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TOY 36 - Procurement Policy
Town of Yarmouth
PROCUREMENT POLICY
Effective: March 8th, 2012 - Amended: April 13th, 2023
TOY 36
1.0
POLICY
The Public Procurement Act for the Province of Nova Scotia requires the Town to have a
Procurement Policy which accomplishes the following objectives.
a. To provide for the procurement of goods, services, construction and facilities by the Town
in a fair, open, consistent and transparent manner resulting in best value.
b. To encourage competition, innovative ideas and solutions while respecting trade
agreement obligations.
c. To promote sustainable procurement in procurement decisions including identifying and
exploring opportunities to work with and support social enterprises and businesses that
are owned by and who employ under-represented populations.
d. When evaluating a bid, the Town shall obtain "best value" which means evaluating bids
not only on purchase price and life cycle cost considerations, but also taking into account
items such as environmental and social considerations, delivery, servicing and the
capacity of the supplier to meet other criteria as stated in the tender documents.
e. The Town will comply with the requirements of the Atlantic Procurement Agreement
entered into by the 4 Atlantic Provinces for purchases over the following thresholds:
i.
Goods over $25,000
ii.
Services over $50,000
iii.
Construction over $100,000
f. The Town will comply with the requirements of the Agreement on Internal Trade for all
of Canada for purchases over the following thresholds:
i.
Goods over $25,000
ii.
Services over $100,000
iii.
Construction over $100,000
g. The Town will comply with the requirements of the Public Procurement Act with and
publicly tender for all goods, services, construction and facilities in accordance with the
applicable regional, national or international trade agreements by public advertisement
on the procurement web portal;
h. The Town will post on the procurement web portal the name of the successful bidder and
the contract amount awarded;
i.
The Town will post on its public website its procurement policies;
j.
The Town will abide by the acceptable alternative procurement exemptions and practices
set out in the regulations;
k. The Town will participate in supplier and public sector entity outreach programs
conducted by the Procurement Governance Secretariat;
TOY 36 - Procurement Policy
l.
The Town will participate in professional development programs conducted by the
Procurement Governance Secretariat;
m. The Town will incorporate into their procurement processes, contract and risk-
management guidelines;
n. The Town will be accountable for its procurement decisions;
o. The Town will insure its procurement employees abide by the standards set out in the
Public Procurement Act;
p. The Town will respect all supplier standards, rights and responsibilities established in the
Public Procurement Act;
q. The Town will provide an annual report, no later than ninety days after the fiscal year end,
to the Chief Procurement Officer in the form and manner prescribed by the regulations
made pursuant to this Act;
r. The Town will become familiar with Competition Bureau of Canada bid rigging awareness
and prevention guidelines and adopt applicable practices.
2.0
EXEMPTED PAYMENTS
Certain payments such as provincially determined expenditures for housing, corrections, school
board and library services, including any payments as may be required by the Municipal
Government Act, or any other applicable legislation, are exempt from this policy.
2.1
Utility payments, where no competitor exists, are exempt from this policy.
3.0
PURCHASING AUTHORITY
The Department Heads of the Town of Yarmouth shall be the responsible authority for the
purchase of goods, services, construction and facilities for the Town of Yarmouth subject to the
policy and procedure herein.
3.1
All employees involved in purchasing activities will endeavor to maintain and enhance the
Town's image by their personal conduct and method of doing business with suppliers of goods
and services.
3.2
All employees engaged in purchasing activities will recognize and practice good public relations
by treating all sales people, suppliers, etc. courteously as circumstances require.
3.3
All employees engaged in purchasing activities will ensure that their sole priority is the best
interest of the Town of Yarmouth.
3.4
It shall be the responsibility of the Chief Administrative Officer (CAO) to ensure that purchase of
goods and services are carried out in accordance with this policy.
3.5
Approval of the Council for the Town of Yarmouth will be required to purchase goods, services,
construction and facilities which exceed a value of $25,000.00 (not including HST), or which is
not included in the approved budget allocation.
