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The Corporation of the Township of North Kawartha
By-Law # 2014-120
Being a by-law to establish a Procurement Policy for The Township of
North Kawartha.
Whereas Section 271 (1) 3 of the Municipal Act, S.O. 2001, c.25 provides that a
municipality shall adopt and maintain policies with respect to the procurement of
goods and services;
And Whereas the Council of the Corporation of the Township of North
Kawartha deems it desirable to adopt a procurement policy;
Now Therefore the Council of the Corporation of the Township of North Kawartha
enacts as follows:
1. That Council adopt the Procurement Policy attached as Schedule "A".
2. That all previous by-laws adopting procurement policies including By-Law
#90/05 be repealed.
3. That the provisions of any by-laws contrary to this be hereby repealed.
Read a first, second and third time and passed in Open Council this 16TH
day of December, 2014.
_____________________________
Richard B. Woodcock, Mayor
_____________________________
Connie Parent, Clerk
1
The Corporation of the Township of
NORTH KAWARTHA
Procurement Policy
1.0
Legislative Authority
The Municipal Act, 2001, S.O. 2001, Chapter 25 Part VI, Section 270(1) as
amended, states that a municipality shall adopt and maintain policies with
respect to its procurement of goods and services.
2.0
Goals of the Purchasing Policy
2.1
This policy sets out guidelines for the municipality to ensure that all purchases of
goods and services provide the best value for the Township ratepayers. All
things being equal, and having regard for the guidance of this policy, "best value"
may be described as receiving the required quality and service at the lowest
cost.
2.2
This policy shall provide guidance for an open and honest procurement program,
with transparency as a cornerstone of the decision making process.
2.3
This policy shall provide a purchasing environment that is fair, impartial and
transparent.
2.4
This policy shall promote and maintain the integrity of the purchasing process
and protect Council, vendors and staff involved in the process by providing clear
direction and accountabilities.
2.5
A competitive bidding process is the preferred method of purchasing and as
such Department Managers are encouraged to seek out new sources of supply,
readily provide purchasing information to vendors in a cooperative manner and
ensure that all mechanisms for purchasing contain clear and full disclosure of
requirements.
2.6
To maintain integrity and protect the interests of our taxpayers, any elected or
appointed official participating in a procurement process that have a private
interest that are in conflict with their duties as elected or appointed officials, shall
declare said conflict as required under the provisions of the Municipal Conflict of
Interest Act, R.S.O. 1990, c.M.50.
2.7
All applicable legislation, including the Municipal Freedom of Information and
Protection of Privacy Act, the Municipal Act, the Interprovincial Trade Agreement,
and the Integrated Accessibility Standards Regulation will be considered prior
P.O. Box 550
280 Burleigh Street
Apsley, Ontario K0L 1A0
(705) 656-4445 or
1-800-755-6931
Fax: (705) 656-4446
www.northkawartha.on.ca
www.facebook.com/NorthKawartha
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and during the procurement process.
3.0
Definitions
3.1
For the purposes of this Policy:
"Bid" shall mean a submission, under any of the prescribed purchasing
mechanisms, from a prospective vendor in response to a request for the
purchase of goods and services issued by the Township.
"CAO" shall mean the Chief Administrative Officer for the Township
"Council" shall mean the Council of the Corporation of the Township of North
Kawartha.
"Department Manager" shall mean the head of a department operating within
the Township of North Kawartha, being the Chief Building Official; Clerk;
Treasurer; Fire Chief; Roads Supervisor; Director of Parks and Recreation, and
for the purposes of this policy, shall include the Chief Administrative Officer
where applicable.
"Emergency Purchase" shall mean a purchase made in a crisis situation where
immediate action is required to prevent the possible loss of life, property or
minimize a negative impact on municipal operations.
"Evaluation Committee" shall be composed of the Department Manager, and
two of the following: the CAO, the Treasurer, the Clerk, another employee
deemed appropriate.
"Goods" shall mean supplies, wares, merchandise, material and equipment,
including leases.
"Purchasing Designate" shall mean a person designated by a Department
Manager to exercise any or all responsibilities of the Department Manager with
respect to this policy.
"Quotation" shall mean a competitive bid process for goods or services that is
conveyed and received from bidders in a written format by e-mail, mail or fax.
"RFP" shall mean a Request for Proposal document that sets out general
specifications for the commodity or service required when goods or services
cannot be specifically stipulated or when alternative methods are being sought to
perform certain functions or services.
