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HomeMy WebLinkAboutPUR 010-001 Purchasing ProcedureCat/ O0 PICKERING City Procedure Procedure Title: Purchasing Procedure Procedure Number PUR 010-001 Reference Municipal Act, 2001, S.270 Date Originated January 24, 2002 Date Revised February 14, 2014 April 2016 Pages 35 Approval: Chief Administrative Officer Procedure Objective Point of Contact Manager, Supply & Services To establish procedures to ensure employees follow consistent steps in the procurement process in accordance with the provisions of the Purchasing Policy. Index 01 Definitions 02 Procurement Cycle 03 Prohibitions, Restrictions and Compliance 04 Disclosure of Budget 05 Questions 06 Purchasing Policy 07 Forms 08 Requisitioning Goods and Services 09 Purchase Orders 10 Receiving Goods and Services 11 Request for Information and Expression of Interest (RFEI) 12 Request for Quotations 13 Request for Tenders 14 Request for Proposals 15 Emergency Purchases — Over $1,000 16 Disposal 17 Co-operative Purchasing 18 Vendor Performance 19 Accessibility Considerations 01 Definitions 01.01 Acquisitions - the process of obtaining goods and services. 01.02 Authority or Authorized — the right to conduct the tasks outlined in this Procedure. 01.03 Bid — an offer or submission received from a vendor in response to a request, which may be accepted, not considered or rejected. 01.04 Bidder — the person, firm or corporation submitting an offer to the City. 01.05 Blanket Order — a type of purchase order which is an agreement between the City and supplier to facilitate the reordering of repetitive use materials or services for a specified term (e.g. for repairs or maintenance purposes) and not to be used for a Capital expenditure. 01.06 Board — a group of persons who manage or control an aspect of business related to the City. 01.07 Centralized Purchasing - the activities conducted by the Supply & Services Section of the Corporate Services Department which is responsible for the acquisition of all goods and services. 01.08 Chief Administrative Officer (CAO) - the Chief Administrative Officer of the City or a designate. 01.09 City - The Corporation of the City of Pickering. 01.10 Clerk - the City Clerk or a designate. 01.11 Committee - a Standing Committee of Council. 01.12 Consulting and Professional Services — services requiring technical skills provided on the basis of a defined project or undertaking to recommend and/or assist in implementing solutions including but not limited to supervision related to the project or undertaking. Procedure Title: Purchasing Procedure Page 2 of 35 Procedure Number: PUR 010-001 01.13 Contract - a binding agreement between two or more parties. In the absence of any other document, a Purchase Order constitutes a contract. 01.14 Contract Administrator - a person with authority to administer the terms of a contract to oversee the work of a vendor or contractor. 01.15 Cooperative Purchasing - the participation of the City with one or more public agencies in a bid solicitation. 01.16 Council - the Council of the City of Pickering. 01.17 Delegate — a person given authority by the Manager to acquire pricing on goods and services. 01.18 Designate - a person authorized to act on behalf of another which may include signing authority to purchase within prescribed limits and/or approval authority. 01.19 Director - a Director, or the Chief Administrative Officer in the capacity as Head of the Administration Department, or designate, as head of a department. 01.20 Disposal - the selling, trading, assignment, and/or scrapping of surplus assets. 01.21 Emergency - a situation that is, in the opinion of the CAO or a Director, a threat to public health, safety, property, life or the environment and exists where the immediate acquisition of goods or services is essential to prevent serious delay, injury, damage, restore basic service provided by the City and warrants operating outside this procedure or limit potential liability. 01.22 Evaluation Committee — procedures may be established to provide for an evaluation committee comprised of a minimum of two representatives from the Client Department and one from Supply & Services to evaluate proposals in an RFP process for the purpose of making a recommendation. 01.23 Goods and/or Services — labour, materials, products, equipment, services, supplies, act to be done, furnished or performed by a vendor that are the subject of the contract. 01.24 Informal Quotation - an offer received from a vendor through an informal process in response to a request for pricing which can be on a vendor's quotation form. 01.25 Inventory Control - the management of materials required by departments to ensure that they are available when required while at the same time minimizing investment. 01.26 Limited Purchase Order — form used to acquire items carried in inventory, to repair and/or service a vehicle or equipment or items considered shop sundries. Procedure Title: Purchasing Procedure Page 3 of 35 Procedure Number: PUR 010-001 01.27 Manager - the Manager, Supply & Services or a designate, under the general direction of the Treasurer. 01.28 Personal Purchase — goods or services requested by an elected official, an appointed official or by any employee of the City, the requirement for which is not for City purposes but is for the benefit and use of the person requesting the purchase. 01.29 Proposal — a written offer from a vendor in response to a written request for proposal (RFP) which may be subject to discussion or negotiation. An RFP process may be used when the good or services cannot be definitively specified, where such proposals would result in specific offers by the vendors. 01.30 Publicly Advertised — advertising in any publication of general circulation including the Internet. 01.31 Purchase Order - contract, in an approved form, issued to a vendor to acquire goods or services, including Blanket Order and Limited Purchase Order. 01.32 Purchase Requisition - a request, in a form approved by the Manager to acquire goods or services. 01.33 Purchasing Card (PCard) - a credit card issued by the City that is used to purchase and pay for goods and/or services subject to spending and/or transaction limits. 01.34 Quotation - a written offer received from a vendor in a form prescribed by the Manager in response to a request for quotation (RFQ). 01.35 Responsive and Responsible Bidder - one who complies with the instructions of the bidding document, contractual terms, conditions, specifications and who can reasonably be expected to provide satisfactory performance of the proposed contract based on adequate financial and other resources, satisfactory reputation, references, and performance on similar contracts. 01.36 Real Property - lands, buildings, tenements and/or any interest, estate or right or easement affecting same. 01.37 Surety — a formal pledge lodged, or sum of money deposited, as a guarantee against a damage or loss, non -fulfilment of an obligation, such as a specified amount in the form of cash, certified cheque, bid bond, agreement to bond, performance bond, labour and materials payment bond, letter of credit or any other approved form of collateral acceptable and deemed necessary by the Treasurer. 01.38 Single Source — where there is more than one source in the open market but only for reasons of function or service, one vendor is recommended for consideration of the particular goods and/or services. Procedure Title: Purchasing Procedure Page 4 of 35 Procedure Number: PUR 010-001 01.39 Sole Source — only one source of supply available for particular goods and/or services. 01.40 Standardization — the adoption of a single product or group of products to be used by one or more departments. 01.41 Systems Contract — an agreement with a supplier carrying an inventory of specific items for the City such as office supplies, janitorial supplies, work wear, etc. 01.42 Tender - a written offer in a form specified by Supply & Services received from a bidder in response to a request for tender. 01.43 Treasurer — Treasurer or a designate. 01.44 Vendor — individual, firm, supplier, contractor, architect, consultant or bidder. 