Purchasing Policy Manual (2017)

PURCHASING
POLICY MANUAL

Taney C ounty Purchasing Ron Erickson, D irector o f Purchasing
132 David Street Phone: 417-546-7281 Fax: 417-546-3931
P.O. Box 1630 E-mail: rone@ co.taney.mo.us
Forsyth, M issouri 65653 Revised: July, 2017
TABLE OF CONTENTS:

C o v e r P age P age 1
T a b le o f C o nten ts. P age 2
M issio n S ta te m e n t / G o a ls and O b jectives. P age 2
P u rp o s e / O rg a n iz a tio n . P age 3
P u rc h a s in g P rin cip le s and P olicies. P age 4
P u rc h a s e O rders. P age 4
Q u o te P ro ce ss / E m e rg e n c y P ro c u re m e n t Policy. P age 5
P a ym e n ts, P a y m e n t R ules. P u rch asing D e p a rtm e n t Inform ation. P age 6
Legal Bids. P ages 6- 7
S ole S ou rce . Page 8
A n n u a l Bids. P age 8
C o n s u lta n t P ro ced ures. P ages 8-9
V e n d o rs (E th ic s & P ro fe ssio n a l C o n d u ct) / C o o p e ra tive P urchasing . Page 10
B id d e r’s List In fo rm atio n. Page 11
C o n tra c ts and S ig n a tu re s. Page 12
M is s o u ri S ta tute s. P ages 13-15
E xh ib its a tta c h e d at th e e n d ... P a g e s 16-20

MISSION STATEMENT

The Taney County Purchasing Department, guided by the highest standards of professional
purchasing practice, seeks to secure needed products and services for all county
departments at the lowest ultimate cost consistent with quality, quantity and required
delivery.

Its staff is dedicated to providing the latest procurement techniques in a continuing effort to
achieve the best value for the public funds entrusted to 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.

GOALS AND OBJECTIVES

> To be responsive by providing timely acquisition of goods and services in support
of County operations and scheduled projects while continuing to revise and
improve the purchasing process.
> To be responsible for processing transactions in accordance with applicable
regulations. Acquire goods and services at the lowest possible cost, consistent
with the quality needed for effective use while actively promoting the competitive
acquisition process to add value and protect the taxpayers' investment.
> To remain active in “Cooperative Purchasing” efforts with other agencies across
the country and protect the County's reputation by promoting and adhering to
High Ethical Standards.

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 PURPOSE

The purpose of this manual is:

A. To im plem ent and make effective the purchasing p o lic ie s set 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 for all county departments as consistent as
possible
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 conditions of the State or Federal
requirement.
H. As a clarification certain areas of this policy manual are administered, or managed, by
departments other than the Purchasing Department. Such as Administrative Services,
the Office of the Auditor, and the IS Department.

PURCHASING DEPARTMENT ORGANIZATIONAL STRUCTURE

Purchasing Agent:

1. The County Purchasing Agent is responsible to the County Commission for the
performance of County purchasing policies.

2. Except when statutes indicate that certain procedures are the sole responsibility of the
Purchasing Agent, the Purchasing Agent may delegate any of the various purchasing
functions in his/her office and under his/her supervision.

Buyer:

1. Senior Buyer - The 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. (Position not currently available.)

2. Buyer - The Buyer performs various technical duties in carrying out the provisions of
purchasing. The Buyer is considered part of the professional technical staff. (Position n o t currently
available.)

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 PU R CH ASIN G PRINCIPLES & P O LIC IES
> Principles.
Personnel associated with the purchasing function shall comply with the following principles:

1. In all tra n s a c tio n s to c o n s id e r firs t th e in te re sts o f th e C ounty.
2. T o b elie ve and c a rry out th e e sta b lish e d po licie s o f th e C ounty.
3. T o e sta b lis h p ra ctica l m e th o d s fo r th e co n d u ct of the office.
4. T o a s s is t fe llo w P u rc h a s in g A g e n ts in th e p e rfo rm a n ce of th e ir duties.
5 T o c o o p e ra te w ith ail o rg a n iz a tio n s and in d ivid u a ls e n g a g e d in a ctivitie s d e sig n e d to e n h a n ce the
d e v e lo p m e n t and s ta n d a rd s o f purchasing .
6. T o e n c o u ra g e p a rtic ip a tio n in th e Equal B u sin e ss O p p o rtu n ity (E B O ) program in o rd e r to attain
in cre a se d E B O p a rticip a tio n in p u rch a sin g activities.

