HomeMy WebLinkAboutCOD-008-07
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: Monday, March 5, 2007
6'PA-J3)~07,
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By-law # d.-OO7-O
Report #: COD-00B-07 File #_
Subject:
Purchasing By-law 2006-127 Amendment
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-00B-07 be received;
2. THAT By-law 2006-127 be amended as per Schedule "A" attached; and
3. THAT the attached amending By-law (Schedule A) be forwarded to Council for
approval.
Submitted bY~
arie Marano, H.B.Sc., C.M.O.
Director of Corporate Services
ReViewedbd~~
Franklin Wu,
Chief Administrative Officer
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CORPORATION OF THE MUNICIPALITY OF ClARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169
REPORT NO.: COD-008-07
PAGE 2
BACKGROUND AND COMMENT
In June of 2006, Council approved Purchasing By-law 2006-127. After having time to
work with the revised by-law it has become apparent that there are some minor
changes required in order to provide consistency and efficiencies.
The required changes are detailed in the amending By-law Schedule "A" attached and
are summarized as follows:
1) Purchasing Cards, Page 8, Paragraph 3, Section 6 of the By-law
currently reads "may be used for all purchases, less than $500.00". This
amount is inconsistent with the amount that is required for a purchase
order which is $750.00. It is therefore recommended that the amount for
purchasing cards be increased to $750.00.
2) Requests for Proposal, Page 16, Paragraph 15.13 currently reads
"Requests for Proposal for purchases at a Cost which exceeds Fifty
Thousand ($50,000.00) Dollars, provided that wherever possible three
written Proposals are received, and in consultation with the Designated
Official, a report is submitted to the Committee and/or Council." The
change proposed is that a report only be provided where the total bid
amount exceeds $75,000.00 which is the amount required for a report
utilizing the tender process.
This change will avoid confusion and provide consistency in the two
processes.
3) Appendix "A" - List of items that are excluded from the Purchasing By-
law. Under item "5, Certain Professional and other Services", it is
recommended that "web design usage fees and penalties" be added.
The approval of these recommended changes is in keeping with the original intent of
the Purchasing By-law.
Attachments:
Attachment 1 - Schedule "A", By-law
Schedule "A"
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2007-
Being a By-law to amend By-law 2006-127 for purchasing and tendering
policies and procedures applying to the purchase of all types of Goods
and/or Services by The Corporation of the Municipality of Clarington.
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOllOWS:
THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation
of the Municipality of Clarington and seal with the Corporation Seal, an amending By-law
for purchasing and tendering policies and procedures applying to the purchase of all
types of Goods and/or Services by The Corporation of the Municipality of Clarington;
and
1. THAT By-law 2006-127, Page 8, Section 6, Paragraph 1, Purchasing Cards be amended to read:
"Purchasing Cards may be used for all purchases less than $750.00 or where the Goods and/or
Services do not fall under the requirements of the By-law. "
2. THAT By-law 2006-127, Page 16, Section 15.13, Paragraph 1, Requests for
Proposal be amended to read:
"Where it has been determined that Requests for Proposal are to be used, the Purchasing
Manager shall be authorized to make purchases using the Requests for Proposal for purchases
at a Cost which exceeds Fifty Thousand ($50,000.00) Dollars, provided that wherever possible
three written Proposals are received, and in consultation with the Designated Official, a report is
submitted to the Committee and/or Council should the total required funds exceed $75,000.00
providing a list of Proposal amounts received with recommendations for award.
3. THAT By-law 2006-127, Appendix "An be amended to adding to Section 5:
m. Web Design Usage Fees and Penalties
4. THAT the contract attached hereto as Schedule "A" form part of this By-law.
By-law read a first and second time this day of , 2007.
By-law read a third time and finally passed this day of , 2007.
Jim Abernethy, Mayor
Patti L. Barrie, Municipal Clerk