"Sealed Bids" are bids submitted in a sealed envelope to a specified location, by
a specified date.
"Services" shall mean items such as telephone, gas, water, hydro, janitorial and
cleaning services, consultant services, legal surveys, medical and related
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services, insurance, leases for grounds, buildings, office or other space required
by the Township and the rental, repair or maintenance of equipment, machinery
or other personal and real property.
"Tender" means a document that sets out particular specifications for the goods
or service required. This can also refer to an offer in writing to execute some
specified work or to provide some specified articles at a specified rate.
"The Corporation of the Township of North Kawartha" herein is also referred
to as the "Township"
"Time Sensitive Purchase" shall mean a purchase made in a situation where
immediate action is required to engage vendors to ensure that works are
completed within a specific time frame to minimize a negative impact on
municipal operations.
"Vendor" shall mean any person or enterprise supplying goods or services to the
Corporation of the Township of North Kawartha.
4.0
Purchasing Responsibilities
4.1
Expenditure Authorization
The Township of North Kawartha Council has ultimate authority and
accountability for all expenditures. Council delegates this authority by the
authorization of budgets or by specific resolution. This purchasing policy outlines
how spending authority is to be used.
4.2
Department Manager Authorization and Responsibilities
4.2.1 The Department Manager shall be responsible for approval of accounts within
the approved budget for their respective department, or any amendment to
same, as approved by Council.
4.2.2 Reports to Council by a Department Manager that recommend budget
amendments, capital expenditures or special appropriations shall contain
purpose of expenditure, cost estimates or expenditure limitation, and the fund in
which an appropriation has been provided. All reports recommending such
matters shall also require endorsement by the Treasurer and the Chief
Administrative Officer or designates.
4.3
Purchasing Designate
A Department Manager may appoint a Purchasing Designate to exercise any or
all responsibilities assigned to that Department Manager by this policy. The
Department Manager shall advise the CAO and Treasurer of this appointment.
5.0
Purchasing Mechanisms
4
In determining which purchasing mechanism is the most appropriate, the
Department Manager shall have regard for the goals as outlined in Section 2, the
purchasing responsibilities as outlined in section 4 and the dollar thresholds as
stated in section 5. The efficient utilization of these mechanisms shall ensure
that the ratepayers of the Township receive best value for their tax dollars.
5.1
Small Order Purchases
The Department Manager shall be authorized to make small order purchases of
goods and services up to an amount of $5,000.00 from such vendor and upon
such terms and conditions as the Department Manager deems appropriate. The
Department Manager shall obtain at least three prices from known suppliers who
can provide acceptable quality goods or services at competitive prices for goods
or services where the total is greater than $1,000.00 and less than $5,000.00.
The prices shall be recorded appropriately and said document attached to
invoice from chosen supplier.
5.2
Quotation Purchases
5.2.1 The Department Manager shall be authorized to make purchases of goods and
services for estimated expenditures exceeding $5,000.00 and less than
$25,000.00 from such vendor and upon such terms and conditions as the
Department Manager deems appropriate subject to first obtaining at least three
(3) written quotations whenever possible.
5.2.2 Notwithstanding 5.2.1 when the preferred quotation exceeds the approved
budget or exceeds $25,000, the Department Manager shall obtain the approval
of the Chief Administrative Officer.
5.2.3 At the discretion of the Chief Administrative Officer, any quotations may be
referred to Council for disposition. In this event, the respective Department
Manager shall prepare recommendation in writing for Council to deal with the
quotations received at a Council meeting.
5.3
Tender Purchase
5.3.1 The Department Manager shall not order goods and services exceeding
$25,000.00 without requesting and obtaining sealed tenders for the goods and
services. At least three (3) bids shall be obtained whenever possible.
5.3.2 In the preparation of a tender, the Department Manager shall ensure that, as a
minimum, the bid document includes the following sections:
- Instruction to bidders
- Specifications of the goods and services
- Terms and conditions
- Financial Requirements (Tender Deposit information)
- Format for the evaluation criteria
- Format for the scoring matrix
5
- Prescribed format for the schedule of items and prices
- An authorized signature that binds the bidder to the terms and bid
document
- References
5.3.3 After the opening of the tenders members of the Evaluation Committee shall
review the documentation individually and score all RFP's using the prescribed
scoring matrix. The Committee shall then be convened to review and discuss all
scores. The Committee shall determine a common score.