> Policies.
A. Purchase Orders.

Purchase Orders for materials, products, and / or services are to be submitted prior to
ordering by each Office Holder (or designee) listing each item, control number, quantity,
price and Vendor (one Vendor per order). Services are defined as any service provided on
behalf of Taney County, this also includes Engineering, Architect, and Mechanical services.

A Purchase Order must first be sent to the County Auditor (or designee) pursuant to
RSMo. 50.660 for certification to insure there is adequate funding in the department and
then forwarded to the Purchasing Department for approval. A purchase order will be issued
and should be attached to the invoice for payment. (NOTE: In accordance with RSMo 50.660. Auditor
Certification is not required regarding any given term & supply contract which does not quantify a measurable
county obligation at time o f execution; but all orders for supplies, materials, equipment, or services,other than
personal, shall Every bid related PO shall
bear the A uditor’s Certification.) include the bidquoted
amount either in the bid number field, with the bid number, or user comments section to
match the PO amount and avoid any possibility of overpayment.

After the Purchasing Agent reviews the Purchase Order per the below described process, it
is formally issued. The Purchasing Agent’s responsibility, as directed by the Commission,
regarding the processing of Purchase Orders is limited to the following:
A.1 Closely inspect Purchase Orders as a final set of eyes.
a .2 Ensure all purchases fall within the bid laws or,
a .3 Verify the presence of circumstances which meet legal requirements.
a .4 Approve or Deny.

Once a PO is either approved or denied the Purchasing Agent no longer has access to
it and has no involvement with Payment Requests. Corrections, adjustments,
modifications or other necessary services to the Purchase Order System are handled by
Accounts Payable or the Information Services Department. The Taney County
Purchasing Agent has no management authority over purchase orders beyond what is
listed above.

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B Quote P rocess fo r Purchases in the $1500.00 - $4499.00 Range.

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. (S ee “E X H IB IT C ” a tta c h e d a t the e n d o f this
m a n u a l.) 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. At any point in time the Purchasing Agent may be contacted to consider
extenuating circumstances allowing he/she to waive this requirement, per assigned authority
given within this policy manual by the Taney County Commission. (Document any/all said
circumstances.)

C. E m ergencies Events.

When a major emergency event occurs such as a flood, tornado, or ice storm, etc. - and
needs are identified requiring a large purchase above the bid limit to initiate recovery
processes, an “Emergency Event Procurement” form is to be used by departments. This
process is handled through the Purchasing Agent working closely with the department and
the Taney County Commission to ensure proper approval and tracking of all emergency
procurements. This includes any/all emergencies where our quick response is required to,
“protect against further loss of, or damage to, County property, to prevent or minimize serious
disruption in County services” per state statute. Policy as follows below.

Taney C ounty E m ergency P rocurem ent P olicy (PER RSMo. # 50.780.2): N o tw ith sta n d in g any
o th e r p ro v is io n s o f th is P o licy th e T a n e y C o u n ty C o m m issio n m ay w a ive th e re q u ire m e n t of
c o m p e titiv e bids o r p ro p o sa ls fo r s u p p lie s w hen th e C o u n ty C o m m issio n has d e te rm in e d th a t th e re
e xists a th re a t to life, prope rty, pu b lic health, or public sa fe ty or w h e n im m e d ia te e x p e n d itu re is
n e c e s s a ry fo r re p a irs to C o u n ty p ro p e rty in o rd e r to p ro te ct a g a in st fu rth e r loss of, o r d a m a g e to,
C o u n ty prope rty, to p re ve n t or m in im ize se rious d isru p tio n in C o u n ty se rvice s or to e n su re the
in te g rity o f C o u n ty reco rd s. E m e rg e n cy p ro cu re m e n ts shall be m ade w ith as m uch co m p e titio n as is
p ra c tic a b le u n d e r th e circu m s ta n c e s . A fte r an e m e rg e n c y p ro c u re m e n t is m ade by th e C ounty
C o m m is s io n , th e n a tu re of th e e m e rg e n c y and the vote a p p ro vin g th e p ro c u re m e n t shall be noted in
th e m in u te s o f th e next re g u la rly s c h e d u le d m eeting. A w ritte n d e te rm in a tio n o f th e basis fo r the
e m e rg e n c y and fo r th e se le ctio n o f th e p a rtic u la r c o n tra c to r shall be in cluded in th e c o n tra c t file. A s
s o on as p ra ctica b le , a reco rd of each e m e rg e n cy p ro c u re m e n t shall be m ade in cluding the
c o n tra c to r’s nam e, a m o u n t and ty p e of th e contract, a listing o f th e item (s) p rocured u n d e r the
c o n tra ct. T h e C o u n ty P u rch a sin g A g e n t w ill a ssign a sp e cific E m e rg e n cy E vent P ro cu re m e n t
n u m b e r (“ E E P ”) fo r each e v e n t to co ve r all e m e rg e n cy p u rch a se s m ade w ithin th e n e ce ssa ry
re c o v e ry tim e fra m e as se t by th e T a n e y C o u n ty C om m issio n . (S ee “E X H IB IT B ” a tta c h e d a t the
e n d o f th is m a n u a l.)

