The Purchasing Division is responsible for cost effective purchasing of equipment, commodity supplies, and services for all areas of operation at MSD with an estimated cost greater than $1,000. Section 10 (2) of the Purchasing Ordinance allows Department Directors of their designee to make procurements up to $1,000. Purchasing seeks to obtain quality products and services, prompt delivery, and competitive prices for the taxpayers, while maintaining favorable relationships with and providing equal opportunity for vendors to compete through the solicitation process.
Following standard accepted purchasing procedures and principles, a successful procurement is one which:
- Discourages collusive or restrictive bidding
- Generates the best quality economic value
- Is accomplished in sufficient time to have no ill affect on the life, welfare or convenience of citizens or personnel
- Minimizes the burden on administrative resources
- Expedites simple or routine practices
- Allows flexibility in developing alternative procurement and business relationship
- Encourages competition
- Encourages the continuing participation of quality vendors; and
- Is in keeping with the requirements of the Purchasing Ordinance
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How to become an active vendor |
Inclusion in the vendor database is generated by completion of a Bidder´s Mailing List Application form. This form is required to be entered into the Purchasing database. To be placed on the bidders' list for any supply, material or service, contact the Metropolitan St. Louis Sewer District's Purchasing Division in person or mail at 2350 Market Street, St. Louis, MO 63103-2555, by phone at (314) 768-6265 or fax at (314) 768-6369. A "Bidder's Mailing List Application" form will be forwarded for completion and will be processed upon receipt by the District.
In addition to being listed in the Vendor Table it is essential that potential bidders identify specific areas for which they wish to receive solicitations. The District is using a five digit Commodity Code to identify specific areas. Potential bidders must enter the Commodity Codes which they believe are appropriate for their business on the appropriate form contained in the application packet. While potential bidders are not limited to the number of Commodity Codes selected, they are encouraged to identify only those Commodity Codes for which they are currently prepared to provide supplies, equipment and/or services. As the businesses grow, potential bidders may modify their Bidder´s Mailing List Application and add new commodity codes.
To assist potential bidders in completing the forms and identifying the appropriate five digit commodity codes, the District provides a copy of the booklet titled Commodity Code Listings. Because of the limited number of booklets and the cost associated with printing additional booklets, it is mandatory that they be returned with the completed forms. In completing the forms if potential bidders have any questions please contact the Purchasing Division.
The District does not grant special entitlements (set-asides) to Minority or Woman owned Business Enterprises (M/WBE), or Disadvantaged Business Enterprises (DBE) in evaluating bids. The District will, however, make every reasonable effort to see that such firms on the District's Bidders Mailing List are given an opportunity to receive a solicitation.
The District has established a goal for M/WBE participation in competitive procurement of supplies and/or service for procurement estimated to be in excess of $25,000.00. For a bidder to receive the award s/he must establish that a minimum of ten (10) percent of the total value of the bid is being provided by a certified MWBE. If the bidder is unable to obtain the required goal s/he must be able to demonstrate that a good faith effort was made in accordance with bid requirements. This utilization procedure also applies to Disadvantaged Business Enterprises.
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Standard Terms & Conditions (for Sealed Bids) |
Note: The following provisions are only representative samples of the standard clauses generally found in the Purchasing division´s sealed bids. They may be altered for specific procurements. Also, other provisions may be added for specific procurements. Therefore, use this information only as a guideline. Please read the Terms and Conditions of each sealed bid carefully prior to preparing a bid for submission.
- All bids shall be clearly identified on the outside envelope that they are
a sealed bid.The marking shall include the Sealed Bid number, date and time
of opening. It is recommended that if the bid will not fit inside the envelope
furnished by the District that the furnished envelope be affixed to the outside
of the mailing envelope; the envelopes furnished are addressed to the Purchasing
division and should be used only for returning sealed bids to the Purchasing
Division.
- Facsimile bids are NOT acceptable and shall be considered non-responsive.