02 Procurement Cycle 02.01 The following represents some of the more typical procurement activities: • initial client meeting (if required) • selection of purchasing method e.g. quotation, proposal or tender or direct purchase • preparation of technical specifications, drawings and evaluation criteria • preparation and review bid document package • publishing the document (if required) • issuing the bid document • bid document submission • bid receipt and analysis • preparation of the procurement award • approvals • preparation and execution of documents • contract administration 03 Prohibitions, Restrictions and Compliance 03.01 No purchase of goods and services having a price in excess of $500 shall be authorized unless it is from an agreement established by the Manager, Supply & Services and is in compliance with the Purchasing Policy and these procedures. 03.02 Goods or services that are obtained without following the City's Purchasing Policy and Procedures are not acceptable. Any such invoices will not be processed for payment without the authorization of the Director. Procedure Title: Purchasing Procedure Page 5 of 35 Procedure Number: PUR 010-001 03.03 Any employee who knowingly contravenes any of the above is committing an act of misconduct and is liable for the purchase as well as disciplinary action. 04 Disclosure of Budget 04.01 Disclosure of specific budget information in relation to planned expenditures is only permitted at the discretion of the Manager, Supply & Services. 05 Questions 05.01 Questions in regards to these procedures or guidelines should be referred to the Manager, Supply & Services. Any changes or substantive interpretations will be reflected in the form of an amendment to these policies and procedures. 06 Purchasing Policy 06.01 Please refer to Purchasing Policy for Council approved Policy and dollar limits. 07 Forms 07.01 The following forms have been developed to support the various processes outlined in this Procedure: • Addendum • Advertisement • Bidders application • Contractor evaluation • Tangible capital asset • Evaluation summary • Materials requisition • Purchase Order • Receiving report • Record of tenders — opened and checked • Regret letter • Report to Council • Requisition — online • Requisition — manual 07.02 Prohibitions, Restrictions and Compliance — No changes are permitted to the above forms and agreements without the consent or the Manager, Supply & Services. Procedure Title: Purchasing Procedure Page 6 of 35 Procedure Number: PUR 010-001 08 Requisitioning Goods and Services 08.01 Overview There are three types of Purchase Requisitions, an Online, Manual and Materials Requisition. An approved Online/Manual Requisition shall be forwarded to Supply & Services to acquire all goods and services with the following exceptions: • purchases up to an amount of $1,000 (Section 06.05 of Purchasing Policy); • items which are exceptions are outlined in Appendix I of the Purchasing Policy and any other purchases identified from time to time by Supply & Services and Accounting Services; • purchases acquired through the use of delegated Low Value procurement tools (e.g. purchasing cards or credit cards and other methods as prescribed by the Manager, Supply & Services); • purchases of stationery supplies under a systems contract from the City's supplier of record that can be requisitioned/ordered through the Internet, by electronic order form, by telephone or by fax. This contract utilizes the vendors' inventory, catalogues, delivery facilities and the vendors' order forms. The City does not carry any of the items in inventory. A department may obtain goods directly from the vendor in accordance with purchasing procedures. The Signing Authority must assign the Account Number to be charged and sign the form to approve the transaction prior to releasing the order; • other systems contracts initiated and maintained by Supply & Services to facilitate the acquisition of the various goods required by the City; and • to acquire goods from the Central Stores inventory. Goods carried in the Central Stores include maintenance, lighting, hardware, safety and first-aid supplies. A Materials Requisition shall be used for these purposes. 08.02 On-Line/Manual Requisition Client responsibilities: 1. Complete an Online/Manual Requisition form by logging onto the purchasing program from your computer. If computer access is not available, complete a manual requisition form. The Requisition should include the following information: • account number(s) • authorized project code for capital expenditures (if applicable) Procedure Title: Purchasing Procedure Page 7 of 35 Procedure Number: PUR 010-001 • description of goods and/or services • any special instructions • budget estimate if over $1,000 • date required 2. Forward Requisition for approval. 3. Submit Online/Material Requisition to Supply & Services together with any additional information e.g. detailed specifications, any relevant criteria for consideration during evaluation and selection of goods or services. Supply & Services responsibilities: 1. Review requisition for completeness. 2. Determine method of purchase. 3. Acquire goods and services in accordance with the requirements of the Purchasing Policy and Purchasing Procedures. 08.03 Materials Requisition The Central Stores area maintains an inventory of items that can be obtained through the use of a Materials Requisition. A Materials Requisition shall be used to acquire goods for and from Central Stores for work to vehicles and equipment, undertaken by City staff. A Work Order must accompany the Material Requisition. Goods purchased shall be recorded on the Work Order to maintain a complete service record. Where possible, the manufacturer's number and specifications should be provided on the Material Requisition to facilitate the purchase of the appropriate goods. If goods are not available from the inventory, a Purchase Order shall be issued to acquire such shop sundries. Client responsibilities: 1. Complete Material Requisition including: • department • account number • quantity • stock number • description of goods • date 2. Forward Materials Requisition for approval. 3. Forward completed form to Central Stores. Materials Clerk responsibilities: 1. Review requisition for completeness. 2. Release goods from inventory. 3. Process and distribute paperwork as required. Procedure Title: Purchasing Procedure Page 8 of 35 Procedure Number: PUR 010-001 09 Purchase Orders 09.01 Overview Purchase Orders are required for the purchase of all goods and services except for purchases up to an amount of $1,000 (Section 06.05 of the Purchasing Policy); items exempt as outlined in Appendix I of the Purchasing Policy; acquired under Low Value purchase arrangements approved by the Manager, (e.g. purchasing cards or credit cards), or acquired through other forms of contract or agreements, or any other purchases identified from time to time by Supply & Services and Accounting Services. There are basically three types of purchase orders. A Standard Purchase Order, a Limited Purchase Order and a Blanket Purchase Order: 1. A Standard Purchase Order is used to acquire goods and services. 2. A Limited Purchase Order is used to acquire items carried in inventory; items required to repair and/or service a vehicle and equipment; and items considered shop sundries. 3. A Blanket Purchase Order, which is similar to a Standard Purchase Order, but represents an agreement between the City and a vendor under which the vendor will provide goods to the City during an agreed period of time with specific instructions and/or limitations. Supply & Services may initiate and maintain Blanket Purchase Order arrangements to facilitate the acquisition of the various goods and services required by the City. Goods and services may then be obtained directly from the vendor by the requisitioner in accordance with purchasing procedures. Blanket Purchase Order arrangements issued as a result of a competitive process may be multi-year (subject to the terms and conditions of the bid request). Any Blanket Purchase Order issued to a vendor without competition shall not exceed a time period of one year. At the expiry of such Blanket Purchase Order, the Manager will re-evaluate the arrangement in accordance with Section 04 Purchasing Principles of the Purchasing Policy. A new Blanket Purchase Order is to be issued for subsequent requirements. 