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D. Payment for any purchase of supplies and/or services shall not be completed without an
invoice/receipt and the appropriate purchase order attached. Payment requests without the
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. This also pertains to the Procurement Card, which is issued at the request
of the Elected Official.

E. Due to various needs arising for materials/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 funding.

F. The Purchasing Department maintains information for future bidding needs. Departments
needing this information should contact the Purchasing Department.

G. Should the appropriate process not be followed it will be the duty of the Auditor to notify the
Purchasing Agent in writing 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.

H. Legal Bids.

RSMo. 50.660 requires legal bids on any purchases greater than $4,500.00 from any one
person, firm or corporation during any period of ninety (90) days. (Exception is purchases
using state contracts or other cooperative contracts are exempt from routine bidding but first
must be verified and approved by the Purchasing Agent.)

H .1 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 more than
$4,500.00. Said request shall include but not limited to:

'r' Description of products or services
r* Quantity
r* Complete Specifications
Estimated Costs
> Budgeted Account for payment
> Preferred Vendor listing

h .2 The Purchasing Agent will confirm that the county Office Holder (or designee) requesting
any given purchase - has verified adequate funding is available via the Auditor prior to
finalizing and preparing the documents for solicitation.
h .3 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.
h .4 Bids received after the listed closing date/time will be considered late Bids and NON-
RESPONSIVE. They will remain un-opened. (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 are not the responsibility of the county and no exceptions will be allowed.)

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h .5 Bids will be opened in the Commission Hearing Room or Conference Room, when the
Hearing Room is not available. Bids requested by the “Originator”, may be scheduled to be
opened in front of the Taney County Commission. Also RFPs & RFQs - may be scheduled
for opening in front of the Commission.
h .6 Bids shall be opened 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:

s The amount of each bid,
s Other relevant information,
s Name of each Bidder.

This record, with full results of each bid, shall be available for public inspection in accordance
with current Sunshine Laws: (Section 610.026, RSMo.)
h .7 Subsequent to the opening of all 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 award.

h .8 Bids shall be evaluated based on the requirements set forth in the Request for Bid, 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 Request for Bid will set
forth evaluation criteria to be used. Original bids shall remain in the custody of the
Purchasing Agent and shall follow the Missouri State Retention Laws.

h.9 A w ard: 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 Request for Bid - 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)
h .io Post award notifications will be made to all bidders with the results of said bid. Same
information also posted on the Taney County website.
H.11 To ensure proper payment and delivery of products / services - a contract “DRAFT”shall be
completed by the Purchasing Agent working with the Legal Department.
H.12 The Auditor shall stamp all bills processed for payment and send to the Commission for their
approval of the invoice and payment. Should problems, delays, or other unforeseen
discrepancies occur involving any purchase, and/or service, it will not be the responsibility of
the Purchasing Agent alone to resolve. However, working with the respective department the
Purchasing Agent will always be available to assist in finding solutions / resolutions.