- The Metropolitan St. Louis Sewer District reserves the right to
reject any and all bids,offers or proposal submitted; to accept all or any
part of any quote(s) which it deems to be in its best interest; or to solicit
new quotes.
- QUESTIONS/CLARIFICATIONS:
All questions concerning the solicitation and specifications shall be
submitted in writing to:
Metropolitan St. Louis Sewer District
ATTN: Purchasing Division
2350 Market Street, St. Louis
Missouri 63103-2555
1 ) Any oral responses to any question shall be unofficial
and not binding on the District. An Addendum to the Sealed Bid will be issued,
if necessary, providing the District's official response.
2 ) Written questions concerning the sealed bid
and specification may be transmitted via a facsimile machine. The facsimile
number for the Purchasing Division is 314/768-6369. The Purchasing Division's
facsimile machine is accessible 24 hours a day, seven days a week.
- BID SUBMITTALS:
- Bids will be submitted on the forms provided. It is the intention of
the District to award the contract to a single vendor. However, the District
reserves the right to make partial awards if the District deems it is
in its best interest.
- Bidder shall submit documentation as identified in the Specifications.
This documentation may be used by the District to evaluate the Bid.
- Bidder should provide two copies of the completed bid, one of which
must have an original signature; each copy of the bid should have a complete
copy of the technical data as requested. By providing two copies the District
will be able to send the bid to the users for a more timely review.
- ALTERATION OF SOLICITATION:
The wording of the District's solicitation may not be changed or altered
in any manner. Bidders taking exception to any clause in whole or part should
do so by listing said exceptions on their letterhead and submitting them
with their bid; such exceptions will be evaluated and accepted or rejected
by the District, whose decision will be final.
- RESPONSIBILITY:
The District reserves the right to require the apparent successful vendor(s)
to file proof of his/her ability to properly finance and execute the Contract,
together with his/her record of successful completion of similar contracts
prior. Award of Purchase Order will be contingent upon providing acceptable
proof and record of performance.
- TERMINATION FOR CONVENIENCE:
- The performance of work under this Contract may be terminated by the
District in whole or part, whenever the Manager of Purchasing shall determine
that such termination is in the best interest of the District. Any such
termination shall be effected by delivery to the Contractor of a letter
of termination specifying the extent to which performance of work under
the Contract is terminated and the date upon which such termination is
effective.
- After receipt of a termination letter, the Contractor shall:
- Stop work on the Contract on the date and to the extent specified
in the letter.
- Place no further orders for materials, services or facilities except
as may be necessary to complete any portions of the work under Contract
not terminated.
- Complete on schedule such part of the work as shall not be terminated
by the letter of termination.
- BREACH OF CONTRACT:
If the Contractor fails to prosecute the work with such diligence as will
insure its completion within the time specified in the Contract, or any
extension thereof, or fails to complete said work within such time the District
may, by written notice to the Contractor, terminate his/her right to proceed.
Whether or not the Contractor's right to proceed with the work is terminated,
he and his sureties shall be liable for any damages to the District resulting
from his refusal or failure to complete the work within the specified time.
The Contractor's right to proceed will not be terminated for delays arising
from unforeseeable causes beyond the control of the Contractor such as acts
of God.
- CONTRACT DOCUMENTS:
The final Contract between the District and the Contractor shall include
by reference these Terms and Conditions, the Specifications, and the Bid
as accepted by the District. Any changes, additions or modifications hereto
shall be in writing and signed by the Manager of Purchasing. No other individual
is authorized to modify the Contract in any manner.
- MADE IN USA:
The District is funded by public monies. We prefer to purchase materials
manufactured domestically.
- COMPLIANCE WITH DISTRICT ORDINANCES, COTRACTS OR CHANGES:
- The District may determine
that a Bidder is not responsible if, at the time a bidder submits a bid,
it is determined that said bidder:
- has a record of violating any ordinance, rule or regulation
of the District;
- is in default in the performance of any permit or contract with the
District; or
- is currently delinquent with respect to any District sewer charges
or taxes.