TOY 36 - Procurement Policy
3.6
The CAO is authorized to make contracts for the acquisition of goods, services, construction and
facilities for the purposes of carrying on the business of the Town, where the amount of the
expenditure does not exceed $25,000.00 (not including HST), in any one case, and where such
expenditure is included in the approved budget allocation.
3.7
The Department Heads are authorized to make contracts for the acquisition of goods, services,
construction and facilities for the purposes of carrying on the business of the Department,
where the amount of the expenditure does not exceed the sum of $9,999.99 (not including HST)
in any one case, and where such expenditure has been included in the approved budget
allocation.
3.8
Department Heads may delegate the purchasing authority to designated staff within the
Department commensurate with each individual's duties and responsibilities up to $2,499.99 (not
including HST) where such expenditure has been included in the approved budget allocation. At
least one person in each Department should be so designated in order that unnecessary delays
are eliminated when the Department Head in unavailable to authorize purchase of a routine
nature. The Chief Administrative Officer shall be required to approve the person designated by
the Department Heads.
4.0
GENERAL
Procurement of goods, services, construction and facilities shall be undertaken through a
competitive bid process in either of three ways, depending on the dollar value:
a. Bid by invitation
b. Public tender
c. Standing offer
4.1
The CAO shall encourage the consolidation and standardization of items used within the
departments.
4.2
Elected Municipal Officials, employees of the Town or their agents shall not be permitted to bid
on the procurement of goods and services for the Town. The terms of the Municipal Conflict of
Interest Act will apply to the award of tenders by the Municipal Council.
4.3
Purchasing Authorities may not split purchases in order to avoid the requirements of the
purchasing policy.
4.4
Under the direction of the CAO, purchasing authorities shall endeavor to combine the
purchasing of common goods and services to achieve the most economical financial benefit to
the Town. This may include co-operative purchase with other public sector agencies when it is
deemed to be the most cost-efficient method of procurement.
4.5
The purchasing authorities shall maintain a file system which records proof of verbal and written
quotations and bids.
TOY 36 - Procurement Policy
4.6
The Town of Yarmouth reserves the right to reject an offer to supply goods, services,
construction and facilities presented in response to the Town's procurement processes where
the Town determines that the person making the offer is in any way indebted to the Town, and
in its sole discretion, is of the opinion that it is in the Town's best interests that the offer be
rejected. For the purpose of this section, "person making the offer" includes the person actually
making the offer, whether as agent or principal, a person on whose behalf the offer is made and
any related person.
4.7
The CAO, in consultation with the Town Solicitor, may choose to exercise any legal or equitable
right of set-off against any person who becomes indebted to the Town during the provision of
their services and may re-direct payments otherwise due to such person towards repayment of
outstanding amounts owed to the Town.
5.0
PURCHASE TOOLS
Purchase Orders - The Purchase Order is the tool used to finalize the bid process for goods,
services, construction and facilities. The Purchase Order describes the item or service to be
ordered, delivery date, and the account to which the purchase will be allocated in the financial
records. Where a person preparing the Purchase Order does not have the required authority, a
purchase requisition shall also be prepared outlining the results of the bid process.
5.1
The Department heads or their designates shall then proceed to purchase the items. A
Purchasing Authority's signature is required for all Purchase Orders.
6.0
THE BID PROCESS
Informal purchasing: Where the value of goods, services, construction and facilities to be
purchased is less than $2,499.99 (not including HST), in any one case, formal price comparisons
are not required, although from time to time, some comparison should be done to ensure that
the Town is getting the best value for the dollar. Where the value of goods and services to be
purchased is between $2,500.00 and $ 9,999.99 (not including HST) three faxed or e-mail bids will
be sought from suppliers. Only the bid of the successful supplier will be disclosed to other
bidders.
6.1
Bid by Invitation: Where the value of goods, services, construction and facilities to be purchased
exceeds $10,000.00 and less than $ 25,000.00 (not including HST), in any one case, bids may be
solicited by invitation in written form from suppliers. A minimum of three quotes will be required.
Only the bid of the successful supplier will be disclosed to other bidders.
