Purchasing Policy - Town of Innisfil

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subsequent opportunity. An RFROI submission does not create any contractualobligation between the Town and the interested respondent.7.2.7. Request for Pre-Qualification (RFPQ)7.3. In-House BidThe goal of an RFPQ is to gather information on supplier/consultant capabilitiesand qualifications, with the intention of creating a list of pre-qualifiedsuppliers/consultants. It can assist to determine market interested in fulfilling therequirements, and to evaluate such Proponents based on but not limited to,reference checks, past performance, and financial liability in order to produce ashort list of acceptable pre-qualified potential suppliers/consultants.An RFPQ can be used:To understand which Proponents have the capabilities that the Townrequires, as the first stage in a two-stage solicitation (followed by either anRFQ, RFP or RFT), whereby only pre-qualified suppliers/consultant will beinvited to respond to the Call for Bid.To pre-qualify suppliers/consultant who are interested in supplying materialsor services in the future, on a when and if requested basis. The typical resultof this procedure is a VOR.When the RFPQ is utilized, a pre-qualification document shall be provided tothe Proponents that have been pre-qualified setting out the criteria for prequalification,which may include:evaluation criteria and weightingstipulated performance and experience level;meeting fundamental mandatory standards or regulations of thefederal, or provincial, or The Town standards;references provided from other customers for similar work;verification of applicable licenses and certificates; andfinancial capabilityThe selection of qualified Proponent following a pre-qualification process doesnot create any contractual obligation between the Town and the pre-qualifiedrespondent(s). Pre-qualification may be made a specific pre-condition of anyother procurement procedure utilized by the Town.This is the process of internal Departments providing a submission on a Call for Bid.THE CORPORATION OF THE TOWN OF INNISFIL Page 20 of 28POLICY CP.19-07-05
PART VI8. ALTERNATIVE METHODS OF PROCUREMENT8.1 Contracts Without TenderPurchasing Staff in consultation with the Director shall be authorized to contractwithout tender, proposals or quotations as further described in the PurchasingProcess and Procedures Document8.2 Single, Sole and Sole Brand PurchasingThese types of purchases are purchases without a competition. There are anumber of reasons for this; patents, trademarks, proprietary information, only oneresource, volatile market conditions.8.3 Emergency (Extraordinary) ProcurementThis type of purchase shall only apply in case of an emergency or when an eventoccurs that is determined by the CAO and or the Treasurer or their designate withthe collaboration of the Departments’ Director.8.4 Vendors of Record (VOR) and Cooperative PurchasingThese can be used to reduce costs and are also used to reduce workload byworking with other Municipalities and other levels of Governments, and allow theability to piggy back (use) contracts.8.5 Unsolicited ProposalsUnsolicited proposals received by the Town shall be reviewed by the Director andPurchasing Staff. Any procurement activity resulting from the receipt of anUnsolicited Proposal shall comply with the provisions of this policy.8.6 Negotiated PurchasesThe Director is authorized to negotiate with one or more bidders and in suchcases the requirement for inviting tenders or quotations is waived:When in the opinion of Council, formal advertising can accomplish nouseful purpose;When in the judgment of Purchasing Staff, goods are deemed to be inshort supply due to market conditions;Where two or more identical compliant bid submissions have beenreceived;When the lowest compliant bid submission is above the available funds.When all bids received fail to meet the specifications or tender terms andconditions and it is impractical to recall the call for bid;When no bids are received in a call for bid process;When only one bid is received in a call for bid process;Where a contract has expired or will shortly expire and unforeseeablecircumstances have caused a delay in issuing a new call for biddocument; (timeframe for extended contract should not exceed 1 year);Where Expanded works or coordinated works are appropriate in thecircumstances;When negotiations are deemed necessary by Council, they shall becarried out jointly between Purchasing Staff and user department subjectto the conditions of this policy.The methods of negotiation shall be those accepted as standardnegotiating procedures that employ fair ethical practices.THE CORPORATION OF THE TOWN OF INNISFIL Page 21 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 18 and 19: PART V7. METHODS OF PROCUREMENT7.1.
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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