This is the exact embedded text of the captured official document.
Snapshot 5b8ce62ff3e7 · verified 2026-06-10 ·
original document ·
archived snapshot ·
unofficial consolidation, the official version is held by the municipal clerk.
1
Rural Municipality of Whitemouth P. 3
PURCHASING/PROCUREMENT POLICY
Policy Introduction
As the Rural Municipality spends large sums of money purchasing goods
and services, it is necessary to establish a policy to govern how such
goods and services are purchased. The purpose of this policy is to
provide guidelines for the purchase of goods and contracting for
services by the Rural Municipality of Whitemouth.
1. Policy
1.1
All purchases shall be authorized by Council, either through the
budget approval process or a motion passed in an open meeting
of Council.
1.2
The purchase of goods and services less than $500 that are
within the budget of the department shall be made with the
written approval of the department head.
1.3
For purchases or service contracts from $500 to $5,999.99,
quotations shall be obtained, as per the quotation procedures
outlined below.
1.4
For purchases of and in excess of $6,000.00, tenders or requests
for proposals shall be used, as per the procedure outlined below.
1.5
The CAO shall ensure that funds are available in the Municipal
budget, or as a result of the cancellation of projects or savings in
various areas.
1.6
The purchase of goods and services shall be from the supplier
that can provide the required quality of good(s) or service(s) at
the lowest cost to the Municipality, except as noted in subsection
below.
2. Quotations
2.1
For purchases or expenditures under $1,000.00 the department
head shall, if possible, obtain a minimum of two written
2
quotations. The purchaser should also ensure that there are
sufficient funds available in the department budget for the
purchase.
2.2
For purchases or expenditures from $1,000.00 to $5,999.99, the
department head shall, where possible, obtain a minimum of two
written quotations, CAO approval, and ensuring that sufficient
funds are available in the department budget.
2.3
Notwithstanding Emergency Situations.
3. Tendering or Calls for Proposals
3.1
Tenders shall be called for all expenditures of or in excess of
$6,000.00, at the discretion of Council, and the recommended
bidder shall be subject to approval by Council.
3.2
If funds for the purchase are not allocated in the budget,
alternate funding sources are to be determined.
3.3
Tender calls shall be advertised at least once in the appropriate
newspaper(s) not less than ten days prior to the closing date.
3.4
Tenders are to be opened in the Municipal Office on the date and
at the time specified in the tender documents.
3.5
Tender openings shall be open to the public and be conducted by
Council.
3.6
Tenders that do not meet the terms, conditions and specifications
set out in the tender package shall be rejected.
3.7
Tenders received after the set date and time of closing shall be
returned unopened.
3.8
No alteration shall be made to a tender after opening.
4. Tenders by Invitation
4.1
Tenders shall be called for all expenditures of or in excess of
$6,000.00, at the discretion of Council, and the recommended
bidder shall be subject to approval by Council.
4.2
If funds for the purchase are not allocated in the budget,
alternate funding sources are to be determined.
4.3
Tenders are to be opened in the Municipal Office on the date and
at the time specified in the tender documents.
4.4
Tender openings shall be open to the public and conducted by
Council.
4.5
Tenders that do not meet the terms, conditions and specifications
set out in the tender package will be rejected.
3
4.6
Tenders received after the set date and time of closing shall be
returned unopened.
4.7
No alteration shall be made to a tender after opening.
5. Tenders shall be awarded to the lowest bidder, which shall take into
account:
5.1
The bidder's ability to provide the good or service as specified
within the time specified without delay or interference.
5.2
The documented quality of previous goods and services provided
to the Municipality;
5.3
The ability of the bidder to provide future maintenance and
service.
In consideration to the above:
The Municipality reserves the right to reject any or all bids, to waive irregularities and
informalities therein, and to award the project in the best interest of the municipality in its
sole discretion.
In cases where criteria other than those established in subsection above
are used to award tenders, these criteria shall be clearly stated in the
tender documents.
Information on tenders received will be made available to all bidders.
Reviewed and Accepted February 27, 2024, Resolution No.42/24
Accepted as Policy on February 12, 2019, by Resolution No. 44/19