To make sure the City gets the best possible prices and maximum value for goods and services, the City uses purchasing policies, a vendor verification process, an online sealed bidding process, and contracts for services. Our procurement system is committed to fair and equal opportunity with integrity and openness. We seek to procure goods and services at the most appropriate cost and best quality consistent with the goods and services required. We minimize duplication and overstocking. We even recycle supplies when possible and share or reuse items across departments.
City staff can’t just buy anything they want with city money. There are rules, called purchasing policies, which all city departments must follow. Any item/service estimated to cost more than $5,000 requires 3 quotes, and we typically select the lowest quote unless we have a good reason not to, such as a significant difference in delivery date, or concerns about the quality of the low bidder’s previous work products.
If a project, good, or service will cost more than $10,000 we use a sealed bidding process where anyone may submit a competitive bid in order to win a city contract. This means bid prices are kept secret until the bid opening. Bid openings are scheduled in advance, advertised on the city website, and are open to the public. Anyone may view current city bid opportunities through the online bidding portal at Nixa.com.
We require a vendor verification process before any business can sell to the city. This is a fraud prevention measure which allows us to look into a potential vendor’s history before deciding to give them our money.
We also require contracts for project services in order to ensure the city gets what it pays for. Contracts must be approved by Council for the City Administrator to sign.
We keep records of our bids & contracts as required by Missouri law.