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Procurement Policy for City of Hamilton BIAs
Concession Street Business Improvement Area
PROCUREMENT POLICY (As of January 1, 2017)
The objective of this Procurement Policy is to procure the necessary quality and quantity of goods and/or services for the BIA while maintaining appropriate controls.
Procurement Process
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Annual Dollar Value
Requirements
Approval Authority
Authority to Sign Contracts (if there is a Contract)
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Up to but not including $1000
does not cause an overage in the appropriate category of the current BIA approved budget
no quotes required
reported to the Board of Management at its next meeting
Executive Director or Chair (Board of Management to approve if the procurement is from a Director’s business)
As per the BIA by-laws
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$1000+$1
does not cause an overage in the appropriate category of the current BIA approved budget
at least three independent written quotes from vendors
reported to the Board of Management at its next meeting
Executive Director or Chair (Board of Management to approve if the procurement is from a Director’s business or to decide how to proceed when fewer than three independent written quotes are received)
As per the BIA by-laws
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Petty Cash
Maintain $200 in float. Maximum purchase of $100 allowed.
does not cause an overage in the appropriate category of the current BIA approved budget
Petty cash voucher completed with receipt attached
does not cause an overage in the appropriate category of the current BIA approved budget
no quotes required
reported to the Board of Management after three months or when the total of these purchases reaches $500, whichever comes first starting from the date that the last report was made
Board of Management
(including deciding how to proceed if fewer than three independent written quotes are received)
Executive Director or Chair (Board of Management to approve if the Procurement is from a Director’s Business)
As per the BIA by-laws
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BIA Members
The Board of Management may approve the preferential treatment of BIA Members in its procurement process either generally or for a specific procurement process. It will do so by resolution in advance of the procurement process occurring and will inform vendors of any such resolution.
Vendor Performance
Documented poor performance or non-performance of a vendor at any time during the term of any contract will be used to determine the eligibility of a vendor to continue to provide goods and/or services to the BIA on a current contract and to determine their ability to participate on future contracts.
Non-Competitive Procurements
Prior to entering into discussions with any vendor, the Board of Management may approve a non-competitive procurement, if it is satisfied that one or more the following conditions apply:
- goods and/or services are in short supply due to market conditions;
- it is more cost effective or beneficial for the BIA to procure the goods and/or services from the vendor being considered rather than from a competitive procurement process;
- a BIA contract for a good or service which has expired or will very shortly expire and requires extension while the procurement process is completed. Authority to sign any contract is as per the BIA by-laws.
Cooperative Procurements
The Board of Management may approve the cooperative procurement of goods and/or service with other entities when it is the best interests of the BIA to do so. If the Board of Management approves the cooperative procurement of goods and/or services, this Procurement Policy will be followed as far possible.
Splitting Procurements
The splitting of procurements to avoid the requirements of this Procurement Policy is prohibited.
Conflict of Interest
- Every Director shall act honestly and in good faith with a view to the best interests of the BIA in discharging his/her duties.
- Directors are subject to the Municipal Conflict of Interest Act, which requires they declare direct and indirect pecuniary interests, and following the declaration, that they not influence any vote or actually vote on the matter.
- Directors are entitled to participate fully on matters in which they have no greater pecuniary interest than other members of the BIA.