- The District may terminate
a contract if during the course of the contract it is determined that
the Contractor is:
- in violation of any District ordinance, rule or regulation of the
District;
- is in default in the performance of any permit or contract with the
District; or
- is currently delinquent with respect to any District sewer charges
or taxes.
- In regards to delinquency to sewer charges and taxes,
the District has the right to deduct the amount of any delinquent amount
owed to the District by the Contractor from any amount due the Contractor
on any contract and/or purchase order. The District may exercise
this right in conjunction with termination, or without exercising its
right to terminate.
- The District may determine
that a Bidder is not responsible if, at the time a bidder submits a bid,
it is determined that said bidder:
- has a record of violating any ordinance, rule or regulation of the
District;
- is in default in the performance of any permit or contract with the
District; or
- is currently delinquent with respect to any District sewer charges
or taxes.
- The District may terminate
a contract if during the course of the contract it is determined that
the Contractor is:
- in violation of any District ordinance, rule or regulation of the
District;
- is in default in the performance of any permit or contract with the
District; or
- is currently delinquent with respect to any District sewer charges
or taxes.
- In regards to delinquency to sewer charges and taxes, the District has the right to deduct the amount of any delinquent amount owed to the District by the Contractor from any amount due the Contractor on any contract and/or purchase order. The District may exercise this right in conjunction with termination, or without exercising its right to terminate.
- FORMAT OF BID SUBMITTAL (if
more than the standard form plus a one page attachment is required):
The bidder shall provide an index as the first page identifying each document
submitted. Each document, to include the Bid Form, will be tabbed. The Bid
Form shall be identified as Tab A.
- SPECIFIED MANUFACTURER/MATERIAL (if applicable):
- When the Specifications identify a specific manufacturer/material the
District will not accept bids specifying another manufacturer/material,
unless the specifications and/or Bid Form clearly indicates "or equal".
If a Bidder believes that they have a product by another manufacturer/material
which will meet or exceed the specifications and performance history of
the manufacturer/material identified in the Specifications the Bidder
must provide supporting information no later than the time and date specified
for which questions and/or requests for clarification must be submitted.
The District's decision shall be final and not subject to review.
- When the solicitation states that the District will accept an "or equal"
product the Bidder bidding an "or equal" product must submit with
each copy of his/her bid documentation to allow for an evaluation of the
product. Failure to do so will result in the bid being determined non-responsive.
The Bidder shall not assume that one brand name is equal to another. The
District's determination as to whether or not a product is equal to the
specification is final and not subject to review.
- TAX EXEMPTION:
The District is funded by public tax monies and as such has been approved
by the State of Missouri for sales/use tax exempt status. The Missouri tax
identification number and certificate are available upon request by the
successful bidder.
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Advertising of Purchasing Bids |
Solicitations for goods or services valued at more that $25,000 are advertised at least one week prior to the bid opening in the Bids and Proposal section of the St. Louis Post Dispatch and in a local, minority focused, weekly newspaper.
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Categories of Procurements |
Purchases for supplies, materials and certain services are to be procured through either a contract or the open market. Open market purchases are separated into four categories, those less than $1,000 in estimated value, those exceeding $25,000.00, those with an estimated value of more than $1,000 yet less than $25,000.00, and construction projects with an estimated value of $50,000.00 or more.
There are three exceptions to the competitive process:
- Designated employees may place direct orders against Price Agreements that have been competitively bid and established by the District's purchasing division.
- When the immediate procurement of any supplies, equipment, or contractual services is essential to prevent delays in the work of any department which may vitally affect the life, health, welfare, or convenience of citizens, and there is not sufficient time for the procedure set forth above to be followed, the Manager of Purchasing or the Director of Finance may authorize the head of any such department or his/her designee to purchase directly such supplies or contractual services. In the event of an emergency situation, and where the goods and services are in excess of $1,000.00, a confirming Purchase Order is issued by the Purchasing division.