09.02 Procedures Purchase Order preparation and circulation Supply & Services responsibilities: 1. Complete Standard Purchase Order from online requisition OR in the case of Limited Purchase Orders complete by hand. 2. Distribute copies as designated on the Purchase Order. Procedure Title: Purchasing Procedure Page 9 of 35 Procedure Number: PUR 010-001 Standard Purchase Order Amendment or Cancellation Amendments or cancellation of a Purchase Order or other forms of agreement can only be initiated by communicating to Supply & Services in the form of an authorizing memorandum or e-mail. Cancellations recommended on the basis of "poor performance" must be accompanied by supporting information. Contract terms and conditions in effect must be carefully reviewed prior to initiating action so that the impact to both the Corporation and the vendor can be quantified. There may be restocking fees or penalties so the condition of goods must be assessed. Where services are provided, work may have to be terminated on a job that is partially complete. Supply & Services is responsible for providing investigative services and/or be the arbitrator to ensure vendor relations as well as the user department's interest are protected. Client responsibilities: 1. The Client department, in collaboration with Supply & Services is required to review and analyze the impact to the Corporation with respect to penalties or constraints which the Corporation may be subjected to by amending or cancelling an order, contract or agreement prior to notification of vendor. 2. Provide written request with related supportive information to amend or cancel the Purchase Order. Supply & Services responsibilities: 1. Review the amendment or cancellation requirements and supportive information 2. Co-ordinate a meeting with the Client and/or Vendor and/or Legal Services if deemed to be necessary. 3. Prepare an amended Purchase Order and/or otherwise communicate with the vendor and client. Blanket Purchase Order Supply & Services responsibilities: 1. To determine if Blanket Order is a feasible method of purchasing in collaboration with the client and vendor. 2. Request can be initiated by client, or reviewed by Supply & Services. 3. To set up Order and update Blanket Order listing and distribute to Directors. 4. To monitor contract expiration dates in collaboration, where necessary, in order to review before expiry. Procedure Title: Purchasing Procedure Page 10 of 35 Procedure Number: PUR 010-001 10 Receiving Goods and Services 10.01 Overview It is very important that goods and services provided are properly inspected prior to acceptance. Failure to initiate immediate action in response to incomplete transactions, damaged goods, inadequate service etc. can limit the City's ability to obtain satisfactory restitution. Goods and services received are accompanied by a packing slip or work order. In the event either does not accompany the delivery, a receiving form is to be prepared by the requisitioning department's employee receiving the goods or services. 10.02 Procedures Receiving Client responsibilities: To ensure goods are received and signed for by a representative of the department. The inspection process shall include: 1. Inspect the packaging and note any damage on the receiving form. 2. If the goods are not acceptable do not accept. 3. If the goods are received unopened, write "subject to inspection" along with signature on the bill of lading. 4. Note on the packing slip and bill of lading any visible damage to the package. 5. Note on the packing slip any concealed damage (when package is opened). 6. Compare the packing slip to the goods received for accuracy. 7. Keep the bill of lading and packing slip with the shipment in the event the shipment has to be reported for damage or return. 8. Sign the receiving form and forward to Accounts Payable. 9. When releasing against a Blanket Order, ensure the proper account number is indicated on receiving documents and that it is appropriately authorized. 10. Advise Supply & Services in writing (email) of problems encountered with the contract and/or vendor as soon as possible. Exchange and Return Supply & Services Responsibilities: Procedure Title: Purchasing Procedure Page 11 of 35 Procedure Number: PUR 010-001 If the goods are initially accepted and subsequently deemed unacceptable contact the vendor immediately and confirm return/new shipment arrangements. Client responsibilities: 1. Report any damage or make request for return in writing (email) to Supply & Services. 2. Exchange and return situations must include notations with respect to the reasons and damage (if applicable) on the receiving form. 3. Person who requested the return must identify returned goods on the packing slip or receiving report and distribute copy to Accounts Payable. 4. Retain copy and attach to client's copy of Purchase Order to ensure transaction is resolved. 5. Vendor to be contacted by Supply & Services or client as agreed to under the circumstance. 11 Request for Information or Expression of Interest (RFEI) 11.01 Overview A Request for Information (RFI) or Request for Expression of Interest (RFEI) may be used prior to the preparation of a more formal bid solicitation using one of the accepted purchasing methods. An RFI or RFEI can be used in a number of circumstances including, but not limited to, pre -qualifying and/or establishing a short list of qualified vendors as a front end to a more formal bid solicitation. It can also be used to assist in developing options, better define scope or detailed design and documentation requirements in the case of projects where there is minimum reference or precedence or where new technologies may be involved. 11.02 Prohibitions, Restrictions and Compliance The preparation and issuance of an RFI or RFEI shall be undertaken by Supply & Services with the involvement of the appropriate department. 11.03 Procedure The following are guidelines only: A Request for Information or Request for Expression of Interest document usually consists of the following: • project title or name • project summary • method of submission including: time, dates, address, telephone number, fax number • outline of response requirements including the number of pages and Procedure Title: Purchasing Procedure Page 12 of 35 Procedure Number: PUR 010-001 topics to be addressed • contact person(s) where Vendor can get additional information • overview of and timing of selection or short list of Vendors; and • evaluation criteria if required at this stage. The objective is to determine as much information or interest in the required purchase of goods or services in order to proceed to a more formal request for quotation, tender or proposal. It is expected that the results of the RFI or RFEI will assist in the development of a more definitive approach to the marketplace using the most appropriate purchasing method, contractual terms and conditions and purchase agreement. The type of information that might be required of a vendor could include: • ability to work within budget and schedule • alternatives availability • availability of vendor • cost implication regarding conversion, retraining, set up • experience and expertise of the vendor • financial stability of the vendor • methodology proposed • qualification of staff • value added; and • warranties available A questionnaire can be used to obtain information regarding the vendor, product or service offerings, capabilities, references and any other information required to establish, pre -qualify or short-list vendors. 12 Request for Quotations 12.01 Overview The Request for Quotations (RFQ) method of purchase is a competitive method. The process generally follows the activities included in the typical procurement cycle, Section 02. Depending on the degree of complexity or dollar value of the procurement, it will be necessary to carry out many of these activities albeit to a varying extent. The specifications for the goods and services and terms of purchase should allow for competitive quotations to be received. A sufficient number of vendors shall be requested to submit quotations so that at least three responsive quotations are received. 12.02 Procedures Client responsibilities: 1. Complete Purchase Requisition (Refer to Section 08). Procedure Title: Purchasing Procedure Page 13 of 35 Procedure Number: PUR 010-001 2. Submit to Supply & Services any attachments by email or internal mail quoting the requisition number. Supply & Services responsibilities: 1. Review requisition to ensure all required information is completed and ensure the RFQ is the most appropriate Purchasing Method. 2. Assign Quotation number. 3. Prepare Request for Quotation (RFQ). 4. Fax, mail or courier Request to selected vendors. 5. After closing date and time, at a specified location, review submissions. Not a public opening. 