5.3.4 The respective Department Manager shall prepare a preliminary tender summary
report of the tenders received, including the names of all those submitting a
tender and the tender amounts and security/deposit amounts (if applicable) and
a recommendation in writing to the CAO and Treasurer or designates for review
and comment prior to submission to Council. The report will then be forwarded
to Council for direction.
5.3.5 Notwithstanding Section 5.3.3 & 5.3.4, where tenders are coordinated by a
Consultant for a designated project, the consultant shall prepare a
recommendation in writing for the respective Department for Council to deal with
the tenders received.
5.3.6 Council shall make the final determination as to awarding of all tenders. The
lowest tender, or any tender, not necessarily accepted.
5.4
Requests for Proposals
5.4.1 The Department Manager may use a Request for Proposal in place of a tender
or quotation when goods and services cannot be specifically stipulated or when
alternative methods are being sought to perform functions or services. At least
three (3) bids shall be obtained whenever possible.
5.4.2 A RFP bid document shall be developed by the respective Department Manager,
with support and input from the Treasurer and Chief Administrative Officer. In
the preparation of the RFP the Department Manager shall ensure that, as a
minimum, the bid document includes the following seven sections:
- Instruction to bidders
- Specifications of the goods and services
- Terms and conditions
- Format for the evaluation criteria
- Format for the scoring matrix
- Prescribed format for the schedule of items and prices
- An authorized signature that binds the bidder to the terms of the bid
document
- References
6
5.4.3 After the opening of the RFPs, members of the Evaluation Committee shall
review the documentation individually and score all RFP's using the prescribed
scoring matrix. The Committee shall then be convened to review and discuss all
scores. The Committee shall determine a common score.
5.4.4 The respective Department Manager shall prepare a preliminary RFP summary
report of the RFP's received, including the names of all those submitting a RFP
and description of variances. The Department Manager shall then prepare a
report recommending in writing to the CAO and Treasurer or designates for
review and comment prior to submission to Council. The report will then be
forwarded to Council for direction.
5.4.5 Council shall make the final determination as to the awarding of all RFPs. The
highest scored RFP, or any RFP, not necessarily accepted.
5.5
Advertising
The Department Head shall draft the advertisement in consultation with the CAO
and/or Council, and publish same in appropriate publications. As a minimum, all
tenders and RFP's (not by invitation) shall be advertised on our website and
social media and may advertise locally in the local media publications. The
closing date for tenders and RFP's shall be no sooner than two weeks following
publication in the local media unless the urgency of the requirement dictates
otherwise and approval from Council has been obtained. Each advertisement
for Tender and Request for Proposal shall typically contain the following
information:
- Location where tender/RFP documents may be obtained
- Amount of non-refundable fee for documents, if applicable
- Proof of Liability insurance, if applicable
- Clearance Certificate from WSIB if required
- Date and time of tender/RFP closing
- General specifications of the goods or services required
- Name and phone number of contact person
- And the following statements:
"Tenders (or RFP) on the prescribed Tender (or RFP) and sealed in an
envelope clearly marked shall be received by _______(provide date_)_____
at the Township of North Kawartha, 280 Burleigh Street, P.O. Box 550,
Apsley, Ontario K0L 1A0. The lowest or any tender need not necessarily be
accepted."
5.6
Council's Approval
Tenders and Requests for Proposal shall obtain Council's approval prior to
advertising. When presented to Council, these documents should be ready for
release, and adhere to Sections 5.3.2 and 5.4.2.
7
5.7
List of Prospective Bidders
The Department Head or CAO or their designate shall keep a list of all persons
taking out tender and RFP documents. Such list shall contain the prospective
bidder's name, address and telephone number and shall be made available to
the public.
5.8
Sole Sourcing
In some instances, there is only one known qualified supplier of goods or
services. If at all possible, this non-competitive process for obtaining goods or
services should be avoided. If however, the goods or services are required by
the municipality, the purchaser shall record the price(s) appropriately.
5.9
Goods or Services at a Trade Show
The purchaser may have the opportunity to attend trade shows, where on
occasion special pricing can be obtained on specific goods or services. The
purchaser shall obtain at least one (1) price from a known supplier of the goods
or services in advance of the attendance at the trade show in order to ascertain
that the price(s) obtained at the trade show are in fact competitive. The
purchaser shall record the price obtained prior to and following attendance at the
trade show.
