HomeMy WebLinkAboutADMIN 03-8316./3,//j'
CORPORATION OF THE TOWN OF NEWCASTLE
40 TEMPERANCE STREET
BOWMANVILLE, ONTARIO
Li C 3A6
REPORT TO THE GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
MEETING HELD JANUARY 17 1983
ADMIN. 3 - 83
SUBJECT: AMENDMENT TO BY-LAW 82 - 96, IN
RESPECT OF PURCHASING AND TENDERING
RECOMMENDATIONS:
1. That this report be received; and
2. That the attached by-law be forwarded to
Council for approval.
BACKGROUND AND COMMENT:
In July of 1982, Council adopted By -Law 82 - 96 in respect of
Purchasing and Tendering and endorsed a procedures manual for
use by staff.
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TELEPHONE 623-3379
In November of 1982, Department Heads and staff met to review the
purchasing procedures and to discuss some areas of concern in
respect of the purchasing system. Staff have agreed that two
sections of By -Law 82 - 96 should be amended to clarify staff
responsibilities. Those two sections are numbers 3 and 4 on
page 2 of the by-law, copy attached, and have been re -worded as
set out in the attached amending by-law.
Staff ask Council to approve the attached amendment.
Res pec lly bmitted,
DNS:nof cD. N. Smith, M.C.I.P.
Administrator
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2.01 Each Designated Official of the Corporation shall submit to
the Purchasing Agent a written request in the form of a
"purchase requisition" for its requirements for all goods
with the exception of those goods detailed in the
'Purchasing Procedures Manual".. The assurance of the
allocation of funds and accounting charge number shall be
the responsibility of the Designated Official for all
purchase requisitions submitted.
2.02 All purchase requisitions submitted shall also bear an
authorized signature cc forming to the limits of the
signing authority for the value of the goods required. The
list of "Authorized" signatures shall be maintained by the
Treasurer.
3. All requests by Designated Officials for firm and/or token
prices, product and technical information, catalogues and price
lists for goods on behalf of the Corporation will be directed to
the Purchasing Agent. Each Designated Official will furnish to
the Purchasing Agent, as required, such data, specifications,
details, information etc. relating to the procurement of goods.
4. The disposal of surplus or redundant materials shall be the
responsibility of the Purchasing Agent:
5. The following provisions shall apply to the purchase of goods:
5.01 Subject to any direction that may be given from time to
time by Council, the Purchasing Agent shall determine the
method by which goods shall be acquired, having regard to
the nature, importance or urgency associated with the
request, subject to the general trade practice, market
conditions and the guidelines of this By-law. The
Purchasing Agent, at his discretion, may establish
contracts with vendors in the form of:
a) blanket orders;
b) standing offer agreements;
c) contract orders;
d) service agreement orders;
e) systems contracts;
f) lease or rental agreements;
provided, however, that for individual transactions, the
dollar amount will not exceed the budgetary allocation or
the limits established by this By-law. Contracts or lease
agreements that extend beyond the term of Council shall be
subject to Ontario Municipal Board approval.