6.2
Public Tender: Where the value of goods and services, construction and facilities to be purchased
exceeds $25,000.00 (not including HST), in any one case, public tenders shall be solicited through
the public advertisement, in accordance with the "Public Tender Process" section of this Policy.
6.3
Agreement on Internal Trade (AIT) and the Atlantic Procurement Agreement: For any Public
tenders in which the Agreement on Internal Trade (AIT) and/or the Atlantic Procurement
TOY 36 - Procurement Policy
Agreement apply the Town shall comply with the requirements as set forth in those
Agreements.
6.4
Pre-Qualification of Bidders: In order to eliminate unrealistic tenders, the Town may require in
certain circumstances and as an acceptable practice, particularly for the acquisition of services
in instances where relevant experience, capability, references, evaluation of project team
members or other criteria are deemed to be in the best interest of the Town, tenderers to be
prequalified.
6.5
Emergency Acquisition: Notwithstanding the above, in the case of a pressing emergency or after
business hours, where the delay resulting from inviting tenders or bids would be injurious to the
public interest and/or the Town's assets, the Chief Administrative Officer or Department Head
may approve the purchase and report it to the Council at the earliest date thereafter.
6.6
Exceptions: There may be occasions where the comparative pricing procedures above are not
appropriate for valid reasons. In such cases there may be one supplier of a particular good or
service, or consideration such as warranty conditions may require that a particular purchase be
sourced through a sole supplier. In the rare case, a written estimate should be obtained from
the sole supplier and the Purchase Order Requisition must disclose the reason for not seeking
alternative prices and shall be authorized by the Chief Administrative Officer.
6.7
Exemptions: The following are exemptions to this policy for goods and services that do not
require Purchase Orders:
a. Use of Solicitor or Auditors where actual prices cannot be obtained in advance.
b. Use of credits cards for accommodations for elected officials and Town employees within
the Province of Nova Scotia.
c. Use of credit cards for air travel, accommodations and meals for municipal business
outside the Province of Nova Scotia.
d. C.O.D. Orders which are paid by using petty cash.
e. Online purchases or international purchases where a credit card is required.
f. Small and miscellaneous supplies which are paid by petty cash (under $100.00).
6.8
Sole Source Purchases: Sole Source Purchases should only occur when there is only one
available supplier of a good or service that meets the needs of the municipality, subject to
regular review. Negotiation should be used to complete the terms and conditions for this
purchase. A single source purchase should occur when:
a. The compatibility with existing equipment, facilities, or service is an important
consideration;
b. An item is purchased for testing or trial use;
c. A statutory or market-based monopoly;
d. Scarcity of supply in the market;
e. Existence of exclusive rights (patent, copyright, or license);
TOY 36 - Procurement Policy
f. Need to avoid violating warranties and guarantees where service is required; and
g. The municipality has a rental contract with a purchase option.
A single source purchase may also be considered for these circumstances:
h. A purchase is determined by Council to be fair and reasonable and is made from a non-
profit organization supported by the municipality;
i.
For matters involving security, police matters, or confidential issues, a purchase should
be made to protect the confidentiality of the contractor or the municipality.
6.9
Unsolicited Quotations or Proposals: The Town of Yarmouth may, in exceptional circumstances,
accept unsolicited proposals or quotations. Such acceptance shall only be through the formal
approval of council. Unsolicited proposals will not be considered in any of the following
circumstances:
a. The goods and services are readily available from another source;
b. It resembles an upcoming competitive procurement;
c. It does not demonstrate an innovative and unique approach, or concept, or is not deemed
to be of sufficient value to the Town of Yarmouth;
d. It is beyond the financial means of the sponsoring department.
7.0
PUBLIC TENDER PROCESS
Specifications: The Department Heads shall ensure appropriate specifications are prepared for
the goods and services to be acquired by tender. Specifications should be in sufficient details to
allow bidders to prepare a clear and complete response. Where possible all requirements
should be specific rather than implied, (i.e. insurance, warranties, environmental issues, safety
requirements, quality of materials and equipment supplied,) except that from time to time the
Town may solicit proposals for specific goods and services in accordance with section 8 of this
policy.