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I. Sole Source P urchases.
When a department has a purchasing need they believe to be only available from one specific
source, or Vendor, a “single source purchase” form (SSP) shall be submitted to the Purchasing
Agent prior to proceeding with any such purchase. (See “EXHIBIT A” attached at the end of this
manual.) 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. Where the estimated expenditure is five 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 information through an electronic
medium available to the general public at least ten days before the contract is to be let. This
process is handled by the Purchasing Agent.
After investigation by the Purchasing Agent to verify sole source, a presentation will be made
in an open meeting requesting a formal declaration of any given sole source Vendor for the
purpose of award of said purchase by the County Commission with the required stipulation that
if at any future time an alternative source for like products and services should identify itself, the
Commission would then immediately set aside this declaration. At such time Taney County will
take other available statutorily governed steps as required, acting in the best interest of the
County, to legally procure like products and services.
J A nnual Bids.
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 re-bid - making said requests for re-bidding to the Purchasing
Department 45 days prior to expiration.

K. C o n su lta n t Selection P rocurem ent Procedures.

Per RSMo. 8.285-8.291 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 Purchasing Agent will oversee this process by use of a “Request For Qualifications” (RFQ)
including advertising, meetings, etc. The Commission may request firms to submit a
statement of qualifications and performance data and to update on an annual basis.

Whenever services are needed for a particular project, the Commission may evaluate current
statements of qualifications and performance data of firms on file together with others
regarding the proposed projects. In evaluating the qualifications of each firm, for the project
being planned, the county will use the criteria listed as follows.

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k .1 The consultant shall furnish education and experience details of the members of the firm
and their key personnel. If necessary, interviews with firm members may be held.
k .2 Personal knowledge of the past performance of the members will be a factor.
k.3 Experience in 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.
k.4 The adequacy of the consultant's instant staffing together with available additional staffing
for a proposed design-relative to present design load or other professional services.
k.5 The experience of consultant's staff in related highway work such as work with electronic
computer design, traffic analysis, structural design, hydraulics, etc. will be considered.
k.6 The County’s experience in engaging the consultant for other design work or engineering
services will be a considered qualification if past work indicates both a professional approach
with professional results.
k .7 A primary consideration will be, “The firm ’s proximity to and familiarity with the area in which
the project is located.”
k .8 The financial status of a consultant will be considered sound and adequate unless there is
evidence to the contrary.
K.9 The consultant will have properly trained and experienced personnel available to perform the
services within the time prescribed.

The Commission, working with the Purchasing Agent, should identify and select at least three
(3) qualified firms to choose from. They will then select the one 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.

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 available. 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
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.

In many cases the use of cooperative purchasing per, RSMo. 70.220 may be used to save the
County time and funds as well as restore, correct, or repair County property, roads, or bridges
much more quickly to ensure the best services and safety to the public. All services as listed,
within section “K”, here are available through cooperative purchasing specifically through the
State of Missouri Office of Administration, or the Missouri “On Call” list established by MODOT
through a bid process available to Taney County.

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 V e n d o r s . (Ethics and Professional Conduct.)

All employees of Taney County are prohibited, with the exception 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 ( l . 2) below.

Employees may 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.

Vendors or Bidders who offer gifts, entertainment, etc. may be declared irresponsible
Bidders and may be debarred from bidding.

An employee accepting a gift, entertainment, etc. shall be subject to disciplinary action.

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.

. C ooperative Purchasing.
An active list of cooperative agencies Taney County is registered with, or maintains
memberships with, will be available from the Purchasing Agent. All products / services
discussed / addressed specifically within this policy manual are available through cooperative
purchasing. Copies of cooperative contracts / agreements will, in all cases, meet Missouri
statutory requirements when applied toward Taney County purchasing needs. Said copies will
be kept on file electronically by Purchasing. Examples include:

> State of Missouri Cooperative Purchasing, (Office of Administration).
> Missouri Department of Transportation (MODOT).
> Mid-Missouri Public Purchasing Cooperative (MACPP).
> Missouri Association of Public Procurement (MAPP).
> National Association of Counties (NACO).
> Western States Contracting Alliance (WSCA).
> National Joint Powers Alliance (NJPA).
> U.S. Communities.
> General Services Administration (GSA).
> National IPA
> CDW-G (Managed Print Services Equipment).
> Any/all available sources, or other governmental agencies, nationwide.