6.0
Purchase by Negotiation
6.1
The Department Manager and/or Chief Administrative Officer as directed by
Council may under the following conditions negotiate with one or more bidders
and in such cases the requirement for inviting tenders or quotations is waived.
- When in the judgment of the Department Manager, goods are judged to
be in short supply due to market conditions
- Where there is only one source of supply for the goods or services
- Where two or more identical bids have been received
- Where the lowest tender or quotation meeting specifications substantially
exceeds the estimated cost and it is impractical to recall the tender or
quotation
- When all bids received fail to meet the specifications or tender terms and
conditions and it is impractical to recall tenders of quotations
- When only one bid received in a tender or quotation
- When no bids are received in a tender or quotation call
6.2
When negotiations are deemed necessary they shall be carried out jointly in co-
operation with the Department subject to the conditions of this Policy.
6.3
Any negotiated purchase contract for $25,000.00 or more in value, excluding
taxes and freight, shall be subject to approval from Council
8
6.4
The methods of negotiation shall be those accepted as standard negotiating
procedures that employ fair ethical practices.
7.
Exercise of Contract Renewal Options
7.1
Where a contract contains an option for renewal, the Department Manager may
authorize Purchasing and Supply to exercise such option provided all of the
following apply:
- The supplier's performance in supplying the goods, services or
construction is considered to have met the requirements of the contact
- The Department Manager and CAO agree that the exercise of the option
is the best interest of the Township
- Funds are available in appropriate accounts within Township Council
approved budget including authorized revisions to meet the proposed
expenditure
- A valid business case has been completed
7.2
The business case shall be authorized by the Department Manager and shall
include a written explanation as to why the renewal is in the best interest of the
Township and include comment on the market situation and trend.
8.0
Contract Amendments and Revisions
8.1
No amendment or revision to a contract shall be made unless the amendment is
in the best interest of the Township.
8.2
No amendment that changes the price of a contract shall be agreed to without a
corresponding change in requirement or scope of work.
8.3
Amendments to contracts are subject to the identification and availability of
sufficient funds in appropriate accounts within Township Council approved
budget including authorized revisions.
8.4
Department Managers may authorize amendments to contracts provided the
total amended value of the contract is within the approval authority.
8.5
Where expenditures for the proposed amendment combined with the price of the
original contract exceeds Township Council approved budget for the project, a
report prepared by the Department Manager shall be submitted to Council
recommending the amendment, and proposing the source of financing.
9.0
Exclusions
9.1
While having regard for the goals of this policy, Department Managers are
encouraged to consider the skills of Township staff and range of Township
equipment and seek out in-house bids where applicable. In this manner, the
9
respective Department Manager shall prepare a written budget outlining all
direct/in-direct costs. The Department Manager(s) and Chief Administrative
Officer shall review the budget and have regard for:
- Cost
- Department workload
- Timelines of project completion
Upon completion of the review determine whether the in-house bid is appropriate
to achieving the goal of best value for the Township ratepayers.
9.2
In addition, adherence to this purchasing policy is not required with respect to
those items listed below:
I.
Training and Education, including but not limited to:
a)
Conferences, Courses, Conventions and Seminars
b)
Magazines, Books and Periodicals
c)
Memberships
II.
Refundable Employee Expenses, including but not limited to:
a)
Advances
b)
Meal Allowances
c)
Miscellaneous Expenses
d)
Travel
III.
Employer's General Expenses, including but not limited to:
a)
Payroll Deduction Remittances, WSIB, EHT
b)
Licenses, including vehicles, etc
c)
Debenture Payments
d)
Liability, Property and Other Forms of Insurance
e)
Tax Remittances
IV.
Other Expenses:
a)
Hydro
b)
Non-bulk Vehicle Fuel
c)
Telephone
d)
Postage
e)
Acquisition of real property
f)
Procurement of original artwork
g)
Procurement of goods intended for resale to the public
h)
Procurement from philanthropic institutions and persons with
disabilities
i)
Procurement contracts with public bodies, the hydroelectric
commission, area municipalities and special purpose bodies with
the Municipality (including but not limited to the supply of or billing
for property taxes, utilities, etc.) or non-profit organizations
j)
Advertisements
V.
Purchases for consulting services for a program where services have
been awarded to a consulting firm on an on-going basis and when clearly
identified in the budget.
10
VI.
