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TOWN OF NEWCASTLE
REPORT File # .
Res. #
=- By-Law #
METING: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
DATE: APRIL 21 1986
REPORT #: ADMIN. 28 - 86 FILE #:
SUBJECT:
TENDERING OF CONTRACTS DURING AUGUST BREAK
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1 . That Administrator's report ADMIN. 28 - 86 be received;
2. That the Mayor and Clerk be authorized to accept the lowest tender
meeting all terms and conditions and specifications of the Tender for
tenders opened during the August Break;
3. That the Mayor and Clerk's authorization be subject to a memo of
acceptance from the Treasurer and, where appropriate, affected
department heads; and
4. That an information report be presented at the first regularly scheduled
Council meeting in September summarizing the tenders that have been
awarded.
BACKGROUND AND COMMENT:
For the past number of years Council has not scheduled regular G. P & A. or Council
meetings during the month of August. Despite the best efforts of staff, there have
been occasions where tenders were required to be opened and awarded during the month
of August. On such occasions it was necessary to convene a special Council meeting
to deal with such tenders. It is difficult on occasion to get a quorum for such
special meetings as Councillors are out of town on vacation or otherwise not available.
The procedure that is recommended would permit the lowest responsible tender meeting all
terms and specifications of the tender call to be awarded by the Clerk and Mayor
subject to the Treasurer and the affected department head's written concurrence.
Coun
ADMIN. 28 86 _2_
Council would be kept informed of the various tenders that might be awarded
during August by an information report submitted to the first G. P. & A.
meeting' in September. Procedures outlined in this report are similar
to the approach taken at the Regional level with respect to tenders during
the summer break period.
Respectfully submitted,
r. d
David S:- Johnston, M.C.I.P. ,
Chief Aiministrative Officer
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