Purchasing Policy - Town of Innisfil

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PART V7. METHODS OF PROCUREMENT7.1. GeneralEstablishes common terminology used to describe various options and providesguidance for the selection of the most appropriate procurement methodology, allowingfor a range of management, delivery and contract system options and project types, aspart of the procurement strategy.The following information is summarized for the purpose of this document and iselaborated in the Purchasing Processes and Procedures Document.7.2. Formal Quotations/Call for BidsOne of the following Formal Quotation Processes will be followed for any purchase thatis formal Call for Bid and shall involve Purchasing Staff in consultation with the initiatingDirector or designate.7.2.1. Request for Quotation (RFQ)Request for Quotation (RFQ) shall be called for work, construction, equipmentand/or materials when:Value of project/contract as defined in Schedule B, of the Purchasing Policy,inclusive of all costs and excluding all applicable taxes;Specifications/Scope of Work are clearly able to be defined and identified;Project/contract has been approved in the capital or operational budgetprocess by Council;The award of the contract shall be given to the lowest responsible andcompliant proponent.7.2.2. Request for Tender (RFT)Request for Tenders (RFT) shall be called for work, construction, equipmentand/or materials when:Value of project/contract as defined in Schedule B of the Purchasing Policy,inclusive of all costs and excluding all applicable taxes;Specifications/Scope of Work are clearly able to be defined and identified;Evaluation is predominantly made on price and delivery requirements;Project/contract has been approved in the capital or operational budgetprocess by Council;The award of the contract shall be given to the lowest responsible andcompliant proponent.7.2.3. Requests for Proposals (RFP)RFP may be called, as outlined in this document, in the following circumstances,including for the engagement of professional and consulting services:Value of the project/contract as defined in Schedule B of the PurchasingPolicy, including all costs and excluding all applicable taxes;Specifications/Scope of work are not able to be clearly defined and identified;orSpecifications/Scope of work are non standard or specialized in nature; orThe Town is looking for vendors to provide alternate options or solutions forthe delivery of complex goods, services or constructionTHE CORPORATION OF THE TOWN OF INNISFIL Page 18 of 28POLICY CP.19-07-05
The price is only one component of making up the award and may not be themost important factor of consideration;Project/Contract has been approved in the capital or operational budgetprocess by Council;This process may involve negotiations subsequent to the submission ofproposals on any or all of the specifications, contract terms, and prices.7.2.4. Requests for Standing Offer (RFSO)Request for Standing Offer (RFSO) may be called, as outlined in this document inthe following circumstances, including for the engagement of professional andconsulting services:Value of the project/contract as defined in Schedule B of the PurchasingPolicy “Summary of Thresholds for Procurement”, including all costs andexcluding all applicable taxes;Specifications/Scope of work are not able to be clearly defined and identified;orSpecifications/Scope of work are non standard or specialized in nature; orThe Town is looking for vendors to provide alternate options or solutions forthe delivery of complex goods, services or construction;Project/Contract has been approved in the capital or operational budgetprocess by Council;7.2.5. Requests for Information (RFI)The purpose of an RFI is to gather general supplier/consultant or productinformation. This mechanism may be used when The Town is researching acontemplated a need and has not yet determined what characteristics the idealsolution would have (e.g., the business desires a new warehouse managementsystem but is unsure of which features are most important and needs moreinformation to understand what is available and what are thesuppliers’/consultants’ capabilities).Responses to RFI questions normally contribute to the final version of asubsequent Call for Bid document and may include targeted questions about therequired output/acquisition, seeking combinations of industry leading practices,suggestions, expertise and even concerns and additional questions from theProponents.Responses to an RFI will not pre-qualify a potential supplier/consultant and willnot influence their chances of being the Successful Proponent on anysubsequent opportunity. An RFI submission does not create any contractualobligation between the Town and the interested respondent.7.2.6. Request for Expression of Interest (RFEOI)The purpose of an RFEOI is to gather information on supplier/consultant interestin an opportunity or information on supplier/consultant capabilities/qualifications.This mechanism may be used when the Town wishes to gain a betterunderstanding of the capacity of the supplier community to provide the servicesor solutions needed. Information collected can also facilitate selecting the bestpossible competition method for a follow-up competition.A response to an RFROI will not pre-qualify a potential supplier/consultant andwill not influence their chances of being the Successful Proponent on anyTHE CORPORATION OF THE TOWN OF INNISFIL Page 19 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 10 and 11: “Town” means The Corporation of
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 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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