7.01
Tendered Documents: Tendered documents shall include the following:
a. Form of "Instructions to bidders",
b. Form of "Tender",
c. Form of "Contract Agreement",
d. Form of "General Conditions", where required.
e. Project drawings and/or specifications where required.
The above documents shall include, at least, the closing date and time, the fact that all tenders
must be submitted in sealed envelopes, clearly marked with the purpose of the tender and
include all information necessary for the tenderer to prepare the bid on the specific
requirements for completion of the tendered project.
7.02
Privilege Clause: A statement shall be included in the advertisement that "The Town of
Yarmouth reserves the right to reject any or all tenders, not necessarily accept the lowest
TOY 36 - Procurement Policy
tender, or to accept any which it may consider to be in the best interest of the Town. The Town
also reserves the right to waive formality, informality or technicality in any tender."
7.03
Price Agreements: The Town of Yarmouth may tender for a continuous supply of goods or
services through a Price Agreement. (Examples may include fuel, chemicals, de-icing materials,
trades, or equipment hourly rates). Price Agreements shall be tendered for a specific period of
time, using the appropriate process that would correspond with the total costs expected to be
incurred during the life of the price agreement.
7.04
Tender Advertisement: When the value of the purchase is in excess of $25,000, an advertisement
on the Town of Yarmouth website and provincial procurement web portal notifying potential
suppliers of the opportunity to provide specific goods, services, construction and facilities to the
Town of Yarmouth, is required.
7.05
Tender Openings:
a. All tenders solicited by the Town shall close on a weekday at 3:00 P.M.
b. The CAO, or designated representative, shall receive all tenders at the Office of the CAO
who shall stamp the time, and dates received on the envelope.
c. No tenders shall be received by fax or electronic media, however, amendments to tenders
will be accepted if the tendered price is not revealed in the fax or electronic media.
d. All tenders will be opened immediately after the close date and time in the Town Hall in
the presence of two (2) municipal staff (one of which must be CAO, Director of Finance or
Department Head).
e. The public is permitted to view the tender opening. Opened tenders will then be referred
to the appropriate Department Head or staff member for review, analysis, and
recommendation to the CAO who will make the appropriate written report and
recommendation to Council.
f. The Department Heads shall ensure that a record is kept of the proceeds at the opening,
including the names of those persons in attendance and the amounts of the bids.
g. Tenders received after the closing shall be returned unopened to the bidder.
h. Any information pertaining to the tender including the names and numbers of bidders
will not be divulged until the tenders are opened.
7.06
Irregularities: The following irregularities contained in bids or proposals received by the Town
shall result in the following actions to be taken by the Town:
Irregularity
Action
Late Response
Automatic Rejection
Unsealed Envelopes
Automatic Rejection
Insufficient Financial Security
Automatic Rejection
Response not completed in non-erasable medium and
signed in ink
Automatic Rejection
TOY 36 - Procurement Policy
Response received on documents other than those
provided by the Town
Automatic Rejection unless deemed trivial
or insignificant
Financial security, corporate seal or signature of the
bidder missing
Two business days to correct
BOTH corporate seal and signature of bidder missing
Automatic Rejection
Corporate seal or signature of authorized agents of
bonding company missing
Automatic Rejection
Un-initialed change to responses that are minor (ex.
The respondent's address is amended by over-writing
but is not initialed)
Two business days to correct
Unit prices have been changed but not initialed and the
contract totals are consistent with the price as
amended
Two business days to initial
Unit prices have been changed but not initialed and the
contract totals are not consistent with the price as
amended
Automatic Rejection
Signature of Signing Officer of the company missing
Two business days to provide signature
There is a discrepancy between the total price and the
unit prices
The unit price shall prevail with the total
bid price being adjusted accordingly
7.07
Tender Awarding:
a. It shall be customary to award the tender to the bidder of the lowest price meeting the
specifications. However, the Town of Yarmouth reserves the right to accept or reject any
offer. Further, if, in the opinion of the CAO or Department Head it would be in the best
interest of the Town to reject the lowest tender and accept another tender, this may be
done. In these cases the reasons for the decision must be clearly documented. The
evaluation criteria in cases where other than the lowest bid will be considered shall be as
follows:
i.