6. Confirm that all of the required information is provided. 7. Complete evaluation summary. 8. Select lowest acceptable, responsive and responsible bid. 9. Review with client as necessary. 10. Obtain necessary approval from client department. 11. Request appropriate securities (if required) from vendor. 12. Issue Purchase Order or other form of contract. 13. Distribute copies as designated on the Purchase Order. 14. Vendor name and price which is subject of an award may be released to unsuccessful bidders. 13 Request for Tenders 13.01 Overview The Request for Tenders (RFT) method of purchase is a competitive method of purchase that may include supplier or contractor pre -qualification. The process generally follows the activities included in the typical procurement cycle, Section 02. Given the complexity or dollar value associated with tenders it will be necessary to carry out many of these activities. The specifications for the goods and services and terms of purchase should allow for competitive tenders to be received. Tenders, for the most part, lend themselves to standard commodities and services as well as 'traditional' construction contracts. Complex initiatives or new technologies are better acquired by proposals. 13.02 Prohibitions, restrictions and compliance All tenders are issued and received by Supply & Services. Advertising is at the discretion of the Manager, but over $100,000 must be advertised. Procedure Title: Purchasing Procedure Page 14 of 35 Procedure Number: PUR 010-001 When advertised, should be in a publication of general circulation, the Internet or chosen from a list of qualified bidders in accordance with the requirements of the Purchasing Policy. 13.03 Procedures a) Preparation and distribution of tendering documents Tendering documents are issued by Supply & Services, in collaboration with the client department. Requirements including specifications contained within the document are to be specific, clearly stated, easily understood, and are mandatory requirements that must be met by the vendor in order to be considered. Client responsibilities: 1. Complete Purchase Requisition (Refer to Section 08). 2. Submit to Supply & Services any attachments by email or internal mail quoting the requisition number. Supply & Services responsibilities: 1. Review Purchase Requisition to ensure all required information is completed and the Request for Tender is the most appropriate Purchasing Method. 2. Assign Tender number. 3. Advertisement should include a general description of the contract; where and how the official tendering document can be obtained, the closing date, time and location, and the cost for the official tendering documents (if any). Any applicable mandatory site meeting or any prequalification should be clearly identified in the advertisement. 4. Meet with client to review any questions or concerns. 5. Create and/or review draft Request for Tender. 6. Review any necessary changes with client approval if necessary. 7. Supply all prospective bidders with one copy of the official tendering documents, bid label and a set of plans or specifications (if applicable). 8. If a fee for the official tendering documents is requested, it shall be paid to the City of Pickering. The Manager shall determine an appropriate fee and it shall be non-refundable, unless otherwise specified. If the fee is refundable, the fee shall be returned when applicable conditions have been met, (i.e. original blank tender document is returned in good condition and within the time specified), and otherwise the fee shall be deemed to be non- refundable. 9. Bidders are required to provide a bid deposit with their tender submission (if requested) in accordance with the tendering Procedure Title: Purchasing Procedure Page 15 of 35 Procedure Number: PUR 010-001 document. The amount may vary, depending upon the value or scope of the tender. The bid deposit shall be retained by the City to ensure that the bidder will enter into a contract and provides additional surety documentation (or such other documents with respect to the project) as requested. 10. Respond to enquiries during bidding period. b) Record of Tendering Information 1. A list of prospective bidders shall be maintained by Supply & Services in the tendering file. 2. It is essential that the name, address and telephone number of prospective bidders are recorded when tender documents are released to facilitate distribution of addenda. c) Changes to Competition Changes to a tender under call shall be made in the form of a written addendum, i.e. change in specification; closing date has been extended; competition has been cancelled. As well, interpretations to bidder inquiries may also justify a change to a tendering call. d) Notification of Addenda to Prospective Bidder The following describes how the prospective bidders are notified: 1. For the purposes of this section, delivery shall mean delivery. acknowledged by a receipt such as registered mail, courier, pick up, or facsimile transmission. 2. Ensure Addenda is available to prospective bidders. 3. Ensure Addenda is posted electronically when tender is advertised electronically. 4. Ensure that any Addenda accompany subsequent tendering documents released. e) Notification to Prospective Bidder When Competition Closing Date/Time Has Been Extended When the competition closing date/time for receiving tenders has been extended, in addition to the addenda, an advertisement setting out the revised competition closing information shall be inserted in the publication(s) originally used, when practical. f) Disposition of Tenders When Competition Closing Date/Time Has Been Extended Procedure Title: Purchasing Procedure Page 16 of 35 Procedure Number: PUR 010-001 9) When the competition closing date/time for receiving tenders has been extended, tenders already received shall be handled as follows: • If the extension is two weeks or less, the bidder shall be advised that their tender will be returned immediately upon receipt of a written request to return. • If the extension is more than two weeks, tenders already received shall be returned unopened by hand delivery addressed to the last known place of business. Cancellation of Competition 1. Each prospective bidder who obtained tendering documents shall be notified in writing of the cancellation of the competition by courier addressed to the last known place of business. If practical, notification of the delivery may also be given by telephone or facsimile. 2. When a competition is cancelled, no further tenders will be received. All tenders delivered to the City shall be time stamped and returned unopened to the prospective bidders, by courier addressed to the last known place of business. h) Recall of Tenders A tender may be recalled at the discretion of the Manager and the appropriate Director, who shall set out the justification for such recall in the final Report. i) Withdrawal of Tender 1. A bidder who has submitted a tender may request that his/her tender be withdrawn. The withdrawal shall be allowed if the request is made before the competition closing date and time. Withdrawal requests must be directed to the City by hand delivery, facsimile or in person and signed by an authorized signing officer of the bidder. 2. Telephone requests shall not be considered. 3. Tenders confirmed as withdrawn prior to the competition closing shall be returned unopened to the prospective bidder and recorded on the Tender Summary Sheet as withdrawn. 4. Withdrawal requests received after the competition closing time will not be received. The bidder concerned shall be informed that the withdrawal request arrived too late for consideration. However, the bidder may withdraw a tender during the tender opening under certain circumstances. (Refer to Item 6 below). 5. Withdrawal of a tender does not disqualify a bidder from submitting another tender on the same competition, if both the withdrawal Procedure Title: Purchasing Procedure Page 17 of 35 Procedure Number: PUR 010-001 j) notice and the subsequent tender are received prior to competition closing. 