- The Purchasing Ordinance authorizes sole source procurement of goods, services and maintenance required for the District's operations under certain circumstances, as discussed below. The purpose behind the exceptions to formal advertised procurement is that the District realizes that there is a delay and expense of formally advertising requirements when it knows in advance that the contract will only be awarded to a specific manufacturer.
The Director of Finance can authorize sole source procurement under the following three (3) circumstances:
- A certain part or component can only be procured from the original manufacturer or his/her regional representative.
- Technical services in connection with the assembly, installation or servicing of equipment of a highly technical or specialized nature.
- To test supplies, equipment, and services or obtain the services of a recognized expert.
Open Market < $1,000:
Designated employees may make direct purchases in amounts totaling less than $1,000.00 per order using the District´s Purchase Authorization form as the order number.
Request for Quotes:
All open market purchases of goods or services valued at more than $1,000 yet less than $25,000.00, wherever possible, are based on solicitations normally faxed to a minimum of three (3) vendors. The Purchasing division, however, has the option to solicit quotes by direct mail, electronic mail, or by telephone. The award is to the lowest responsive and responsible competitive offer.
Sealed Bids:
Open market purchases in excess of $25,000.00 are normally procured by formal sealed bids. Formal requests for bids are published at least once in one or more general circulation newspapers for a minimum of seven (7) days preceding the day of the bid opening. Solicitations are mailed directly to vendors requesting that their names be added to the bidders' list for that particular supply, material or service. The award is to the lowest responsive and responsible competitive offer.
Purchase Orders:
Purchase Orders are issued for all purchases over $1,000 which do not require a contract. The forms are therefore used for requests for quotes as well as sealed bids. Any correspondence regarding purchasing awards should reference the specific purchase order number issued for the good or service provided.
Price Agreements:
Price Agreements are generally established through formal, advertised purchasing procedures for items or services that are standard commercial items commonly used throughout the District on a repetitive basis. It is a method of combining our requirements in an effort to achieve the best possible overall pricing for frequently used consumable items or services. Additionally, the Price Agreements provide for administrative savings in paperwork and time involved with the acquisition of these repetitively procured supplies and services. Designated employees may place direct orders against Price Agreements that have been competitively bid and established by the District's purchasing division.
Construction Projects
Currently, the Purchasing Division follows its standard procedures when soliciting for construction services with additional requirements for adequate insurance coverage and bonding. These are projects with a lower estimated cost and do not include the pre-qualification requirement.
Construction projects are designated by the inclusion of a Prevailing Wage Order in the bid package. Unlike construction projects solicited through the Engineering Department, there is no standard pre-qualification by potential contractors. For construction projects with an estimated cost of $50,000.00 or more, however, the District´s Minority and Women Business Enterprise policy becomes effective just as with those solicited through the Engineering Department.
Request for Proposals
Request for Proposals are issued for professional services. Professional services are defined by the District as those activities related to a specific expertise, skill, talent or experience performed by an individual or company with a demonstrated ability in a specified field which is outside the area of the specific expertise, skill, talent, or experience of an employee or employees of the District or is judged by management to be needed to expedite work completion.
Following are some of the professional services excluded from the Purchasing Ordinance:
- Engineering, Architectural & Surveying
- Real Estate Appraisal Services
- Real Estate Brokerage
- Legal Services
- Public Relations Services
- Insurance Advisory/Consulting Services
- Insurance Broker of Record
- General Investment Advisory/ Consulting Services
- Financial Consulting Services
- Pension Fund Investment Consulting Services
- Pension Fund Investment Portfolio Management
- Computer Facilities Management
- Financial Auditing
- Rates Consulting
- Pension Fund Trustee Services
- Banking & Financial Institution Services
When the need for the service has been established, the Director shall request standard proposals, either through direct contact with listed firms, or by advertisement in a newspaper of general circulation. Every attempt is made to secure, at least, three responses to all requests for proposal. The Director or his designee shall review all proposals and recommend one firm or individual to the Executive Director. The Executive Director will recommend to the Board of Trustees for approval. All professional services require a contract.
