Purchasing Policy - Town of Innisfil

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“Town” means The Corporation of the Town of Innisfil;“Treasurer” means the Treasurer for the Town as appointed by Council and includesdesignate(s);“Two Envelope Process” means a Request for Proposal where the qualitative (technical) andquantitative (price) information are submitted in separate envelopes within the mastersubmission package and designed to permit review and evaluation of the qualitative (technical)content without the prior knowledge or influence of the qualitative content (price).“Unsolicited Proposal” means an offer/proposal submitted by a contractor/supplier/vendor orconsultant in the absence of a Call for Bid from the Town. May be submitted in response to aperceived need but not in response to a Call for Bid;“User Department” means the department or service area that requires the goods, service(s)or construction;“Vendor(s)” means the company, group, business or individual(s) who may or does currentlysupply goods, service(s) or construction to the Town;THE CORPORATION OF THE TOWN OF INNISFIL Page 10 of 28POLICY CP.19-07-05
PART IV4. GENERAL CONDITIONS4.1 No employee or elected official shall purchase or offer to purchase, on behalf of the Town,any goods and services except in accordance with this Policy and following the rules setout in the Purchasing Processes and Procedures Document as amended from time totime.4.2 Any employee who intentionally and knowingly acquires or disposes of any goods and orservices for the Town in contravention of any section of this Policy, as amended from timeto time, may be subject to disciplinary action.4.3 Exceptions to this Purchasing Policy are identified in Schedule A.4.4 All purchases must have appropriate pre-approved financing and must be authorized priorto execution of Call to Bid.4.5 If the Director or Treasurer rely on the privilege clause which reads in part "the lowest orany tender may not necessarily be accepted", he or she shall provide a written statementto the unsuccessful Proponent(s) outlining the reason(s) that a lower submission(s) wasrejected.4.6 A Director shall not award a contract where the Treasurer or designate has determinedthat the provisions of this policy have not been adhered to and has so advised theDirector.4.7 Purchasing Staff shall, in conjunction with the Director, reject all purchase requisitions forservices where the services could result in the establishment of an employee-employerrelationship; unless this may be appropriate at the time.4.8 Where this policy prescribes financial limits on contracts that may be awarded under theauthority of a Director or provides for financial limits on contracts required to be reportedto Council, for the purpose of determining whether a contract falls within these prescribedlimits the contract amount shall be the sum of all costs to be paid to the Proponent underthe contract, excluding H.S.T. No requirement for goods and services may be divided intotwo or more parts to avoid the provisions of this policy.4.9 Material Safety Data Sheets shall be maintained on file by the user Department for allrelevant products whether acquired through tendering, quoting or the proposal process.4.10 That Schedules A and B (attached hereto) may be amended by Purchasing Staff inconjunction with the Treasurer without a requirement of a report to Council or Councilapproval provided such amendments have been approved by the Chief AdministrativeOfficer and amended Schedule(s) has been circulated to affected staff.4.11 Standardization:It shall be the policy of the Town, wherever possible, to standardize the purchase of goodsand services to allow for:a) reduced number of goods and services required;b) increased volume on common cross departmental items or services;c) maximizing volume buying opportunities;d) providing economies of scale;e) reduced handling, training and storage costs;f) minimizing maintenance costs;g) cooperative purchasing activities;h) competitive bid results; andi) reduced overall costsTHE CORPORATION OF THE TOWN OF INNISFIL Page 11 of 28POLICY CP.19-07-05
Page 1 and 2: TOWN OF INNISFILCORPORATE POLICYPOL
Page 3 and 4: PART I1. INTRODUCTION1.1 Title and
Page 6 and 7: PART III3. DEFINITIONSIn this Polic
Page 8 and 9: “Lease” means a time limited gr
Page 12 and 13: 4.12 No Local Preference/Non-Discri
Page 14 and 15: Where certain joint venture arrange
Page 16 and 17: 6.1.6 maintaining good vendor relat
Page 18 and 19: PART V7. METHODS OF PROCUREMENT7.1.
Page 20 and 21: subsequent opportunity. An RFROI su
Page 22 and 23: PART VII9. OTHER9.1 Analysis - Eval
Page 24 and 25: approve the additional funding sour
Page 26 and 27: SCHEDULE AGOODS & SERVICES “EXEMP
Page 28: SCHEDULE BSUMMARY OF THRESHOLDS FOR

Purchasing Policy - Town of Innisfil

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