Item Coversheet
City of Independence
BILL NO. 20-728Res.No:          6551

Agenda Title:

20-728 - A resolution updating the Procurement Policy for the City of Independence, Missouri.

Staff recommends approval

The City Charter Section 3.35 authorizes the Procurement Manager (agent) to contract for purchases under such regulations and with such exceptions as the Council may provide.

Revisions amending the City Code in Chapter 8, Article 6 “PURCHASES AND SALES” SECTION 2, SECTION 3, SECTION 4, AND SECTION 7 was approved as an Ordinance 19-027 in June, 2019.

On May 14, 2020 the Audit and Finance Committee recommended changes to Procurement Policy. The recommendations are best practices to include as steps in issuing and reviewing solicitations. The changes include:

Section 5, Item E, Sub Item 1. Solicitation Types Used by the City of Independence. Documentation for rationale of solicitation type (Invitation to Bid vs. Request for Proposal vs. Request for Qualification vs. Request for Information) and evaluations being retained in bid file for every solicitation.

Section 5, Item F, Sub Item 6. Conflicts of interest, when become known, will result in an award not being given to those vendors of conflict, regardless of solicitation type.

Section 14. Purchases made with the assistance of federal and grant funding will require the contracting firm to provide documentation the firm is not on a list of being suspended or debarred with the federal government. The City will adhere to Federal Regulations §§200.318 General procurement standards through 200.326. Verbiage will also include being subject to Federal Regulation 2 CFR 200.330 and 2 CFR 200.320.

Upon approval of these changes, the City's Procurement Policy will incorporate these changes.
Department:          Finance & AdministrationContact Person:          Bryan Kidney

City Clerk DepartmentApproved
Finance DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:         

Procurement Procedures ManualExhibit
Procurement Policy ManualExhibit