6. When more than one tender is opened on the same day, a bidder who has been read out as low on a previous tender (same day) may withdraw from subsequent tenders in the following manner: • A written notice of withdrawal, signed by the bidder, will be handed to the Clerk before any bids are read out on the tender(s) to whom it applies. • The withdrawal notice shall be attached to the applicable bid and the withdrawal shall be announced. The amount of the withdrawn bid shall not be read out and shall be returned. • Tenders withdrawn under this procedure cannot be reinstated. Example - a bidder cannot reinstate a withdrawn tender if subsequent checking proves that a tender submitted on a previous contract was not, in fact, low bid. 7. Any correspondence requesting withdrawal of a tender discovered at the public opening shall be read by the Clerk who shall state the nature of the correspondence, the name of the bidder and the tender number. The withdrawal notice shall be attached to the envelope, and shall be returned to the bidder. Opening Tenders 1. The public tender opening will take place at a specified time, date and location. 2. A listing of tenders received consisting of the names of bidders for each tender shall be available to people present at the tender opening. k) Opening Committee 1. A minimum of three City staff to include the Clerk, Manager and appropriate Director or designates shall attend a public tender opening. 2. Any other people may attend the public opening. I) Action on Unknown Tender at Opening Any tender that does not have the tender number or project description on the envelope shall be opened and placed with its appropriate group by the Clerk. m) Action on Correspondence Found Enclosed in the Envelope If correspondence is found enclosed with a tender in the envelope which, in the opinion of the Clerk, could qualify the bid in any way, the tender Procedure Title: Purchasing Procedure Page 18 of 35 Procedure Number: PUR 010-001 shall initially be considered an improper bid and shall be so noted in the record of tenders opened and the tender read out in the normal manner. This or any additional correspondence and the tender shall be referred to the Manager for a decision as to its acceptance or rejection at a later time. n) Action When More Than One Tender Under Same Name 1. If more than one tender is received under the same name for the same competition without any notice of withdrawal, the tender contained in the envelope bearing the time closest to the competition closing time shall be considered by the Clerk the intended bid. The other tender(s) received for that bidder shall be considered withdrawn and returned to the bidder in the usual manner. (Refer to Section 13.03 subsection i)). 2. If two tenders are received in the same envelope, the properly executed copy or if both are properly executed and prices differ, the lower price shall be considered the intended bid. o) Announcing Bid Amounts and Recording Information 1. When all tenders have been accounted for, the Clerk shall announce the following details for each tender, the contract number, the name of the bidder and the total bid amount. Other requirements may be checked and read out as well, (e.g. the amount of the bid deposit, agreement to bond form, addenda). 2. The tender summary sheet shall be used to record information read out at the opening. 3. If other things need to be checked by the Clerk, the Manager will advise. 4. When all tenders have been read out and the information has been recorded, the Tender Summary Sheet shall be closed off by drawing a diagonal line in the unused space under the information listed. 5. The signatures of all people present must appear on the Tender Summary Sheet. p) Alternate Bid When provided for in the tendering document, a bidder may submit an alternate to the specifications, such alternate tender shall be identified as an Alternate Bid, read out and recorded. q) Evaluation 1. Tendering documents shall be checked for compliance to tendering requirements and non-compliance shall deem the tender to be irregular. Procedure Title: Purchasing Procedure Page 19 of 35 Procedure Number: PUR 010-001 2. Extreme care must be exercised to ensure that irregular tenders are handled in a manner which is fair to the bidders, the public and in the best interest of the City. 3. An irregularity which deems a tender an "automatic rejection" and discovered during the public tender opening, shall be stated aloud, shall be so noted on the tender summary sheet and pricing shall not be read out. When rejection of Tender is discovered after the tender opening, it shall be so noted on the tender summary sheet and pricing shall not be carried forward. 4. An irregularity which may deem a tender "subject to further review" discovered during the public tender opening, shall be stated aloud, shall be so noted on the tender summary sheet and pricing will be read out. An irregularity discovered after the tender opening, its acceptability is still subject to further review. If it is acceptable, bid information will be carried forward. If it is not acceptable, bid information will not be carried forward. r) Checking Tendering Documents Tenders shall be checked as soon as practical following the public tender opening. The following details are checked: • tendering envelope is clearly marked and sealed • required form of tender has been used • tender must be legible and completed in ink • bid is properly executed • bid sets out the base price in the terms called for in the tendering documents • bid deposit is provided and in an acceptable form • agreement to bond (bonding) is provided and in an acceptable form • bid is not qualified • bid is submitted by a qualified bidder on a pre -qualified tender call, if applicable • additional tendering requirements have been met • tender meets specifications • erasure, overwriting, or strikeout initialled by the person signing the document • tender is not obscured by the use of correction fluid or correction tape • tendered unit prices and extensions are available for checking; and • unit price shall govern and extension will be corrected accordingly s) Action When Bid is Rejected 1. When checking procedures are completed, a bidder who has had a tender rejected shall be advised in writing. Procedure Title: Purchasing Procedure Page 20 of 35 Procedure Number: PUR 010-001 2. The completion summary memorandum to the appropriate Director shall include the details of the rejected bids. t) Action Where Two or More Bids Received in the Same Amount Where two or more responsive and responsible bidders have submitted bids and have bid the same amount refer to Purchasing Policy Item 23.02, No. 22. u) Competition Summary A competition summary memorandum which includes a recommendation shall be prepared by Supply & Services and sent to the appropriate Director. v) Award of Tender 1. A Report to Council recommending the award shall be prepared by the Client and signed by the appropriate Director, Manager and Treasurer if there are financial implications. The Director shall include comments about the recommended bidder's past performance, funds available, account charges, project cost, and a recommendation for approval to accept a tender. 2. Notwithstanding the guidelines for irregular tenders, the Council may, in its sole discretion, waive any irregularity. 3. The City reserves the right to accept, not accept or reject any tender. 4. Upon acceptance of a tender, the bidders shall be notified of the award. w) Disposition of Bid Deposit Following the opening of tenders, all deposits other than the deposits of at least the low three bidders may be returned to the applicable bidders. If deposits are returned by hand delivery, acknowledgement of receipt in writing must be signed by the bidder. The retained deposits will be held until the contract is awarded and deposits other than the deposit of the successful bidder shall be returned via courier. x) Action upon Tender Acceptance - Execution of Contract 1. When a recommendation to accept a tender is approved, the bidder shall be advised as soon as practical and shall be considered under contract for tendered work upon receiving confirmation from the Manager. 2. The bidder shall be allowed ten working days from the date of receiving confirmation to provide acceptable securities. Once Procedure Title: Purchasing Procedure Page 21 of 35 Procedure Number: PUR 010-001 y) received, the deposit of the bidder shall be returned as aforementioned. Bonding Requirements 1. When requested in the tendering documents, a Performance Bond and/or Labour and Material Payment Bond for the specified amount issued by a Bonding Company satisfactory to the Treasurer, must be furnished by the bidder within ten days of the acceptance of the contract. 