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The Town employs a decentralized purchasing process supported by the Procurement & Assurance Coordinator to assist designated purchasing staff from each department in sourcing supplies, equipment and services to provide Town departments with the best overall value while adhering to procurement tendering laws, the Municipal Government Act (MGA), various trade agreements and the Town's risk management processes.
The Town will strive to maximize the value of every expenditure of public funds, while ensuring that procurements are conducted with the highest level of integrity - under the principles of open and fair competition. All purchases made on behalf of the Town of Stony Plain shall consider value for money regardless of the dollar value spent and not necessarily the lowest cost supplier.The Town of Stony Plain promotes the sustainable acquisition, use and disposition of goods, services, assets and infrastructure in consideration of:
- Environmental impact: promoting goods and services that make lesser or negligible demands on non-sustainable resources and avoiding those with adverse affects;
- Economic and financial value: total cost of ownership, life cycle and corporate responsibility; and
- Social value: ethical and social considerations and healthy communities.
The Town's Procurement & Expenditure Policy states that all goods and services valued over $5,000 shall utilize a formal procurement process. The department director, division manager, designate and/or Town Manager will be responsible for establishing the specifications and terms of reference for the required products or services being requested, regardless of the type of procurement process to be used.
The competitive bid process is administered in accordance with municipal, provincial and federal laws.
Vendors involved in work sites for Town projects are to be complaint with Occupational Health and Safety legislation.
For general purchases and construction contracts, the Town's Procurement & Expenditures Policy states that the acquisition method must adhere to the following:
Level One: Purchases not requiring quotations - Transactions under $5,000
Purchases under $5,000 may be obtained without a verbal or written quotation, however, procurement at fair market value must be demonstrated. These items can be purchased via a purchase order, cheque or municipal credit card.
Level Two: Transactions between $5,000 and $40,000
The purchaser of goods and services valued between $5,000 and $40,000 will solicit prices from at least two, however, three vendors is preferred without formal advertising. Information provided to vendors shall be identical and responses to the Request for Quotation (RFQ) will be accepted in writing, fax, email or written format. A more formal process may be followed if deemed appropriate by the Procurement & Assurance Coordinator together with the purchasing staff within the department.
Level Three: Transactions between $40,000 and $75,000
Procurement of goods and services valued between $40,000 and $75,000 shall be obtained by an invitational procurement process including all acceptable vendors. The method of procurement process (such as: Pre-Qualification, Request for Quotation (RFQ), Request for Proposal (RFP), Tender etc.) shall be determined on a case-by-case basis by the department's purchasing staff in conjunction with the Procurement and Assurance Coordinator based on the nature of the procurement and level of risk. A more formal process may be followed if deemed appropriate by the Procurement & Assurance Coordinator together with the purchasing staff within the department.
Level Four: Values over $75,000 The department Director, Manager and/or designate in consultation with the Procurement & Assurance Coordinator shall be responsible for establishing specifications, terms of reference, evaluation criteria and procurement method (such as: Pre-Qualification,Request for Quotation (RFQ), Request for Proposal (RFP), Tender etc.) for the required products or services. The purchaser will award these purchases through a formal open procurement process as noted in the Town's Procurement & Expenditure Policy and advertised nationally through the Alberta Purchasing Connection
The dollar thresholds established for various procurement processes are guidelines only and do not preclude the use of a more formal process for any purchase of goods or services where it may be warranted; for instance, an open procurement process can be used at any time.
- For more information, please refer to the Town's Procurement & Expenditures Policy.
Procurement & Assurance Coordinator
Town of Stony Plain
4905 - 51 Avenue
Stony Plain, Alberta T7Z 1Y1