Relevant experience
ii.
References
iii.
Past performance history
iv.
Capability to carry out project
v.
Whether the bid is realistic
vi.
Completion date of bids
vii.
Any other criteria that the Town may consider necessary that will be weighted in
addition to costs.
b. All tenders valued shall require a report from the Department Head, including a
recommendation to Council for approval unless by resolution Council has previously
authorized staff to award a tender or quotation.
c. In the event that all of the bids received exceed the budgeted appropriation, the
Purchasing Authority shall do one of the following:
i.
Cancel or postpone the project
TOY 36 - Procurement Policy
ii.
Recommend to Council that an additional allocation be made to the affected
budget
iii.
Undertake negotiations in the scope of the work with the bidder submitting the
lowest acceptable tender to reduce or alter the scope
7.08
The Bids: In the event that a number of suppliers submits bids in substantially the same amount,
the Town may, at its discretion, call upon those Tenderers to submit further bids.
7.09
Tender/Contract Security:
a. All projects with a value of less than $50,000.00 shall require a Bid Security of 10% of the
bid (in the form of a certified cheque, money order or bid bond) which must be included
with the tender submittal. Projects with a value of less than $50,000.00 shall not require
an additional Contract Performance Security following awarding of the contract as the bid
deposit will be held by the Town for a period of forty-five (45) days after the work
(including deficiencies) under the contract is completed and approved.
b. All projects with a value over $50,000.00 shall require, in addition to the Bid Security, an
additional Contract Performance Bond (50% materials/50% labour) which must be
submitted to the Town following awarding of the contract prior to commencement of any
work on the project. This Contract Security will be held by the Town for a minimum period
of ninety (90) days unless otherwise specified in the Tender Documents.
c. Tender/Contract Security shall not apply to the purchase of machinery and equipment, or
materials, purchased separate from a project contract or purchase of professional
services such as consultants, engineers, architects, surveyors or solicitors when
contracted to carry out studies, design, research, reports, etc. AND exemption from the
required contract security is approved by the CAO.
7.10
Return of Tender Security: Tender security will be returned to:
a. all except of three lowest acceptable Tenderers within 10 days of Tender Opening
b. b. two remaining unsuccessful Tenders within 14 days of date of Award
c. c. successful Tenderer after received by Owner of executed Agreement, Contract Security
and Insurance documents.
7.11
Informal or Unbalanced Tenders: Tenders which are in the opinion of the Owner are considered
to be informal, unbalanced or not in accordance with any aspect of the Tender Documents may
be rejected.
7.12
Contract Insurance: The Town of Yarmouth shall require the contractor to provide a certificate
of insurance with a minimum of $2 Million in liability coverage. If the contract extends beyond
the expiry of the contractor's insurance, a second certificate will be required. The Town of
Yarmouth shall be added to the certificate as a named insured. The successful tenderer shall not
commence work under the Contract until satisfactory proof of insurance has been submitted to
the Town.
TOY 36 - Procurement Policy
7.13
Workers Compensation Act: The Town of Yarmouth will require that successful tenderers
furnish evidence of coverage under the Worker's Compensation Act and a clearance certificate
indicating that the tenderer and any other subcontractors involved in the project have
appropriate coverage in effect with the Worker's Compensation Board.
7.14
Occupational Health & Safety: Contractors providing services on a Town of Yarmouth worksite
or in public places under the control of the Town of Yarmouth are required to enter into a
Contractor Safety Agreement with the Town of Yarmouth. The contractor shall submit a copy of
their Occupational Health and Safety policy, their job specific hazard assessment, site specific
traffic control plan and their relevant safe work practices and job procedures to the Town of
Yarmouth prior to commencing work.
7.15
Amendment or Withdrawal of Tender: Tenders may be amended or withdrawn by letter, e-mail
or facsimile. Amendment of individual unit prices is the only acceptable price amendment.
Amendments shall not disclose either original or revised total price and shall be submitted in the
form specified in the "Information to Tenders" section of the contract documents.
