Title 3 - Revenue and Finance

3.10 Purchase of Supplies

Contents:

3.10.010 Purchase of Supplies, Equipment and Services - Records and Reports.

The City Manager, by and in conjunction with the Governing Body of the City, shall purchase all supplies, equipment and services for the City for each and every department thereof, and shall keep true and accurate account of all purchases so made, and shall make a report biweekly to the Governing Body of all purchases.

(History: Ord. PS-1973 §1, 96; PS-854 §1, 75; PS-221 §1, 68)

Effective on: 1/1/1901

3.10.020 Bid Requirements and Public Improvement Estimates

  1. A.
    Bid Requirement. The City shall advertise for formal bids for all purchases of supplies, equipment, services, and public improvements which exceed the sum of $75,000.
  2. B.
    Bid Exceptions. The formal bidding process is not required where: 
    1. 1.
      The City Manager determines that an apparent emergency requires immediate purchase of items necessary for City operations;
    2. 2.
      The City Manager has established by City operating procedure the purchase of certain items without formal bids;
    3. 3.
      The City Council has established by ordinance or resolution the purchase of certain items without formal bids; or
    4. 4.
      The City Counil determines that it is in the best interest of the City to purchase the items without formal bids.
  3. C.
    Public Improvement Cost Estimate. Before the City Council or City Manager (when the amount of the bid is within the City Manager's approval authority) takes any action on a formal bid for the construction or reconstruction of a public improvement, a detailed cost estimate of the public improvement or a summary thereof shall be provided by the City Engineer, a City department director, or any competent person appointed by the City Council or the City Manager for such purpose. Examples of a public improvement include, but are not limited to sidewalks, curbs, gutters, sewers, bridges, pavement, streets, highways, public grounds, public buildings and public facilities. Provided, this requirement shall not apply to any of the following:
    1. 1.
      Any repair or maintenance work not amounting to substantial alteration, addition or change in any public improvement.
    2. 2.
      The construction, reconstruction, repair or the maintenance of any public improvement by employees of the City.
    3. 3.
      Improvements financed by economic development revenue bonds issued pursuant to K.S.A. 12-1740, et seq.

 

When the City advertises for formal bids for public improvements, the City Council or the City Manager (when the amount of the bid is within the City Manager's approval authority) shall let all such work for public improvements by contract to the lowest and best responsible bidder; provided, the City Council or City Manager reserves the right to refuse all or any part of any bid when it is felt that such action is in the best interest of the City. If no qualified responsible bidder proposes to enter into the contract at a price at or below the cost estimate, all bids may be rejected and the process may be repeated. Alternatively, if all bids exceed the cost estimate, the City Council or City Manager (when the amount of the bid is within the City Manager's approval authority) may accept the bid and let the work by contract to the lowest and best responsible bidder; provided, however, if the bid cost is greater than seven percent (7%) over the cost estimate, the director (or designee) of the department letting the bid shall provide a full explanation of the reason for the discrepancy.

 

  1. D.
    Costs Beyond the Price of the Accepted Bid. In no case shall the City be liable for any cost beyond the original contract price of the accepted bid or be required to advertise for bids if a change order to the original contract results in costs beyond the price of the accepted bid.

 

 

 

(History: Ord. PS-3472 §1, 2025; CM-3232 §4, 2019; Ord. MC-2990 §1, 2013; PS-2111 §1, 98; PS-1973 §2, 96; PS-1065 §1, 80; PS-854 §2, ; PS-717) 

Effective on: 1/1/1901

3.10.030 Approval of Bills by Governing Body and Manager.

Except as otherwise authorized by ordinance or resolution, the City shall not pay any bills until after they have been approved by the Governing Body or City Manager or the City Manager's designee.

 

(History: Ord. PS-3472 §2, 2025; PS-854 §3, 75; PS-221 §2, 63)

Effective on: 1/1/1901