Purchasing Policy - Town of Innisfil

Where certain joint venture arrangements exist between the Proponent and acompetitorWhere the Proponent and a competitor have an agreement that has beenauthorized by the procuring organizationWhere the Proponent has communicated with a competitor for the purpose ofsubcontracting a portion of the tender, and where the communication with thatcompetitor is limited to the information required to facilitate that particular subcontract.In such a situation the Proponent agrees to fully disclose the full nature and extent of anyagreements with competitors to the tendering body.In the event that no such disclosure is made, the Proponent warrants that their bidhas not been prepared with any consultation, communication, contract, arrangement orunderstanding with any competitor regarding:PricesMethods, factors or formulas used to calculate pricesThe intension or decision to submit, or not submit a bidThe submission of a bid which is non-conformingThe quality, quantity, specifications or delivery particulars of the products orservices to which the call for bids relatesThe terms of the bidThe Proponent acknowledges that if the organization accepts the Proponent’s offer andcompletes any contract, the organization will do so in reliance of this warranty.5. REQUIREMENT FOR APPROVED FUNDS5.1 The beginning of the procurement and payment process commences with theestablishment and approval by Council of the operating and capital budgets for the Town.Upon approval of these budgets, Directors or designates and Purchasing Staff have theauthority to purchase goods and services (excluding leasing), request formal orinformation quotes, tenders/bids following guidelines identified in this policy.5.2 Departmental expenditures shall be authorized by Council each year as part of either theOperating or Capital Budget process. Pending Council's approval of proposed budgetaryestimates, Directors may be authorized to spend up to 50% of the previous year'sapproved Operating Budget.5.3 Sufficient funds must be available for each contract in the appropriate accounts within theCouncil approved operating budget prior to such contract being awarded by the Town.5.4 Acquisition of goods and services that are deemed by a Director to be necessary but thatare not in the approved budget must be approved by Council prior to the submission ofa purchase requisition to Purchasing Staff.5.5 Insufficient Budget at time of award of solicitation In the event that all submissionsreceived in response to a solicitation exceed the funds available for the completion of theproject, the Town may pursue the following options:5.5.1 The Town may add funds to those already allocated to the project, such thatthere are sufficient funds available to allow the Town to select a submission.Service areas are required to submit a report to Council seeking approval ofthe additional funds;5.5.2 All submissions may be rejected and the Town may engage in a furthersolicitation, either with or without amendments from the preceding solicitation.Before proceeding to engage in a further solicitation which does not includeany significant amendment from the preceding solicitation, Purchasing Staff inTHE CORPORATION OF THE TOWN OF INNISFIL Page 14 of 28POLICY CP.19-07-05