters be located in Missouri.

E. The financial status of a consultant will be considered sound and
adequate unless there is evidence to the contrary.

\ F. The consultant will have properly trained and experienced personnel
available to perform the services within the time prescribed.

The Commission shall list three highly qualified firms. They will then select the
firm considered best qualified and capable of performing the desired work and
negotiate a contract for the project at hand with the firm selected. The county will
. prepare a written description of the scope of the proposed services as a basis for
. negotiating. . ■ ■‘ y:- .

if the county is unable to negotiate a satisfactory contract with the firm selected,
negotiations with that firm will terminate.

The county will then undertake negotiations with another of the qualified firms it
selected. If there is a failing of accord with the second firm, negotiations with
such firm shall also be terminated. The county will then undertake negotiations
with the third qualified firm.

If the county is unable to negotiate a contract with any of the selected firms, it will
re-evaluate the necessary engineering and/or land surveying services, including
the scope, reasonable fee requirements and then compile a new list of qualified
firms and proceed in accordance with the adopted procedures.

Page 12 o f 16
 Vendors

1. Ethics and Professional Conduct:

A. All employees of Taney County are prohibited, with the exceptioh of an
event, from accepting for personal use any gifts, samples, entertainment,
, special personal price considerations, fees, commissions or other
gratuities from any vendors or bidders except items of negligible value as
indicated in (b). : , . '

B. Employeesmay accept items of negligible value used as obvious forms of
advertisement such as pencils, calendars, notepads and key rings, which
' shall not be considered gratuities. :

C. Vendors or bidders who offer gifts, entertainment, etc. may be declared ,

D. An employee who accepts a gift, entertainment, etc. shall be subject to
disciplinary action. ■ '

2. Relations with Vendors:

A. In consideration of legal aspects and trade relations with vendors, the
Office Holders or designee shall not purchase supplies or services for.
private use. \V '■■■■.; : ' *

B. In capital project contracts, it shall be the general practice that the
contractor supply all required materials unless the use of materials from
County inventories or direct procurement by the County will result in
savings to the County.

3. Relations with Other Agencies:

A. The Purchasing Department shall continuously familiarize itself with the
particular requirements of the various agencies and be receptive to
suggestions or comments. : ’ ; •

B. Each agency shall file detailed estimates of future needs for
supplies/equipment and/or services with the Purchasing Agent, so that
annual bidding is complete and accurate.

C. All questions concerning any aspect of a contact, from initial requisition
through final acceptance of the purchase, shall be addressed to the
Purchasing Department. . ' .

Page 13 o f 16
Cooperative Purchasing:
A. The Purchasing Department shall maintain joint or cooperative
purchasing, with Missouri Office of Administration, Missouri Department of
Transportation and US Communities as well as any/all other such sources.
Bidder's List:

A. Definition: / ■•■■■ : V
A. Bidder's list (email archive) is a current list of persons capable of providing
; supplies/services, which may be purchased for County use. The use
contains: ■■■■ , 7 V 'v ’ ' - '
1) Bidder's name and address.
2) Type of supply/service.
3) Information regarding type of performance history.
: B. Purpose: ■■■/■.;.V.
1) To provide a list of contacts, via email, for competitive bids on
supplies/services. (DBI’s = Direct Bid Invitations.)
2) To provide a. history of bid responses from persons on the
■;"■ ■■ list. : \ -
C. Application: 7
As the Purchasing Department does not require that a vendor register to
be placed, on the vendor list, the following information should be sent to
the Purchasing Agent: „ ; V :

■ 1.) Mailing of hard copy information.
2.) Email information. V
■ 3.) Fax/phone information. v ■ 1 ,

D. Removal from bidder’s list:
The Purchasing Agent may remove the names of persons from the

.1. When the person makes a written request for removal.

2. When the Purchasing Agent declares the person to be an
irresponsible bidder for:

- a) failing, upon written request, to provide proof of
responsibility; o r. v
b) receipt of notification from the State of Missouri; or
c) having repeatedly made slow or unsatisfactory delivery
of supplies or services to the County; or
d) having been found by a court of competent jurisdiction,
within the previous 12 months, to have 7
engaged in unlawful employment practices.

Page 14 o f 16
 Irresponsible bidders shall be removed from the bidder's list for at least
one (1) year. The Purchasing Agent shall notify said bidder of their
removal from the list.

E; Reinstatement on bidder's list: ./

2. Other bidders removed from the . list may apply for
reinstatement whenever the term of their ineligibility is
’y-: complete. :V'-7;-^ v/;
F. Debarred bidder's list: : ' : ■ ..

The Purchasing Agent maintains a Debarred Bidder’s List consisting of
debarred bidders. The list Includes the names and addresses of debarred
■bidders, the reasons for debarment, and the effective date of the removal
period. A determination to dear may be based on the debarment list of
other governmental agencies. ‘ ■

Page 15 o f i <j .
 Contracts

Types of Contracts;

A. The preferred type contract to use for all procurements is firm fixed price
or lump sum. It requires minimum administration and provides maximum
incentive to the supplier. However, any type of contract that will promote
the best interest of the County may be used.

B. A cost-not-to-exceed or cost-reimbursement contract, with an upper limit,
may be used only when the County Commission concludes that such a
contract is likely to be less costly to the County than any other type or that
it is impractical to obtain the. supplies, services, or construction required
except under a cost-not-to-exceed or cost reimbursement contract.

C. Pursuant to RSMo. 50.660 the contract shall bear the certification of the
’ Accounting Officer.

Exemptions: : :■

Noting that there are occasions where opportunities arise to save money,
we welcome those requests for review. The Purchasing Agent, at his/her sole
discretion, is authorized to waive any/all policy as outlined in this manual so long
as it is within the Missouri Revised Statutes and that it is in the best interest for
Taney County.

Adopted and approved to form this 2 / d^v of A I / I ^ C H 2013.

Brandon W. Williams, Western District Commissioner

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