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How to Acquire a Solicitation Package |
Solicitation packages for sealed bids can normally be obtained free of charge from Purchasing.
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Evaluation and Selection Process |
After receipt of the bid or quote, the Purchasing division tabulates the bid amounts and forwards a preliminary summary of the bids and a copy of each bid along with a memorandum of recommendation to the end user. The Manager of Diversity Programs, if applicable, reviews the bids to confirm the responsiveness to the bid requirements.
The successful bidder is initially notified by phone of the award and a purchase order number is issued. In cases requiring additional documentation (bonds, insurance, M/WBE verification, etc) the successful bidder is faxed or mailed a Notice of Award verifying the phone conversation. After all pre-award terms and conditions are met, a purchase order or contract is processed based upon the nature of the agreement.
NOTE: "Responsive" shall mean the company´s bid was received prior to the established bid opening time and the bid is in full compliance with the District´s bid specifications.
NOTE: "Responsible" shall mean the contractor has the technical expertise, manufacturing capacity, product quality, and financial ability to accomplish the contemplated procurement within the time specified, without delay or interference. The ability of the bidder to provide future maintenance and service for the use of the subject of the contract and the quality of performance on previous contracts or services are determining factors.
Normally, awards will be made to the lowest responsive and responsible bidder; however, the cost of operating and supporting a system or major item of equipment over its useful life is substantial. In many cases, life cycle operating and maintenance costs are greater than acquisition costs. User departments shall assist the Purchasing division in the evaluation process by giving proper consideration to those systems or equipment that will result in the lowest life cycle cost to the District.
When the award is not given to the lowest bidder, a full complete statement of the reasons for placing the order elsewhere shall be prepared by the Manager of Purchasing with the written concurrence of the District´s legal counsel and filed with the other papers relating to the transaction.
Any concerns regarding an award or determination of the responsiveness or responsibility of a bidder should be submitted in writing within five (5) days after the bid opening. Issues in dispute will be reviewed by the Manager of Purchasing, the requisitioner, and the District´s legal counsel. The petitioner will be notified in writing of the final disposition of the matter prior to the awarding of the purchase order/contract.
Invoices should be submitted directly to the "Ship To" name on the Purchase Order. It is preferable that there be a duplicate copy provided. Payment of invoices are initiated by the original receiver. Upon their approval the paperwork is forwarded to the department head for approval, then forwarded to the Accounting Division to enter the request for payment. Upon acceptance in the accounting system, the check is issued within one day and there is another processing day for executive approvals. At that time checks are mailed.
The process is normally within the terms of net 30 days.
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Areas of High Usage(Repetitive Purchases) |
The following lists are products, services, and supplies which are purchased on a regular basis. Many of these commodities and/or services are currently purchased under price agreements with contracted vendors. Any remaining are purchased through the open market process or will be let as a Request for Quote or Sealed Bid in the future.