Any transaction specifically authorized by resolution of Council to be
exempt from this purchasing policy
10.0 Emergency and Time Sensitive Purchases
10.1 Emergency includes:
- An imminent or actual danger to the life, health or safety or an official or
an employee while acting on the Township's behalf;
- An imminent or actual danger of injury to or destruction of real or personal
property belonging to the Township
- An unexpected interruption of a public service
- An emergency as defined by the Emergency Plans Act, R.S.O. 1990,
Chapter E.9 and the emergency plan formulated thereunder by the
Township
- A spill of a pollutant as contemplated by Part X of the Environmental
Protection Act, R.S.O. 1990, Chapter E.19 and
- Mandate of a non-compliance order
The Department Manager shall be authorized to make emergency and time
sensitive purchases in excess of $5,000.00 upon the approval of the Chief
Administrative Officer. The Department Manager shall present a report to
Council at its next meeting providing sufficient details on the purchase,
emergency involved or timing rationale, and impact on approved departmental
budget.
11.0 Communications
11.1 All bid documents, and their respective advertisement of invitation, shall state the
date, time and place of bid opening / closing.
11.2 The Township web site shall include a section dedicated to Purchasing. This
section shall include a copy of the current purchasing policy. All notices for
tenders and RFPs shall be posted on the site.
11.3 Any other persons desiring to be present at the opening of tenders and RFPs
may attend.
12.0 Administration
12.1 All tenders and RFPs shall be received at the Township of North Kawartha
Municipal Office, 280 Burleigh Street, Apsley, Ontario for recording of date and
time received for safekeeping pending the opening of same.
12.2 All tenders and RFPs shall close at the time and day specified in the
advertisement.
12.3 Within three (3) hours of the closing, or a time deemed reasonable by the
11
Department Manager, the tenders shall be opened publicly and the names of
those submitting and the amounts shall be disclosed at the time of opening.
Within three (3) hours of the closing, or a time deemed reasonable by the
Department Manger, the RFP's shall be opened publicly and the names of those
submitting shall be disclosed at the time of opening.
12.4 Tenders and RFPs shall be opened in the presence of the Department Manager
and at least one other Department Manager (Clerk and/or Treasurer) and/or the
CAO and any other person deemed necessary.
12.5 No contract or purchase shall be divided to avoid the requirements of this policy.
12.6 Vendor contact regarding Tender/RFP's with Council Members is prohibited and
can be considered as grounds for disqualification from the selection process.
12.7 The Township may participate with other units of government, their agencies or
public authorities in co-operative purchase ventures when the best interest of the
Township will be served.
13.0 Conflict Of Interest
13.1 The Department Manager shall not open and consider any bid, or otherwise
acquire any goods or services from an elected official, officer or employee of the
Township unless the elected official, officer or employee obtains approval from
Council prior to the close of the bid or the acquisition of the goods and services.
13.2 No Elected Official, officer or employee of the Township shall allow contact with
a person, or any officer, employee or agent of the person who has submitted a
bid to the Township unless the bid call has been awarded or the contact is for
the purpose of receiving a complaint.
13.3 All consultants (eg. Architects, engineers, etc.) retained by the Township shall
disclose to the Township prior to accepting an assignment, any potential conflict
of interest. If such a conflict of interest does exist, the Township as directed by
the Department Manager, may at its discretion, withhold the assignment from the
consultant until the matter is resolved. And furthermore, if during the contract of
a Township assignment, a consultant is retained by another client giving rise to a
potential conflict of interest, then the consultant shall so inform the Township.
14.0 Financial Services
14.1 All invoices or accounts from vendors shall be forwarded to the Accounts
Payable Department only after they have been properly marked as received,
properly coded to the correct general ledger account and approved by the
appropriate Department Manager(s).
14.2 Prior to the adoption of the annual estimates, the services provided shall
continue at the level carried out the previous year. The Department Managers
are authorized to incur expenses, and the Treasurer is authorized to pay the
accounts, of such ordinary business transactions.
12
14.3 Prior to the adoption of annual estimates, specific Council authorization is
required for expenditures for special projects, capital purchases over $5,000.00,
consultant fees, land purchases and/or new services with the exception of
expenses for ongoing project and capital purchases carried forward from the
previous year.
14.4 After the adoption of estimates, the Treasurer is authorized to pay the accounts
approved by the respective Department Managers.