2. In the event the bidder wishes to substitute for any of the bonding requirements a certified cheque, bank draft, money order or letter of credit, such substitute must be approved by the Treasurer. z) Action When Successful Bidder Does Not Enter Contract If a contract has been awarded and a successful bidder: 1. Fails to fulfill necessary requirements, (e.g. provide acceptable securities, contract bond, cash or other acceptable collateral) within the specified time, additional time may be granted or recommendation may be submitted to the original approving authority (i.e. Chief Administrative Officer or Council): • that the tender shall be awarded to the next higher bidder; or • that the competition shall be cancelled. 2. Indicates the work of the contract will not be performed, with the concurrence of the Director, recommend to the original approving authority (eg. Chief Administrative Officer or Council): • that the tender shall be awarded to the next higher bidder; or • that the competition shall be cancelled, 3. In both of the aforementioned situations, the deposit of the successful bidder shall be forfeited to the City. In addition, the City may claim for damages. 4. If a deposit was not requested for the contract and a successful bidder fails to fulfill necessary requirements or fails to enter into or perform the contract, the City may claim for damages. 13.04 Tendering Irregularities Guideline for handling irregularities: 1. To maintain the integrity of the public tendering process. 2. To maintain a flexible process in which low bids are not rejected because of minor irregularities. This approach allows the City to maximize the advantages of a competitive public tender process. 3. To ensure that the City's policy for dealing with irregular tenders promotes fair competition. Procedure Title: Purchasing Procedure Page 22 of 35 Procedure Number: PUR 010-001 4. To ensure that any bid accepted by the City is legally capable of being accepted. 5. To ensure that no bidder can avoid it's tender by its own default or mistake. 6. Irregularities that go beyond the scope of these guidelines shall be reviewed with the Treasurer who shall consult with the Chief Administrative Officer who shall have the final decision on acceptance or rejection of the bid. 7. Tendering irregularities will be dealt with as follows: Procedure Title: Purchasing Procedure Procedure Number: PUR 010-001 Page 23 of 35 Irregularity Response 1. Late bid • Automatic rejection and will be returned unopened to the bidder. Bids will be deemed to have been received when the City has stamped the envelope with the time and date of receipt. • If the bidder's address is not clearly available on the envelope or package, it will be opened solely to access this information in order to return it to the bidder. 2. Bid envelope or package is not sealed • Automatic rejection 3. Bid not completed by non -erasable ink • Automatic rejection 4. Bid not legible • Automatic rejection 5. Bidder's original ink signature missing from signature page • Automatic rejection 6. Bid qualified or restricted by a statement or alteration added to any part of the document • Automatic rejection 7. Bid received on documents other than those provided by the City • Automatic rejection unless allowed for in the bid instructions or received on a true copy (not retyped) of the original document issued by the City. 8. Bid does not meet specifications • Automatic rejection Procedure Title: Purchasing Procedure Procedure Number: PUR 010-001 Page 23 of 35 9. Alternate bid • Automatic rejection unless allowed for in the bid instructions or bidder has completed original bid and provided an alternate bid in addition to the original. 10. Bid Security a) Surety's Corporate seal or Surety signature missing from Bid Bond or Agreement to Bond b) Bid Bond or Agreement to Bond does have Surety's Corporate seal and Surety signature but does not have bidder's corporate seal or bidder's statement to bind the corporation c) Bid Deposit, Bid Bond or Agreement to Bond not provided, or not in the form specified or does not name the correct municipality as obligee, or the Surety is not licensed to do business in Ontario d) Bid Deposit, Bid Bond of insufficient amount e) Agreement to Bond not sufficient f) Bid security is not in compliance with the number of days open for acceptance as stated in the bid documents • Automatic rejection • Two working days to correct • Automatic rejection • Automatic rejection • Automatic rejection • Two working days to correct and if bidder fails to do so, bid will be rejected. 11. Bid does not acknowledge addenda • Automatic rejection unless every change set out in the addenda is clearly visible on the face of the bid OR the relevant addendum issued is solely for the purpose of revising the closing date and time. 12. Bid received from a bidder who has not been approved as a pre qualified bidder under a prequalification process • Automatic rejection Procedure Title: Purchasing Procedure Procedure Number: PUR 010-001 Page 24 of 35 13. Bid received from a bidder whom did not sign -in at mandatory site visit when instructed to do so in the tendering instructions • Automatic rejection 14. Failure to return the documents as specified • Automatic rejection unless otherwise specified in the tendering instructions. 15. Partial bid (all items not bid) • Automatic rejection unless allowed for in the tendering instructions. 16. Tender envelope unclear as to contents • Automatic rejection 17. Uninitialed changes to the bid documents that are minor (i.e. bidder's address is amended by over -writing but not initialed) • Two working days to correct and the City reserves the right to waive initialling and accept the tender. 18. Unit prices in the Schedule of Prices have been changed but not initialed • Two working days to correct and the City reserves the right to waive initialling and accept the tender. 19. Other mathematical errors that are not consistent with unit prices • Two working days to initial corrections as made by the City. Unit prices shall govern and the tender will be corrected accordingly. The City reserves the right to waive initialling and accept tender as corrected. 20. Pages are missing from bid • Two working days to supply the missing pages where in the opinion of the Manager, the missing page(s) would not directly affect the bid submitted. The City reserves the right to waive the need to receive the missing pages and accept the tender or to reject the tender outright at the discretion of the Manager. 21. Withdrawal of bid • Withdrawal of bids received after the closing date and time will not be allowed. Procedure Title: Purchasing Procedure Procedure Number: PUR 010-001 Page 25 of 35 22. Tie bids • The Manager may use one of the following methods of dealing with two low tied bids, based on the specific situation. • Request the two low bidders to resubmit pricing only. No other change to the bid is allowed. Bidders shall be allowed 24 hours from time of request. • Use a coin toss to select a recommended bid. • The outcome of the tie breaking method shall be final. 23. Completion date is other than specified in the tendering specifications • Two working days to clarify the completion date. The City reserves the right to waive the clarification of the completion date and accept the tender, or to reject the tender outright. 14 Request for Proposals 14.01 Overview The Request for Proposals (RFP) method of purchase is a competitive method of purchase that may or may not include Vendor pre -qualification. The process generally follows the activities included in a typical procurement cycle, Section 02. Depending on the degree of complexity or dollar value associated with the proposal it will be necessary to carry out many of these activities albeit to a varying extent. Some or all of the specifications and contract terms and conditions may not be determined prior to proposals being solicited. Depending upon the terms of the proposal call, the process may involve negotiations subsequent to the submission of proposals on any or all of the specifications, contract terms and price. Proponents may or may not be invited or permitted to submit a final and best offer. The use of proposals allows for greater flexibility in selecting a successful bidder, however, all proponents are to be given the same information, and must be treated equally and fairly. The RFP document still forms the basis for the contract. The contract may include information that was not originally specified in the RFP document. Procedure Title: Purchasing Procedure Page 26 of 35 Procedure Number: PUR 010-001 With regard to professional services, it is the intention of the City to employ consultants generally on the basis of their perceived competence and expertise relative to the project in hand, the cost of their services, their ability to complete the work within the required time, and their past record in performing similar work. A Request for Information or Request for Expression of Interest may be issued in advance of a proposal to assist in the development of a more definitive set of terms and conditions, scope of work and the selection of qualified Vendors. Alternatively, it may be incorporated into the proposal document where pre - qualification of Vendors is required 14.02 Procedures Client responsibilities: 1. Complete Online Purchasing Requisition (Refer to Section 08). 