Purchasing Policy - Town of Innisfil

PART VII9. OTHER9.1 Analysis – Evaluation Committee and Submission Review Committee9.1.1 Submissions shall be analyzed as follows:9.1.2 Each competitive process requires an Evaluation Committee that willbe responsible for reviewing all the submissions. The submissions willbe tabulated and analyzed for compliance.9.1.3 Any bid irregularities shall be addressed in accordance with ScheduleB of the Purchasing Processes and Procedures Document.9.1.4 If a bid contains an irregularity, except those specifically listed in thebid documents and/or listed in Schedule B of the PurchasingProcesses and Procedures Document, or if there is a challenge to thecall for bids process, the issue shall be referred to the Bid ReviewCommittee to determine whether the bid complies with the submissionrequirements set out in the call for bids or to determine the validity ofthe challenge.9.1.5 If the Bid Review Committee does not agree unanimously that the bidshall be accepted or rejected, a report shall be prepared by therequisitioning departments Director for submission to Council settingout the nature of the informality, irregularity or challenge and theproposed action to be taken. The Bid Review Committee shall becomposed of, at a minimum, the Director of the requisitioningdepartment, a member of the requisitioning department, Treasurer ordesignate and a member from Legal Services.9.1.6 Tie Bids - In the case of tie bids between two responsive andresponsible bidders, and where multiple awards are not an alternativefor award the Town shall determine the successful bidder by coin toss.9.1.7 In the case of tie bids between three or more responsive andresponsible bidders, and where multiple awards are not an alternativefor award, the Town shall determine the successful bidder by a draw ofthe bidder names from a receptacle.9.2 Contract Change Orders (Change in Scope)9.2.1 Where goods, services and/or construction have been purchasedunder this purchasing policy pursuant to a contract or price agreement,where a change in the scope of the project to which the contract orprice agreement relates occurs which necessitates the purchase ofadditional or related goods, services and/or constructions, suchadditional goods, services and/or construction shall not be purchasedunless:a) a report to request approval is submitted to Council; orb) the procurement procedures set out in this policy are complied withas if the additional purchase is a new contract or price agreement; orc) the total cost of the additional goods, services or construction doesnot exceed ten percent (10%) of the total cost of the original contractor price agreement and the 10% does not exceed $50,000; orTHE CORPORATION OF THE TOWN OF INNISFIL Page 22 of 28POLICY CP.19-07-05