15.0 Purchasing Policy Improvements
In order to ensure that Council and staff are familiar with this policy and that the
policy reflects best practices, it shall be reviewed in the first year of each Council
term. The review shall be coordinated by the Treasurer or designate and shall
include an initial review by the Department Managers, suggestion of any
proposed amendments or additions, and a report by the Chief Administrative
Officer with recommendations to Council.
13
Appendix A
Request for Quotations and Justification Report
Description of Goods or Services:
Supplier
Quoted Price
Verbal/Written
Comments
Recommendations:
Attach Written Quotations
Budget Item ____
Non-budgeted Item _____
Emergency Item _____
Complete this section for Emergency and Non-budgeted Items
1.
Why is this good/service required?
2.
Why was good/service not included in current year's budget?
3.
Detail impact on department's budget.
Attach this Form to the vendor's invoice
14
Appendix B
Example of Tender Form
To:
The Township of North Kawartha
For:
(Brief description of Tender)
By:
_____________________________________
Name of Firm or Individual Tendering
_____________________________________
Address of Firm or Individual Tendering
_____________________________________
Phone Number of Firm or Individual Tendering
_____________________________________
Name and Position of Person authorized to sign
I/We, the undersigned, having carefully examined the Tender Specifications, and
having read, understood, and accepted the General Conditions, Specifications and
Drawings (if applicable) supplied, each and all of which form part of this tender, hereby
offer and agree to supply all goods and services required to complete the work in strict
accordance with the General Conditions, Specification, Drawings and this Tender Form
for the sum of:
___________________________ Dollars
$_____________________
(in words)
(in figures)
The estimated cost of all materials to be
incorporated in the work is
$_____________________
The estimated cost of labour and all other
related charges is
_______________________
HST
_______________________
TOTAL (must equal lump sum of bid above)
_______________________
The completion/delivery date shall be on or before
_______________________
Warranty terms and conditions are as follows:
Attached to this tender is a certified cheque or alternative acceptable to the Municipality
15
in the amount of $ ________ being __ percent ( %)
of the bid as
specified in the "Financial Requirements" and made payable to the Township of North
Kawartha. I/We hereby acknowledge that the proceeds of this security shall, upon
acceptance of this tender, constitute a deposit which shall be forfeited to the
Municipality if I/We fail to file with the Municipality a completed Performance Bond (if
required) as specified in the "Financial Requirements" and an executed form of
Agreement or Contract for the performance of the work within ten (10) days from the
date of notification of the acceptance of this tender by the Municipality.
or
Deliver the tendered goods on or before the above noted date of delivery.
I/We hereby agree that notification of acceptance of this tender shall be in writing and
may be sent by prepaid post or personal delivery. Notification of acceptance shall be
deemed to be completed on the day such notice is mailed or delivered in person by the
individual signing this Tender Form or his/her designate.
Attached to this tender are: Proof of liability insurance, if applicable
______
Clearance Certificate from WSIB, if required.
______
Signed at _______________ of _________________________in the
County/Region ______________________ this ______ day of _______, 200____.
16
Appendix C
Example of RFP Form
This proposal is submitted by:
Full Name of Firm
("Proponent")
________________________________________________
Name of Contact
________________________________________________
Address
________________________________________________
Street Address
City
________________________________________________
Province
Postal Code
Contact Information Telephone: _______________________________________
Fax: _____________________________________________
Email: ____________________________________________
I, _____________________________________________, have authority to make this
declaration on behalf of and to bind the proponent to its contents. I hereby declare:
1.
THAT no person, firm or corporation other than the one that is submitting
this proposal has any interest in this proposal or in the contract offered
thereby.
2.
THAT I have adequate and sufficient authority to bind the person, firm or
corporation that is submitting this proposal.
3.
THAT this proposal is made without any connection, knowledge,
comparison of figures or arrangement with any other company, firm or
person making a proposal for the same work and is in all respects fair and
without collusion or fraud.
4.
THAT no member of the Township Council, or any officer of The
Corporation of the Township of North Kawartha (the "Township") is, or will
become interested directly or indirectly as a contracting party or otherwise,
or in the performance of the contract, or in the supplies, work or business
to which it relates, or in any portion of the profits thereof, or of any such
supplies to be used therein, or any of the monies to be derived there from.
5.
THAT the matters stated in the said proposal are in all respects true.
By my signature hereunder, it shall be understood that I have read, understood and
agree to abide by the instructions, terms, conditions and specifications contained in this
Request for Proposal document.
