By TERRY PUGH
Martensville City Council voted at a meeting on Tuesday, October 1 to amend its purchasing policy.
The purpose of the policy is to outline administrative procedures and establish general guidelines for the purchase, acquisition, sale or lease of goods, services and works for the City of Martensville. It commits the city to “creating and maintaining a high level of confidence in its procurement of goods and services by ensuring integrity, transparency, accountability, efficiency and consistency in how it conducts its processes.”
The revised policy follows an extensive review over the last several months by city administration, and incorporates best practices of other municipalities.
According to a report by city administration to the council meeting, the revised policy includes a number of amendments. Highlights include:
* A new section on ethical conduct;
* recognition of the various legislation and trade agreement requirements;
* expanded section on conflict of interest;
* expanded definitions;
* new purchasing thresholds;
* purchase authorization levels.
Under the updated policy, the city’s procurement procedures are dependent on the value of goods and services: * Items or services valued at less than $10,000 do not require a competitive bidding process, but are based on the lowest price or best value analysis by city officials;
* Goods or services valued at between $10,000 and $25,000 require a minimum of three verbal or written quotes, with the winning bid based on lowest price or ‘best value’ criteria;
* Anything valued at between $25,000 and $75,000 requires a formal bidding process of three written quotes, with construction projects that are valued between $25,000 and $200,000 requiring a formal request for proposals from qualified contractors;
* Any items or services valued at more than $75,000 or construction projects valued at more than $200,000 require a public competition process, where by proposals and bids are solicited through a public competition.
Purchase authorization levels for the various city departments are outlined in the new policy. The process for awarding contracts, disposal of surplus items, and the city’s ‘Indigenous Procurement Policy’ are also spelled out in the document.