2. Submit any attachments by email or internal mail quoting the requisition number. Supply & Services responsibilities (and Client where indicated): 1. Review requisition and/or meet with Client for an initial meeting to ensure all required information is available and the Request for Proposal is the most appropriate Purchasing Method. 2. If not already submitted, request the Client to prepare a description of the scope of work/service. 3. Assign RFP document number. 4. Prepare draft proposal document (may be prepared by the Client if applicable). 5. Review draft document with Client. Discuss specific areas such as methodology, timelines, evaluation process and criteria. 6. Advertise request for proposal (only if required) including a general description of the proposal, where and how the document can be obtained, the closing date, time and location, and the cost for the documents (if any). 7. Circulate documents to prospective respondents. 8. Respond to enquiries during bidding period. 9. Receive proposals (which are not a public opening). 10. Review submissions. 11. Complete preliminary summary and provide to client. 12. If required, meet with Client to review proposals received. 13. If required, establish an evaluation committee with a minimum composition of two representatives from the Client department and one from Supply & Services. Procedure Title: Purchasing Procedure Page 27 of 35 Procedure Number: PUR 010-001 14. In conjunction with the Client, complete criteria and establish a weight for each criteria. 15. Each member of the evaluation committee is given a copy of the proposal response and evaluation criteria. Members to evaluate each response against the criteria. 16. Receive the completed evaluation from each evaluation committee member and transfer all figures to a summary to show the complete evaluation from all members for each response. 17. Total all committee member figures for each respondent and establish an average score. 18. Review the results with the evaluation committee. The committee has the option of the following: a) Select respondent who has the highest average score. If required, Supply & Services sets up a meeting with the selected proponent and the committee members. This meeting is called to confirm understanding of the Scope of Work/Services as set out in the proposal and to finalize timelines. or b) If scoring is close, the evaluation committee could decide to interview all of the three proponents with the highest scores. Supply & Services sets up an interview session with each proponent. The Evaluation Committee prepares interview questions. Proponents may or may not get a copy of the questions prior to interview. A matrix is then created to evaluate the proponent's responses in the interview session and to establish the successful proposal. 19. If an evaluation committee is not required, Supply & Services select acceptable proposal. 20. Award proposal call as follows: • For proposals under $75,000 submit recommendations to the Manager, subject to consultation with the appropriate Director and confirmation of funding by the Treasurer; • For proposals between $75,000 and $125,000 Director submit recommendation to Director and Chief Administrative Officer; or • For proposals over $125,000 Director to prepare report with recommendation to Council. 21. Receive approvals, notify successful vendor, issue Purchase Order and/or agreement. 22. Send a letter of regret to unsuccessful proponents (optional). 23. Resolve any contract administration or pricing issues with accounting service, client, and vendor. Procedure Title: Purchasing Procedure Page 28 of 35 Procedure Number: PUR 010-001 15 Emergency Purchases — Over $1,000 15.01 Overview In the event of an emergency, the Purchasing Policy permits the Manager to act accordingly. An emergency is defined as an event that could not be foreseen, that is a threat to the public health and welfare, the public service, or public property that requires the immediate delivery of supplies or the performance of service. The direct acquisition of goods or services is deemed essential. Existing Blanket Purchase Agreements may be used to respond to the emergency. Alternatively new supply arrangements may have to be developed. It is in everyone's best interest to minimize such incidences and limit the application of this procedure to genuine emergency situations. The responsibility for requesting the emergency acquisition rests with the Chief Administrative Officer, respective Director or their designates. 15.02 Procedure In the event of an emergency, Supply & Services will work with the client and the vendor community to obtain the necessary goods and services. If circumstances are such that Supply & Services are not available, the client will contact the vendor community directly. Client responsibilities: 1. Evaluate the emergency situation in terms of the imminent need for goods and services. 2. Contact Supply & Services to establish supply arrangements. In the event of an emergency during business hours the requisitioner must obtain a purchase order and any necessary departmental approvals. 3. In the event that contact cannot be made with Supply & Services proceed to establish supply arrangements directly. 4. Prepare a Purchase Requisition (Refer to Section 08). In the case of requisitions for goods already ordered/acquired under an emergency purchase order, provide the following by the next business day: • purchase order number if already obtained from Supply & Services • vendor name and address • method of shipping • FOB terms • pricing • taxes • confirmation and delivery date. 5. Prepare a memorandum outlining the circumstances that required the emergency purchase of goods and services and submit to Supply & Services. Procedure Title: Purchasing Procedure Page 29 of 35 Procedure Number: PUR 010-001 Supply & Services responsibilities: 1. Upon notification of an emergency situation requiring the immediate acquisition of goods and services, establish necessary sources of supply consistent with consideration to best business practice but without the need for competition if this requirement cannot be met. 2. Upon receipt of the Purchase Requisition, process a Purchase Order, in accordance with normal purchasing procedures. 3. Review the memorandum report, and prepare or otherwise obtain any necessary post approvals in accordance with emergency provisions of the Purchasing Policy. 4. In the event that the purchase requires the approval of Council, the provisions of the Purchasing Policy shall apply. 16 Disposal 16.01 Overview Disposal involves the sale, exchange, transfer of goods owned by the City that are surplus to its needs. Goods may be disposed of by several methods including but not limited to public auction, co-operative purchasing, call for competitive bids, trade-in, donation to charity or educational institute, scrapping, or as Council may otherwise direct. Unless otherwise stated items subject to disposal are considered "As is, where is". The Manager is authorized to dispose of surplus or obsolete goods and equipment by using it in other departments or, if no longer useful for municipal purposes, arrange for their disposal in a cost effective and efficient manner. Real property (lands, buildings, tenements and any interest, estate or right or easement affecting same) is to be disposed of in accordance with the policies adopted by Council from time to time. All net proceeds from the disposition of any surplus goods or property shall be deposited to the credit of the general revenue of the Corporation. 