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 N. Bidder's List.

The Taney County Purchasing Department does not maintain, require, manage, nor
enforce a structured “Bidder’s List” as is the case with larger governmental entities.

(1) No formal registration requirements, up front qualifications, credit checks, or other
such activities are required for Vendors before they can participate in any, or all, routine bid
processes handled solely by the Purchasing Agent.

(2) On occasion, when very large projects are involved and the County makes use of
selected project managers through the RFQ process, said manager may require
qualifications specific to a certain project, this being an exception to the routine.

(3) As a general rule, interested Vendors may / should send an information package
via email to the Purchasing Agent at rone@co.taney.mo.us for filing by commodity to be
used for direct bid invitations sent through email. (DBIs)

(4) The main purpose of any structured “Bidder’s List” as used by larger governmental
entities, with much higher population levels requiring a centralized purchasing system, is
punitive. Registration requirements to get on said “Bidder’s List” include options for that entity
when awarded Vendors fail to meet their agreed upon stipulations post award. To date this is
not an issue in Taney County.

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 CONTRACTS

Types of C ontracts:

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 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. (NOTE: Also in pursuant to RSMo 50.660. Auditor Certification is not
required regarding any given term & supply contract which does not quantify a measurable county
obligation at time o f execution/ but all orders for supplies, materials, equipment, or services, other
than personal, shall bear the A uditor’s Certification.)

Exem ptions:

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 policies 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.

Mike Scofield, Presiding Comrrfissioner

Sheila Wyatt, Eastern t^jstrict Commissioner

BTainJuiiiATVVilliams, Western District Commissioner

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 Missouri Revised Statutes (Applicable to, or referenced, in this Policy Manual.)
50.660; All contracts shall be executed in the name of the county, or in the name of a township in a county
with a township form of government, by the head of the department or officer concerned, except contracts for
the purchase of supplies, materials, equipment or services other than personal made by the officer in charge
of purchasing in any county or township having the officer. No contract or order imposing any financial
obligation on the county or township is binding on the county or township unless it is in writing and unless
there is a balance otherwise unencumbered to the credit of the appropriation to which it is 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 and unless the contract or order bears the certification
of the accounting officer so stating; except that in case of any contract for public works or buildings to be
paid for from bond funds or from taxes levied for the purpose it is sufficient for the accounting officer to
certify that the bonds or taxes have been authorized by vote of the people and that there is a sufficient
unencumbered amount of the bonds yet to be sold or of the taxes levied and yet to be collected to meet the
obligation in case there is not a sufficient unencumbered cash balance in the treasury. All contracts and
purchases shall be let to the lowest and best bidder after due opportunity for competition, including
advertising the proposed letting in a newspaper in the county or township with a circulation of at least five
hundred copies per issue, if there is one, except that the advertising is not required in case of contracts or
purchases involving an expenditure of less than six thousand dollars. It is not necessary to obtain bids on
any purchase in the amount of four thousand five hundred dollars or less made from any one person, firm or
corporation during any period of ninety days. All bids for any contract or purchase may be rejected and new
bids advertised for. Contracts which provide that the person contracting with the county or township shall,
during the term of the contract, furnish to the county or township at the price therein specified the supplies,
materials, equipment or services other than personal therein described, in the quantities required, and from
time to time as ordered by the officer in charge of purchasing during the term of the contract, need not bear
the certification of the accounting officer, as herein provided; but all orders for supplies, materials,
equipment or services other than personal shall bear the certification. In case of such contract, no financial
obligation accrues against the county or township until the supplies, materials, equipment or services other
than personal are so ordered and the certificate furnished.
50.750. Every county officer, agent or any governing body of any county in this state authorized to make purchases for
use of their county shall purchase and use only those materials, products, supplies, provisions and other needed articles
produced, manufactured, compounded, made or grown within the state of Missouri, when they are found in marketable
quantities in the state and are of a quality suited to the purpose intended, and can be secured without additional cost over
foreign products or products of other states; provided, however, that quality and fitness of articles shall be considered in
purchasing or letting contracts for articles herein mentioned.
50.753. The county commission of any county may by order of the commission appoint some suitable person to the
position of county Purchasing Agent. The Purchasing Agent shall serve at the pleasure of the county commission, and at
such compensation as is determined by the commission. The county commission may appoint assistants for the
Purchasing Agent and may fix their compensation.
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 of 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 required for the proper conduct of the official county business.