Authorized Signature ________________________________________________
Name
________________________________________________
Title
________________________________________________
(Please Print)
(Failure to sign here may result in rejection of this submission)
Personal information will be used to in the selection process and is pursuant to the
Municipal Freedom of Information and Protection of Privacy Act
17
Appendix D
Guidelines for Considering Irregular Tenders/RFP's
Irregularity
Response
1
Late Bids
Automatic rejection and not read publicly
2
Unsealed tender envelope
Automatic rejection
3
Insufficient financial security (no deposit or bid
bond or agreement to bond or insufficient deposit
or bid bond or agreement to bond)
Automatic rejection unless insufficiency
is trivial or insignificant
4
Bids not completed in ink or by typewriter
Automatic rejection
5
Incomplete bids (part bids - all items not bid)
Automatic rejection
6
Bids received on documents other than those
provided by the Municipality
Automatic rejection
7
Bids containing minor clerical error
48 hours to correct and initial
8
Execution of Agreements to Bond: Bonding
company corporate seal or signature missing
from agreement to bond
Automatic rejection
9
Execution of Bid Bonds:
a) Corporate seal or signature of the bidder or
both missing
b) Corporate seal or signature of bonding
company missing
a) 48 hours to correct
b) Automatic rejection
1
0
Other Bid Security - uncertified cheque
Automatic rejection
1
1
Execution of Tender Documents:
a) Corporate seal missing but signature present
b) Corporate seal and signature missing
c) Corporate seal affixed but signature missing
a) 48 hours to correct
b) Automatic rejection
c) Automatic rejection
1
2
Erasures, Overwriting or strikeouts which not
initialed:
a) uninitialled minor changes to tender document
b) Unit price in Schedule of Prices changed but
not initialed and the contract totals are consistent
with price as amended
c) Unit prices in Schedule of Prices have been
changed but not initialed and the contract total
are not consistent with price as amended
d) Other mathematical errors which are not
consistent with unit prices
a) 48 hours to correct
b) 48 hours to correct
c) Automatic rejection
d) 48 hours to initial corrections as
made by the department
1
3
Tender documents which suggest that the
tendered has made a mistake in calculations
Consultation with the Municipality's
Solicitor on a case by case and a report
to Council
18
Appendix E
Tender/RFP Advertisement
The Corporation of the Township of North Kawartha
Tender/Request for Proposal For _____________
Tenders/RFP's on the prescribed Tender/RFP Form and sealed in an envelope clearly
marked as such shall be received by the (insert name of person responsible) at
following address:
The Township of North Kawartha
P.O. Box 550
280 Burleigh Street
Apsley, Ontario
K0L 1A0
Deadline For Tender/RFP Submission:
For Tender Only:
The tender must be accompanied by a tender deposit in the form of a certified cheque
for ___% of tender amount. (3% for greater than $100,000 & 5% for less than
$100,000)
Specifications for the above work can be obtained at the Municipal Office located at 280
Burleigh Street, Apsley, Ontario during regular office hours.
Successful candidate must provide copy of liability insurance and proof of WSIB
coverage.
The lowest bid or any tender/rfp need not necessarily be accepted.
Tender/RFP Forms will be opened on
date and time and location
For further information contact:
Provide name, address, telephone/fax number of person responsible
19
Appendix F
Record of Tender/RFP Documents Distributed
Name
E-Mail Address
Address
Telephone #
20
Appendix G
Summary of Tender/Request for Proposal Submissions
Tender/RFP #:
__________________
Deadline for submission: ___________________
Submitted
By
Date and
Time
received:
Security
Deposit
Rec'd
Proof of
Liability
Insurance
WSIB
Clearance
Certificate
Valid/Invalid
Tender
(state
reasons
invalid)
Tender
Amount
21
Appendix H
Example of Rating Criteria Matrix
Proponent's Name ______________________________________
Project Title
______________________________________
Evaluation Date
______________________________________
Evaluator
______________________________________
Step 1
Yes
No
Mandatory's
Proposal received prior to closing
Resumes of project team included
Reference List
Step 2
Max.
Points
Points
Proponent (30%)
Qualifications of firm and project team
members
Experience of firm and project team
members
Past performance
Resources
Proposal (50%)
Scope
Methodology
Scheduling
Project Team
Clarity of Proposal
Price (20%)
Points for Price
Total Score (100%)
Proponent + Proposal + Price Score