Procurement Procedures and Policy for St Clair Township

Procurement Procedures and Policy for St Clair Township

Questions at the door: Continuing with my detailed and technical questions and answers series, the next one on my list was a question involving my knowledge of the procurement policy for St. Clair Township.

Upon researching it on the St Clair Township Website, procurement procedures and policies are codified in By-Law 57 of 2017, with updates in By-Law 25 of 2018 and the Declaration of Intent to participate in Group Municipal Buying Programs in 2021.

A summary by method of the procurement process is below:

Table 1: Goods and Services

ThresholdsType of QuotationSource of BidsType of ContractReporting Status
$0 to $10,000Three quotations where possible and practical Not opened in publicPurchases made from the competitive marketplace where possible and practicalDirect acquisition
by authorized staff
No report to Council required
$10,001 to $25,000Written quotations required3 written quotes
to be obtained where possible
Direct acquisition with DirectorReport to Council required for information
Equipment & Vehicles $25,001 to $99,999
Services & Construction $25,001 to $50,000
Written quotation acquired by Request For Quotation and/or Tender
Opened in public
Advertised in local paper and/or trade or by written invitation basisPurchase Requisition or Contract signed by the Director and authorized staffReport to Council required for resolution
Equipment & Vehicles >$99,999
Services & Construction >$50,001
Use of eSolutionUse of eSolutionExecuted Contract by the Mayor and ClerkReport to Council required for resolution

Table 2: Requests for Proposals (including Professional/Consuting Services)

ThresholdsType of QuotationSource of BidsType of ContractReporting Status
under $25,000Written quotation required or eSolutionPurchases made from the competitive marketplaceDirect acquisition with Director approvalReport to Council required for information
$25,001 to $50,000Written quotations or eSolution through Request For
Proposal public
Advertised in local and/or trade paperExecuted Contract by the Mayor and ClerkReport to Council required for resolution
>$50,001Use of eSolutionUse of eSolutionExecuted Contract by the Mayor and ClerkReport to Council required for resolution

Table 3: Expression of Interest or Request for Pre-qualification

ThresholdsType of QuotationSource of BidsType of ContractReporting Status
$5,000 to $50,000Request for information only, followed by Invitation To Bid or Prequalified Tender.Advertised in local and/or trade paperNo contract. Followed by further requestReport to Council required for resolution
>$50,000Request for information only, followed by Invitation To Bid or Prequalified Tender.Use of eSolutionNo contract. Followed by further requestReport to Council required for resolution

Exceptions to the standard processes above are limited to Sole Source Procurement, Emergency Procurement, Co-operative or Joint Ventures such as the Group Municipal Buying Program. The criteria for exceptions is listed in the By-Law under Schedule A.

Also, consideration has to be given to the Canada–European Union Comprehensive Economic and Trade Agreement (CETA) and the Canada Free Trade Agreement (CFTA), each having different thresholds.

~Gary Martin~


Sources:

Share:

About the author

Avatar photo

Gary... administrator