Taney County Purchasing Policy Manual July: 2017
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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.
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 county. The term "purchase" includes the rental or leasing of any
equipment, articles, or things.
50.780. 2; The county commission may waive the requirement of competitive bids or proposals for supplies when the
county commission has determined that there exists a threat to life, property, public health, or public safety or when
immediate expenditure is necessary for repairs to county property in order to protect against further loss of, or damage to,
county property, to prevent or minimize serious disruption in county services or to ensure the integrity of county
records. Emergency procurements shall be made with as much competition as is practicable under the
circumstances. After an emergency procurement is made by the county commission, the nature of the emergency and the
vote approving the procurement shall be noted in the minutes of the next regularly scheduled meeting.
50.783; The county commission may waive the requirement of competitive bids or proposals for supplies when the
commission has determined in writing and entered into the commission minutes that there is only a single feasible source
for the supplies. Immediately upon discovering that other feasible sources exist, the commission shall rescind the waiver
and proceed to procure the supplies through the competitive processes as described in this chapter. A single feasible
source exists when:
(1) Supplies are proprietary and only available from the manufacturer or a single distributor; or
(2) Based on past procurement experience, it is determined that only one distributor services the region in which the
supplies are needed; or
(3) Supplies are available at a discount from a single distributor for a limited period of time.
2. 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. Where the estimated expenditure is five 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 information through an electronic medium available to the general public at least ten days before the contract
is to be let.
3. Notwithstanding subsection 2 of this section to the contrary, on any single feasible service purchase by any county of
the first classification with more than one hundred fifty thousand but fewer than two hundred thousand inhabitants or any
county of the first classification with more than two hundred sixty thousand but fewer than three hundred thousand
inhabitants where the estimated expenditure is six thousand dollars or over, the commission shall post notice of the
proposed purchase and 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 information through an electronic medium available to the general public at least ten days before the contract
is to be let.
610.026. 1. Except as otherwise provided by law, each public governmental body shall provide access to and, upon
request, furnish copies of public records subject to the following:
(1) Fees for copying public records, except those records restricted under section 32 .091 , shall not exceed ten cents per
page for a paper copy not larger than nine by fourteen inches, with the hourly fee for duplicating time not to exceed the
average hourly rate of pay for clerical staff of the public governmental body. Research time required for fulfilling records
requests may be charged at the actual cost of research time.

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Based on the scope of the request, the public governmental body shall produce the copies using employees of the body
that result in the lowest amount of charges for search, research, and duplication time. Prior to producing copies of the
requested records, the person requesting the records may request the public governmental body to provide an estimate of
the cost to the person requesting the records. Documents may be furnished without charge or at a reduced charge when
the public governmental body determines that waiver or reduction of the fee is in the public interest because it is likely to
contribute significantly to public understanding of the operations or activities of the public governmental body and is not
primarily in the commercial interest of the requester;
(2) Fees for providing access to public records maintained on computer facilities, recording tapes or disks, videotapes or
films, pictures, maps, slides, graphics, illustrations or similar audio or visual items or devices, and for paper copies larger
than nine by fourteen inches shall include only the cost of copies, staff time, which shall not exceed the average hourly
rate of pay for staff of the public governmental body required for making copies and programming, if necessary, and the
cost of the disk, tape, or other medium used for the duplication. Fees for maps, blueprints, or plats that require special
expertise to duplicate may include the actual rate of compensation for the trained personnel required to duplicate such
maps, blueprints, or plats. If programming is required beyond the customary and usual level to comply with a request for
records or information, the fees for compliance may include the actual costs of such programming.
2. Payment of such copying fees may be requested prior to the making of copies.
3. Except as otherwise provided by law, each public governmental body of the state shall remit all moneys received from
fees charged pursuant to this section to the director of revenue for deposit to the general revenue fund of the state.
4. Except as otherwise provided by law, each public governmental body of a political subdivision of the state shall remit all
moneys received by it or for it from fees charged pursuant to sections 610.010 to 610.028 to the appropriate fiscal officer
of such political subdivision for deposit to the governmental body's accounts.
5. The term "tax, license or fees" as used in Section 22 of Article X of the Constitution of the State of Missouri does not
include copying charges and related fees that do not exceed the level necessary to pay or to continue to pay the costs for
providing a service, program, or activity which was in existence on November 4,1980, or which was approved by a vote of
the people subsequent to November 4,1980.