The Purchasing division may be contacted as noted above to be placed on the Bidders´ Mailing List for any of the following:
- Aggregate for Masonry Mortar (clean sand)
- Air Monitoring, 3rd Party
- Alignments, Struts & Shocks
- Asbestos Abatement
- Auction Service (disposal of surplus)
- Auto Filters and Clutch Sets
- Auto Parts (except filters, belts & hoses)
- Auto Electrical Supplies
- Auto Paint Job
- Automotive Belts and Hoses
- Automotive Batteries
- Bearings
- Bobcat Rental
- Bond & NCR Paper
- Brake Work
- Briggs & Stratton Parts
- Broadcast Media Tracking Services
- Calcomp Supplies
- Cationic Emulsion Polymer
- Cellular Phone Service
- Cement, Type #1 and Asphalt, Cold Patch
- Chlorine, Liquid and Sulphur Dioxide
- Color Copier Lease
- Color Copier 60 Month Lease
- Computer Supplies
- Concrete Pipe/Manhole Cones/Risers & Rings
- Copier Leases @ Various Sites
- Corrugated Galvanized Pipe/Cast Iron Flap Gates
- Crane Rental with Operator
- Crane Inspections, Annually-Bissell Plant
- Custodial Services-Lemay Plant
- Custodial Services-Bissell Plant
- Cylinder Head Repair
- Dry Cell Batteries/Lanterns/TV Camera Bulbs
- Electrical
Supplies
- Electronic Supplies
- Elevator Maintenance
- Emergency Oxygen Service
- Envelopes, Printed
- Equipment Rental
- Fasteners (M-K Distribution)
- Fax Leases @ Various Sites
- Ferrous Chloride
- Fire Extinguisher Parts & Service
- Grass Cutting @ Mintert & Hillside
- Gravel, Various Types
- Grit Hauling, 2 - 8 and 20 CUYD Containers
- Hardware & Small
Hand Tools
- Hoses, Assemblies
and Components
- HVAC Installation
- HVAC Repair
- Hydraulic Pump
- Injector Pumps
- Inlet Grates, Steel
- Janitorial
Service @ Various Sites
- Janitorial
Chemicals and Supplies
- Lab Chemicals
& Supplies
- Laser Printer 48 Month Lease
- Lawn Cutting @ CWC WWTP
- Lawn Care/Grass Cutting @ Fox Tree & Tropic
- Lawn Care @ Bissell Plant, Angelica, Prospect Hill
- Lawn Cutting and Lawn Care @ Mo River Plant
- Lease, Pagers, Motorola
- Limestone and Gabion Rock
- Lockbox Services
- Long Distance Service
- Mainframe Maintenance
- Maintenance of Digital Equipment @ Lemay Plant
- Maintenance Paving for Current Fiscal Year
- Maintenance of Baskets/Bar Rakes @ Pump Stations
- Manhole & Inlet Stone Repairs
- Mats, Mops, Coveralls
- Metal Fabrication
- Minority Print Advertising
- Native Grass & Wild Flowers @ Bissell Plant
- Natural Gas, Utility Service
- Odophous Ferrous Sulphate
- Office Supplies
- Paint & Paint
Supplies
- Paper Products, Rough
- Paper Products, Fine
- Pest Control
- Plumbing Supplies
- Polymer, Liquid Cationic to Thicken Sludge
- Power Steering Pump
- Power Transmission Parts
- Preventative Maintenance for Cars, Trucks, Etc.
- Preventive Maintenance/Cranes Service
- Preventive Maintenance, Electrical @ Pump Stations
- Print Design
Services
- Printing
- Propane Gas, Bulk
- Purafil Chemisorbant II Media Air Scrub
- PVC Pipe & Fittings
- Redi-Mix Concrete
- Removal of Chemical Grout from Laterals
- Repair of Valves
- Rip Rap, Pre-Mixed
- Safety Footware
- Safety Equipment & Supplies
- Salt, Ice Control
- SDR 35 Pipe & Fittings
- Seeding
- Service Awards
- Sewer Equipment
(Nozzels, Clam Buckets, Cobra Hose, Etc.
- Sewer Bills, Printing & Mailing
- Sewer Brick
- Sewer Cleaning
- Shop Towels, Coveralls, Mats, Etc.
- Signs
- Snow Removal
- Sodding
- Software Subscription Services/Consulting
- Stanley-Vidmar Cabinets & Workbenches
- Steel, Various Types
- Sulphur Dioxide for Dechlorinating Water
- Tires & Tire Repair
- Tractor Repair
- Transmission Rebuilding
- Trash Hauling
- Tree Removal
- Typewriter Repair & Maintenance
- Uniform Rental
- Valves & Valve
Parts
- Vitrified Clay Pipe & Fittings