7.16
Purchase Orders/Contract: After approval, a formal contract or a Purchase Order shall be
prepared for the total amount of the goods and services which is to be signed by the
appropriate authority and successful bidder.
7.17
Progress Payments: All progress payments submitted for payment on tendered projects shall be
approved by the consultant (if any) and the responsible Department Head. All necessary and
applicable areas of the approval stamp must be completed before payment can be processed.
8.0
REQUEST FOR PROPOSALS
A Request for Proposal (RFP) may be used to invite suppliers, consultants, or contractors to
propose a solution to a Town problem, requirement or objective. The RFP shall generally
describe the scope of the work or goods entailed, and would invite written proposals from
prospective proponents.
8.1
The purchasing authority may stipulate an amount for the services to enable a more fair
evaluation of the proposals.
8.2
Proposals received through this process are not required to be opened in public.
8.3
The selection of the successful bidder shall be based on consideration of a number of relative
factors, and shall not be selected on the basis of price alone. The RFP must itemize the other
factors upon which the proposal will be evaluated in order of relative importance. Each proposal
will be evaluated and scored using a point scale that has been developed prior to issuing the
RFP. The authority is then authorized to negotiate a final contract with the selected bidder.
8.4
All final contracts valued in excess of $25,000.00 (not including HST) require the approval of
Town Council.
TOY 36 - Procurement Policy
8.5
All policies relating to the Public Tender Process (Section 6), shall apply to the RFP process,
except as otherwise noted in this policy.
9.0
STANDING OFFERS
9.1
Standing offers may be used for purchases of any value. A standing offer is a source of supply
available to the Town either through a standing price agreement with a supplier or as a member
of a larger group of purchasers.
9.2
Standing offers include:
a. a standing agreement between the Town and a supplier in which the supplier commits to
providing specified goods or services at a specific price for a specific period of time;
b. equipment leasing programs through the Government of Nova Scotia;
c. Nova Scotia Provincial "standing offers" administered by the Nova Scotia Government;
d. supplies and services available from the Nova Scotia Government;
e. a procurement program administered by the Nova Scotia Federation of Municipalities or
the Association of Municipal Administrators;
f. any other program available to several municipal units and other public sector entities
such as hospitals and school boards.
10.0
GRANTS TO COMMUNITY GROUPS, CLUB, OR NON-PROFIT ORGANIZATIONS
Any community group, organization, club or non-profit organization receiving funding from the
Town of Yarmouth for projects requiring the procurement of goods, services, construction and
facilities for Capital projects over $25,000.00 must use a procurement practice which meets or
exceeds those used by the Town. A copy of the Town's policy will be provided to the group or
organization.
11.0
SURPLUS MATERIAL
Goods, supplies and assets which are declared surplus by the Department Head shall be offered
to other departments of the Town of Yarmouth, or sold in the most efficient manner to obtain
the highest return, by Tender, auction, negotiation or quotation. The CAO may award the
disposal of surplus materials under $1,000.00 without competition to any non-profit
corporation, association, or entity, or any Town, Crown Corporation, School Board or level of
government.
11.1
Elected officials, employees, or their agents shall not be permitted to bid on the purchase of
surplus material. The terms of the Municipal Conflict of Interest Act will apply to the disposal of
surplus goods, supplies and assets of the Town of Yarmouth.
12.0
PROFESSIONAL SERVICES
Professional services include auditing, banking, legal and insurances.
TOY 36 - Procurement Policy
12.1
Generally these services will be subject to a Request for Proposal process. These services may be
contracted on a term of not less than 10 years, on terms satisfactory to the Town of Yarmouth
and based upon qualifications, experience, services offered, past performance, proposed fees and
other relevant considerations.
12.2
The Chief Administrative Officer and appropriate Department Head are responsible to prepare
the specifications for these services, call for proposals, carry out the necessary interviews, and
prepare a recommendation for council approval.
13.0
SUPPLIER/CONTRACTOR PERFORMANCE
Supplier/Contractor may be subject to disqualification if there is sufficient evidence of
consistent failure to meet the standards specified by the Town of Yarmouth.