70.220.1. Any municipality or political subdivision of this state, as herein defined, may contract and cooperate with any
other municipality or political subdivision, or with an elective or appointive official thereof, or with a duly authorized agency
of the United States, or of this state, or with other states or their municipalities or political subdivisions for the planning,
development, construction, acquisition or operation of any public improvement or facility, or for a common service;
provided, that the subject and purposes of any such contract or cooperative action made and entered into by such
municipality or political subdivision shall be within the scope of the powers of such municipality or political subdivision.

8.285. It shall be the policy of the state of Missouri and political subdivisions of the state of Missouri to negotiate contracts
for architectural, engineering and land surveying services on the basis of demonstrated competence and qualifications for
the type of services required and at fair and reasonable prices.

8.289. Present provisions of law notwithstanding, in the procurement of architectural, engineering or land surveying
services, each agency which utilizes architectural, engineering or land surveying services shall encourage firms engaged
in the lawful practice of their professions to annually submit a statement of qualifications and performance data to the
agency. Whenever a project requiring architectural, engineering or land surveying services is proposed for an agency of
the state or political subdivision thereof, the agency shall 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 project. In evaluating
the qualifications of each firm the agency shall use the following criteria:
(1) The specialized experience and technical competence of the firm with respect to the type of services required;
(2) The capacity and capability of the firm to perform the work in question, including specialized services, within the time limitations
fixed for the completion of the project;
(3) The past record of performance of the firm with respect to such factors as control of costs, quality of work, and ability to meet
schedules;
(4) The firm's proximity to and familiarity with the area in which the project is located.

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 NOTICE OF INTENT TO DECLARE SINGLE SOURCE PROVIDER Na
ORIGINATING OFFICE:
PERSON(S) REQUESTING:
CONTACT PH O N E:
DATE RELEASED:
DEADLINE I DISCUSSION DATE:
DISCUSSION LOCATION:

EXHIBIT = A (2 p a g e s )
Any/all discussions concerning this process to declare Sole Source will be held in
front of the Taney County Commission, on above date & time. Interested parties as
well as the public in general are welcome. A final determination to declare will be
made shortly thereafter in lieu of, or lack thereof, alternatives being presented.

Vendor Name
Vendor Address
Vendor Phone
Service Description
Estimated Cost

The following is a list of questions to be answered when making sole source requests. This is
a formal document for submission to the County Commission. If a question is not applicable,
please indicate N/A. Use layman’s terms and avoid jargon and the use of acronyms.

1. Please check all that apply as the reason(s) for this sole request:
□ Only Known Source-Similar service not available from another vendor.
□ Equipment or service must be compatible with existing Equipment.
□ Immediate purchase necessary to correct situation threatening life/property.
□ Lease Purchase - Exercise purchase option on lease.
□ Medical device or supply specified by physician.
□ Used Equipment - Within price set by one/two appraisal(s) by disinterested
parties.
□ Other. (Explain.)

2. Describe the unique features/compatibility of the service that precludes competitive
bidding.

3. What research has been done to verify this vendor as the only known source?

4. Does this vendor have any distributors or dealers that sell their service to others?
□ Yes (please attach a list of known sources).
□ No.

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5. Must this service be compatible with present inventory/equipment, or in
compliance with the manufacturer’s warranty or existing service agreement? If
yes, please explain.

6. Once this declaration is approved, what additional upgrades, additions, or supplies is
anticipated or projected over the useful life of this product?

7. If this is an upgrade/add-on/supply/repair/etc. to existing equipment, how was the
original equipment purchased (sole source or competitive bid)?

8. What additional, related, sole source purchases have occurred since the initial
purchase?

9. How has this service been purchased in the past? (Sealed Bid, Sole Source, RFP,
other) Please provide document numbers.

