Purchasing Policy - Town of Innisfil

6.1.6 maintaining good vendor relations and for participating innegotiations with vendors, subject to the other provisions of thispolicy.Purchasing Staff shall be provided with assistance from the departments prior to theoutset of any formal Call for Bid’s, in matters that require further expertise and mayrequest departments to undertake research into specific markets.All inquiries regarding materials, prices, services, delivery, terms, conditions andadjustments, are to be conducted by or in conjunction with Purchasing Staff.For formal Call for Bid contract awards:Purchasing Staff shall formulate award letters to the awarded vendors,execute all purchase orders provided that the issuing Department hasapproved a purchase requisition; andPurchasing Staff shall execute all related agreements as per issuingDepartment signing authority outlined in this policy.Supervisor of Purchasing will prepare a semi-annual report for the Treasurer to presentto Council for all Contract Change Orders (CCO) that have been authorized as persection 9.2 of this policy.Supervisor of Purchasing will prepare a Single Source, Sole Source and EmergencyPurchase listing for the Treasurer to present to the CAO annually.Supervisor of Purchasing and/or Purchasing Staff shall bring forward from time to time,amendments to this Policy to update, whether adding new clauses or adjusting thosecurrently in force. (See section 2.12)6.2 Directors6.2.1 The Director shall be responsible for procurement activities withinhis or her department and shall be accountable for determining andachieving specific objectives as outlined for each procurementproject. The Director or appointed designate shall ensure that thereare sufficient funds available and identified for all purchaserequests.6.2.2 Directors shall have the authority to award contracts in thecircumstances specified in this policy provided that the delegatedpower is exercised within the limits prescribed in this policy, and therequirements of this policy are met.6.2.3 The Town Clerk and Directors shall ensure that copies of all legallyexecuted contracts relating to the procurement of goods andservices are forwarded to Purchasing Staff.6.2.4 Agreements/contracts that do not comply with one of the approvedcontract templates (or at the discretion of the CAO) shall bereviewed by the Town Solicitor and authorized by Council.6.2.5 Directors are responsible for ensuring that Contract Change Order(CCO) forms, where required are properly filled out and whereapplicable, proper approvals have been granted by council and areprovided to Purchasing Services and/or Council.6.2.6 Directors are responsible for ensuring that Emergency Purchase,Sole Source and Single Source documents are filled out andTHE CORPORATION OF THE TOWN OF INNISFIL Page 16 of 28POLICY CP.19-07-05