16.02 Prohibitions, restrictions and compliance Employees, members of Council, Committee or Board may not purchase any item(s) directly from the City unless disposed of by public auction. Anyone who knowingly contravenes the Purchasing Policy commits an act of misconduct and is liable to disciplinary action. 16.03 Procedure Client responsibilities: Procedure Title: Purchasing Procedure Page 30 of 35 Procedure Number: PUR 010-001 1. When goods owned by the City (fixed assets) are no longer required within a department, the Director shall advise remaining Directors to determine if there is a use for the item(s) elsewhere in the City's operation. 2. If an item is transferred from one department to another, a Tangible Capital Asset form shall be completed by the originating department, approved by Director and forwarded to Corporate Services for processing. 3. If no Director has an interest in the item(s) and it is available for Supply & Services as a trade-in on an upcoming acquisition, Supply & Services shall be advised. 4. When an item is offered as a trade-in, a Tangible Capital Asset form shall be completed by the originating department, approved by Director and forwarded to Corporate Services for processing and a copy forwarded to Supply & Services. 5. When no Director has an interest in the item(s) and it is not being offered as a trade-in, it shall be declared surplus and disposed of by way of public auction or Supply & Services may determine an alternative method of disposal. A Tangible Capital Asset form shall be completed by the originating department, approved by the Director and forwarded to Corporate Services for processing. 6. When goods are deemed to be scrap, a Tangible Capital Asset form shall be completed by the originating department, approved by Director and forwarded to Corporate Services for processing and a copy forwarded to Supply & Services. An appropriate method of disposal shall be determined by Supply & Services. Supply & Services responsibilities: 1. Arrange for the surplus goods to be auctioned or otherwise dispose of them. Sale proceeds shall generally be in the form of cash, certified cheque, credit note or any combination at the time of disposal. 2. Upon receipt of any sale proceeds, verify receipt against goods sold, and forward proceeds to Accounting Services. 3. Maintain a record of any transactions for reporting purposes. 17 Co-operative Purchasing 17.01 Overview The Manager may enter into arrangements with municipalities, local boards and other public bodies or public authorities on a co-operative or joint venture basis where there are economic advantages and where the best interests of the City would be served in so doing; providing that under such arrangements the method of acquisition used is a competitive method similar to that described in the Purchasing Policy and the awarding and reporting of such contracts is generally in accordance with the requirements of the Policy. Procedure Title: Purchasing Procedure Page 31 of 35 Procedure Number: PUR 010-001 The co-operative method of purchasing with other public agencies shall be utilized when advantageous and practical. 17.02 Procedure Supply & Services responsibilities: 1. Submissions relating to the City shall be received by Supply & Services. A recommendation shall be prepared and forwarded with a summary and, if required, copies of the submissions, to the appropriate Director or designate in accordance with normal purchasing procedures. 2. The Director or designate shall respond in writing, including account number(s) and budget available. 3. When the budget allocation is available and an evaluation deems an RFP, RFQ or RFT acceptable an award can be made. 4. A contract may be established upon such terms and conditions deemed beneficial to the City. 18 Vendor Performance 18.01 Overview It is very important that a vendor's performance is evaluated on an ongoing basis; not only to ensure compliance to the contract terms and conditions, but also to provide some basis for resolving disputes and/or dealing with requirements for additional or future business with the City. Contract terms and conditions in effect must be carefully reviewed prior to initiating action so that the impact to both the Corporation and the vendor can be quantified. Where services are provided, work may have to be terminated on a job that is partially complete. Supply & Services is responsible for providing investigative services and/or be the arbitrator to ensure vendor relations as well as the user department's interest and those of the City are protected. Supply & Services, in conjunction with Client departments, will provide more formal evaluation criteria for specific classes of purchase (e.g. blanket order vendors). The results of an evaluation shall be considered for future projects. 18.02 Procedure Client responsibility: 1. Document performance concerns on a timely basis. 2. Copy Supply & Services on any correspondence to vendors dealing with performance issues. 3. Request Supply & Services assistance in resolving performance issues. Procedure Title: Purchasing Procedure Page 32 of 35 Procedure Number: PUR 010-001 4. As requested by Supply & Services, complete a bidder's evaluation form, obtain the signature of the appropriate Director and send to Supply & Services. Supply & Services responsibilities: 1. Provide the necessary support to bring satisfactory resolution to vendor performance issues up to and including termination and provision of new sources of supply. 2. Maintain a bidder's rating system(s). 3. Provide a bidder's rating to that bidder upon request by the bidder. 4. Remove a bidder from the list of bidders for future projects. Note: Future shall be considered as a minimum of one year from the date a bidder is notified or the project term. After such time has lapsed, a bidder may be added to the List of Bidders upon request by the bidder and after satisfactory evaluation to confirm acceptability. 19 Client Responsibilities Item 06.08 Informal Quotation Method $1,000 - $5,000 (1) Client department staff to obtain H&S and insurance related documents and requisite approvals prior to submitting a requisition. Director responsible for monitoring and ensuring that work is not divided into multiple single quotes to circumvent the requirements of the Purchasing Policy and not routinely sourced to the same vendor. Item 10.03 Consulting and Professional Services (2) Client department staff to obtain H&S and insurance related documents and requisite approvals prior to submitting a requisition. Director responsible to clearly identify phases of the work in the memo seeking approval, monitoring and ensuring that work is not divided into multiple assignments to circumvent the requirements of the Purchasing Policy and not routinely sourced to the same consultant. Director shall maintain a listing of the name of consultant, project title, duration, scope, cost, purchase order number and other pertinent details of the engagement for quick access to enquiries. The project file shall include objectives in measurable deliverables and at the end of the project, include the signature of the senior management person signifying the deliverables have been met. 20 Accessibility Considerations 20.01 Staff shall consider and, where appropriate, include one or more of the following matters when preparing specifications for the acquisition of goods and services: 1. The availability of a product or service with similar utility which provides a higher level of accessibility. Procedure Title: Purchasing Procedure Page 33 of 35 Procedure Number: PUR 010-001 2. Universal design principles. 3. Giving preference to goods and services which provide a higher level of accessibility for persons with disabilities. 20.02 The Manager shall encourage accessible purchasing practices and promote the use of and utilize the resources listed in Appendix 1. Appendices Appendix 1 Resources for Procurement of Accessible Goods and Services Procedure Title: Purchasing Procedure Page 34 of 35 Procedure Number: PUR 010-001 Appendix 1 Resources for Procurement of Accessible Goods and Services 1. Accessible Procurement Toolkit: http://www.ap-toolkit.info/default.asp 2. 2007 Facility Accessibility Design Standards, City of London, Ontario — http://www. london.ca/city-hall/accessibility/Documents/FADS 2007 final.pdf 3. International Best Practices in Universal Design, March 2006 - http://www.gaates.org/documents/BP en.pdf Procedure Title: Purchasing Procedure Page 35 of 35 Procedure Number: PUR 010-001