10. What are the consequences of not securing this specific service?

11. Additional reasons supporting the continuation of this service.

12. How long is sole source approval necessary for this type of purchase? Is this a one­
time purchase or is there an identified time period needed?

NOTE: If any possible viable competition has been established resulting from responses received during this
process that meets / exceeds ALL requirements as set forth within this document please circle “YES" here and
attach details in writing to this SSP. Otherwise a motion will be made by the Taney County Commission to finalize
this declaration by a signature below designating listed Vendor on page 1, as a “Single Feasible Sole Source"
available to provide those said services listed within this SSP as well as within any necessary or required approved
contracts that may follow...

Commission Approval:

Signature Date

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 TANEY COUNTY MISSOURI
Purchasing Department

132 David Street / P. O. Box 1630
EXHIBIT = B (2 p a g e s) Forsyth, Missouri 65653

Taney County Emergency Procurement Policy (PER RSMo. # 50.780.2): Notwithstanding any other
provisions of this Policy the Taney County Commission may waive the requirement of competitive bids or
proposals for supplies when the County Commission has determined that there exists a threat to life, property,
public health, or public safety or when immediate expenditure is necessary for repairs to County property in order
to protect against further loss of, or damage to, County property, to prevent or minimize serious disruption in
County services or to ensure the integrity of County records. Emergency procurements shall be made with as
much competition as is practicable under the circumstances. After an emergency procurement is made by the
County Commission, the nature of the emergency and the vote approving the procurement shall be noted in the
minutes of the next regularly scheduled meeting. A written determination of the basis for the emergency and for
the selection of the particular contractor shall be included in the contract file. As soon as practicable, a record of
each emergency procurement shall be made including the contractor’s name, amount and type of the contract, a
listing of the item(s) procured under the contract. The County Purchasing Agent will assign a specific Emergency
Event Procurement number (“EEP”) for each event to cover all emergency purchases made within the necessary
recovery timeframe as set by the Taney County Commission.

REQUEST FOR EMERGENCY PROCUREMENT - EEP#____________

DATE REQUESTED:

EMERGENCY EVENT:

ORIGINATING OFFICE:

PERSON(S) REQUESTING:

CONTACT PHONE :

UPON COMPLETION OF THIS FORM, PLEASE SUBMIT TO THE PURCHASING DEPARTMENT

PURCHASING DEPARTMENT APPROVAL:____________________________________________________
Signature Date

EMERGENCY EVENT PROCUREMENT NUMBER: EEP# ______________ (Assigned by Purchasing)

COMMISSIONER A P P R O V A L :______________________________________________________________
Signature Date

EMERGENCY EVENT RECOVERY DATES:_________________________ - through - ___________________

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Vendor Name
Vendor Corporate Address
Vendor Phone
i|
Product / Service Described
Estimated Cost l
The following is a list of questions that must be answered when making emergency procurement
requests. This is a formal document for submission to the Commission for the requesting department.

1. Please describe the reason for the request of emergency procurement with respect to the threat
to public health, welfare, or safety:

2. Describe anticipated consequences of not procuring immediately:

3 Describe and attach any quotes received:

4. Is th is a one-tim e p u rc h a s e ? _______ Yes o r ______ No. If not, detail the anticipated future
purchases with anticipated acquisition dates.

5. Please pro vid e a c u rre n t - sig ned W-9 from su p p lyin g Vendor.

6. Please provid e the name o f the person w h o signed I authorized th e ir quote I invoice.

7 Please pro vid e any/all w a rra n ty in fo rm a tio n to be added to o u r C o ntract Agreem ents

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 EXHIBIT = C (l p a g e )
QUOTE PROCESS
DATE: CHECKED BY:
PRODUCT:
DEPARTMENT:
VENDOR: DATE:

CONTACT: PHONE:

PRICE: WEBSITE:

DETAILED DESCRIPTION:

VENDOR: DATE:

CONTACT: PHONE:

PRICE: WEBSITE:

DETAILED DESCRIPTION:

VENDOR: DATE:

CONTACT: PHONE:

PRICE: WEBSITE :

DETAILED DESCRIPTION:

This form may be used at the Department level to assist in tracking compliance with section
B, page #5, of the Taney County Purchasing Policy for purchases falling in the range of
$1500.00-$4,499.99.

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