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DN: TR-73-00
REPORT #10
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
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REPORT
Meeting:
Council
File #
Date:
October 16, 2000
Res, #
Report #:
TR-73-00
FILE#:
By-law #
Subject:
EXECUTION OF CONTRACTS
RECOMMENDATIONS:
It is respectfully recommended to Council the following:
1. THAT Report TR-73-00 be received;
2. THAT the attached policy marked Schedule "A" be approved; and
3. THAT the attached By-law marked Schedule "B" be approved by Council.
BACKGROUND AND COMMENT
Upon review, it has become apparent that there are some inconsistencies with respect
to the process of execution of contracts and agreements for the acquisition of municipal
goods and services.
Many times, a supplier is requesting that an agreement be signed for ongoing
operational goods and services that are not significant in dollar value.
In the past, some of these agreements have been signed directly by the requisitioner,
while agreements of significant nature have been forwarded to Council for approval
through a By-law.
The attached policy marked Schedule "A" will ensure that there is a consistent review of
all contracts and agreements while at the same time provide for efficient approval for
items related to the day to day operations.
REPORT NO.: TR-73-00
PAGE 2
It is recommended in the policy that all contracts exceeding an annual or one time value
of $50,000.00 be approved through a separate By-law of Council. This dollar value is
consistent with the tender dollar value, requiring Council approval, and recently
approved by Council in the Purchasing By-law,
Respectfully submitted,
Reviewed by,
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Franklin Wu, M.C.LP.,RP.P.,
Chief Administrative Officer
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Schedule "An
ADMINISTRATIVE AND CORPORATE POLICY
EXECUTION OF CONTRACTS
Purpose
1. The Treasury Department, Purchasing Division will be responsible for the co-
ordination and review of all contracts and agreements entered into for Municipal
Goods and or services. Treasury Administration will review all contracts and
agreements that include provisions relating to liability and insurance requirements.
2. All contracts or agreements requiring expenditure of Capital or current expenditures
in excess of an annual or one time value of $50,000.00 must be approved through a
By-law of Council and signed by the Mayor and Clerk.
3. All contracts or agreements requiring expenditure of Capital or current expenditures
below an annual or one time value of $50,000.00 may be signed by the Chief
Administrative Officer, and I or the appropriate Department Head or their designate.
Procedures
1. All contracts and lor agreements are to be forwarded to the Treasury Department,
Purchasing Division for review prior to execution.
2. Purchasing will provide the appropriate department with any recommended
changes.
3. Purchasing in co-operation with the appropriate department will prepare the report
and By-law to Council if it is required.
4. A copy of all executed contracts to be forwarded to Purchasing.
5. A copy of all executed contracts approved through By-law of Council to be
forwarded to Purchasing and to Clerk's Department.
SCHEDULE "8"
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2000-
Being a By-law to authorize the execution of contracts and
agreements of a general operating nature, below an annual or
one time value of $50,000.00.
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS
AS FOLLOWS:
1. THAT the Chief Administrative Officer, or Treasurer, or Department Head or
designate are hereby authorized to execute, on behalf of the Corporation of the
Municipality of Clarington, contracts and agreements at an annual or one time
value of below $50,000.00.
By-law read a first and second time this day of October, 2000.
By-law read a third time and finally passed this
day of October, 2000.
Mayor
Clerk