058-2010 - Governing Procurement Policies and Procedures

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z 2.6 The Chief Administrative Officer, together with the Purchasing Coordinator, are authorized to make and disseminate from time to time administrative policies, procedures and directions respecting: i the preparation and development of specifications; ii the requirements and form of bid deposits; iii other securities and documentation required or advisable for sealed bids; iv procedures for the opening, evaluation and recommendation of tenders; v such other matters of an ancillary or incidental nature to more fully carry out the intent and purpose of this By-law. 2.7 Definitions specific to this By-law are documented in the Purchasing Policy contained herein. 2.8 Disputes shall be resolved as follows: i meeting between the bidder and the Department Head, ii if (i) does not lead to a resolution, the decision can be appealed to the Chief Administrative Officer, iii if (ii) does not lead to a resolution, the decision can be appealed to the Town Council. 2.9 This By-law will be reviewed and revised on a periodic basis. It is anticipated that reviews will be conducted every five years or more frequently as required. 2.10 Goods and services not subject to this By-law are listed in Schedule "B" to this BY-law. PART III RESPONSIBILITIES AND AUTHORITIES RESPONSIBILITIES 3.1 Department Heads: i have responsibility for all procurement activities within their Departments and are accountable to achieving best value while following the procurement principles; ii have authority to purchase items not exceeding $75,000, with the exception of those items listed in Schedule "B" to this By-law. . 3.2 The Purchasing Coordinator is responsible for: i providing professional procurement advice and services to Department Heads; ii monitoring compliance with this By-law; iii reporting to Chief Administrative Officer whenever the specifications of a tender call or Request for Proposal cannot be met by two or more suppliers; iv notifying the Chief Administrative Officer, in advance if possible, of non- compliance with this By-law and/or the Purchasing Policy contained herein; v rejecting all purchase requisitions for services where the services could result in the establishment of an employee-employer relationship. SINGLE/SOLE SOURCING 3.3 In circumstances where there may be more than one source of supply in the open market, but only one of these is recommended by the Department Head, with the concurrence of the Purchasing Coordinator, for consideration on the grounds that it is more cost effective or beneficial to the Town and where the expenditure will exceed $35,000, approval must be obtained from Town Council prior to negotiations with the single source. The Department Head shall be responsible for submitting a report detailing the rationale supporting the use of the single source.