Purchasing Policy - Town of Innisfil

PART III3. DEFINITIONSIn this Policy,“Acquisition” means the purchase of goods, services and/or construction;“Acquisition Method” means the process by which goods, services and/or construction arepurchased;“Addendum” means a change, or addition, or correction significant enough to be formallymade to Call for Bid request documents (RFP, RFQ, RFT, etc.) within the competitive timeperiod. Addendums are communicated to all registered Proponents by electronic mail orwebsite posting, or by fax or telephone. Addendums issued within the last 48 hours of acompetitive time period may, at the Town’s discretion, extend the competitive time period’s dateand time, or could, if significant enough in the opinion of Purchasing Staff cause the cancellationof a specific procurement process altogether. It is the responsibility of the Proponent to havereceived all Addendum/Addenda that have been issued by the Purchasing Services;“Agreement” means a legal document that binds the Town and other parties, subject to theprovisions of the contract;“Annual Aggregate Value” means the total amount anticipated to be spent annually by alldepartments on a particular type of good or service;“Approval” means authorization to proceed with the purchase or disposal of goods, servicesand/or construction;“Bid Irregularity” means a deviation between the requirements (terms, conditions,specifications, special instructions) of a bid request and the information provided in a bidresponse. For the purposes of this policy, bid irregularities are further classified and defined as“major irregularities” or “minor irregularities”“Bid Request” means a written request for bids or a solicitation, which may be in the form of aRequest for Quotation, Request for Tender or Request for Proposal or other Call for Biddocuments;“Call for Bid” means a formal request for Bid, on the terms and conditions set forth in theTown’s Bid documents, that may be in the form of a Request for Quotation (RFQ), Request forPre-Qualification (RFPQ), Request for Proposal (RFP), Request for Tender (RFT), Request forInformation (RFI) or Request for Expression of Interest (RFEOI);“Chief Administrative Officer” means the Chief Administrative Officer (CAO) for the Town andincludes designate;“Clerk” means the Municipal Clerk for the Town;“Compliant Submission” means a tender, proposal or quotation that meets all the mandatoryrequirements stipulated in the request document and on the form of tender or proposal. Careshould be taken to ensure the mandatory requirements are truly critical to the specificprocurement and that language clarifies how non-compliant submissions will be handled;“Construction” means a construction, reconstruction, demolition, repair or renovation of abuilding, structure or other civil engineering or architectural work and could include sitepreparation, excavation, drilling, seismic investigations, soil investigations, the supply ofproducts and materials and equipment and machinery if they are included in and incidental tothe construction, and the installation and repair of fixtures of a building, structure or other civilengineering design or architectural work, but DOES NOT include the professional services (i.e.THE CORPORATION OF THE TOWN OF INNISFIL Page 6 of 28POLICY CP.19-07-05