13.1
The Department Heads will maintain supplier/contractor performance files. Information in this
file
is
supplied
by
the
requistioner,
receivers,
and
the
purchasing
authority.
Suppliers/Contractors may be evaluated based on competitive price quality of a product,
contract adherence and performance, after sales service and replies to invited tenders.
13.2
Upon reasonable notice in writing to the supplier/contractor involved, and after reasonable
opportunity for response, a supplier/contractor can be disqualified for a period not exceeding
three years from participation in a solicitation for goods or services.
13.3
Suppliers/Contractors may be disqualified when:
a. Conviction for a criminal offence of a person or a director or official or such person
relating to obtaining or attempting to obtain a contract or subcontract.
b. An indication of lack of business integrity or honesty which directly and seriously affect
the responsibility of the contractor.
c. Serious breach of contract indicating unwillingness to perform a contract in accordance
with the terms and conditions or specifications or a record of unsatisfactory performance
of one or more contracts in accordance with the terms and conditions thereof or in
accordance with its specification or both.
d. The offer of any gratuity to an official or employee of the Town by a supplier or contractor
for consideration.
13.4
A written decision shall be issued to the person disqualified or suspended setting out its reasons
for disqualification or suspension, to the usual business address of that person as shown in the
records of the Town of Yarmouth. Disqualification will be approved by Town Council.
14.0
RECEIPT OF GOODS & SERVICES
Immediately upon the receipt of goods, authorized staff shall ascertain that the goods are
received as ordered, relating to quantity and condition. Rejection of delivery shall be reported to
the purchasing authority and to Accounts Payable.
TOY 36 - Procurement Policy
14.1
Receipt of goods and services shall be acknowledged to Accounts Payable.
14.2
Services received may not have a receiving report, and in those cases the purchasing authority's
signature on the invoice shall signify that the service has been provided in an acceptable manner
and is approved for payment.
14.3
If goods are received in an unacceptable condition, the receiver shall note the exceptions on the
packing slip or invoices. The supplier and the carrier shall be notified of the situation.
15.0
PAYMENT FOR GOODS & SERVICES
Payment may be made to the supplier if the supplier invoice is accompanied by evidence of
receipt, a purchase order and approval of the purchasing authority.
15.1
The Director of Finance or a designate shall verify that all appropriate steps and approvals for
the acquisition of the goods are in place.
16.0
ACCOUNTING
A copy of the Purchase Order will be forwarded to the supplier.
16.1
At a minimum when receiving goods on behalf of the Town of Yarmouth the following functions
should be performed:
a. The packing slip should be examined.
b. Quantities indicated on this packing slip should be verified by physical count
c. Physical condition of goods received should be examined to ensure that there are no
damaged goods and if the order is damaged that appropriate steps are taken immediately
to ensure liability for the damage is identified. This would normally entail either bringing
the damage to the attention of the shipper and possibly filling out a damage report or
refusing the order.
d. Signing the packing slip to indicate that the necessary verification and receiving functions
have been performed.
16.2
When the invoice is received, all necessary steps will be completed at that time including:
a. Confirm prices match the purchase order. Any differences are to be followed up at that
time.
b. Verify invoice for overall clerical accuracy.
c. Confirm appropriate account distribution are made.
16.3
Upon completion of the above process, payment can be made by the accounts payable clerk.
17.0
DESIGNATED LEVELS
Chief Administrative Officer ($ 24,999.99)
Director of Finance ($ 9,999.99)
TOY 36 - Procurement Policy
Intermediate Accountant ($ 2,499.99)
Director of Planning ($ 9,999.99)
Director of Operational Services ($ 9,999.99)
Supervisors ($ 2,499.99)
Director of Fire Services ($ 9,999.99)
Shift Supervisor ($ 2,499.99)
Clerk's Annotation for Official Policy Book
Date of Adoption: March 8th, 2012
Date of Notice to Council Members of Intent to Consider:
Date of Passage: March 8th, 2012
Date of Amended Policy: February 10th, 2022
Date of Amended Policy: April 13th, 2023 (Standing Offers)
I certify that this 'Procurement Policy' was adopted by Council as indicated above.
Town Clerk: Date: