Purchasing Policy - Town of Innisfil

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