CITY OF FORT ST. JOHN

PURCHASING

Administrative Procedure 1/00

Records Management Number: 1210-00

Equipment and Supplies

PURCHASING PROCEDURE

STATEMENT

It is the policy of City Council Policy 22/00 that the City receives the best available price for services, products and materials by providing an open and competitive process for meeting the City’s needs.

It is the policy of City Management that it will adhere to City Council Policy and furthermore, it will maintain good working relationships with the Suppliers of Goods and/or Services and that it will avoid payment of service charges and interest by prompt payment of Accounts when due. That Management will endeavour to fairly and equitably distribute the purchasing where local suppliers are used. Where possible and cost effective the Management Group will engage in bulk purchasing whether established internally or externally under the Protocol Agreement between the City, School District No. 60, Northern Lights College, and the Regional District “to maximize the delivery of quality, efficient services to the North Peace community”.

POLICY BACKGROUND

To meet these objectives Council has delegated authority to the City Manager to establish the necessary administration policy to give effect to the Council Policy.

POLICY GOAL

It is the goal of this policy to establish the criteria and procedure under which the City personnel will procure goods and services. The policy establishes procedures that will be most effective and efficient for operational purposes. The procurement of goods or services under a lease, rental agreement, or contract extending beyond the current fiscal year is not an eligible purchase under this policy.

POLICY OBJECTIVES

  1. Council Policy 22/00 City Purchasing and Tendering Policy is adhered.
  1. That all purchases whether of operating or capital nature have been included and approved in the City’s adopted annual budget.
  1. Issuance of a purchase order is required for purchases of $200 and over except where there are contractual agreements or regular on going costs whether fixed or variable, such as utilities (telephone, hydro, natural gas, etc.) or where payment is made at time of purchase, such as postage for the postage machine, or other prepaid purchases.
  1. City Manager is authorized to make and/or approve purchases and tenders up to $100,000.00.
  1. The Director of Engineering, Director of Finance, Director of Corporate Services, Director of Recreation and Leisure Services, City Clerk, Fire Chief, Public Works Superintendent and Assistant Superintendent Water/Sewer are authorized to make purchases up to $5,000.00.

POLICY OBJECTIVES (continued)

  1. The Deputy Treasurer/Collector, Deputy Clerk, Manager of Human Resources, Executive Assistant/Secretary, Facilities Maintenance Manager, Pool/Program Manager, Streets Foreman, Parks Foreman, Shop Foreman, Plant Operator, Building Inspector, RCMP Staff Sergeant, RCMP Corporal and RCMP Office Manager are authorized to make purchases up to $2,000.00.
  1. The Accounting Clerk IV, Administrative Assistant, Engineering Technologist, Maintenance Workers II, Bylaw Enforcement Technician, Property Maintenance Worker, Aquatic Supervisor, Pool Attendants II, Clerk I and II (Recreation Department), Clerks II and III (City Hall), Fire Captains, and Clerk III (Fire Hall) are authorized to make purchases up to $200.00.
  1. The Director of Finance is authorized to approve for payment all invoices of reoccurring nature for services and contractual obligations.

ACTION PLAN

  1. Purchase orders are issued at the time the commitment is made to the supplier.
  1. Purchase orders are not required if the invoice is received exactly at the same time as the goods or services. Invoices must be approved and forwarded to accounts payable immediately.
  1. Copies of purchase orders are distributed as required immediately.
  1. Purchase orders when issued are encumbered on the Municipal Accounting and Information System.
  1. Part 3 of the purchase order is submitted to Accounts Payable when goods and/or services are received. This is the authority for Accounts Payable to process the invoice when received from the supplier.
  1. All invoices for payment require proper authorizations before cheques are issued.
  1. Where there is a requirement to use a cheque requisition the same authorizations are required as if it was an invoice.
  1. Cheques will be printed every two weeks.
  1. Purchase orders must clearly specify supplier name, account codes, unit prices, and product or service description.
  1. Where telephone or written quotations are required they are to be documented on the last copy of the purchase order or as an attachment. Tenders whether for approval by the City Manager or City Council are to be submitted as Administration reports.
  1. The objective is to obtain at least three (3) telephone quotations and as many as possible written quotations within the guidelines of the policy.

ACCOUNTABILITY

  1. Each Director or Department Head is accountable for purchases charged against his/her area of responsibility.
  1. Each Director or Department Head has the authority to delegate their staff for purchasing and will provide an updated list to the Director of Finance as may be required from time to time.
  1. There must be sufficient current budget allocation within the function before a purchase commitment is made.
  1. Purchases of goods into inventory and prepaid expenses must receive approval from the Director of Finance.
  1. Leases, rental agreements and contracts beyond the current fiscal year must be approved by the City Manager and signed by the City Clerk.

PURCHASE ORDER ISSUING AUTHORITIES SCHEDULE

AMOUNT

/

POSITION

/

NAME

$100,000 / City Manager / Colin Griffith
$5,000 / Director of Engineering Services / John Locher
Director of Finance / Debra Potter
Director of Administration / Carol Susak
Director of Recreation & Leisure Services / Patti Murray
Fire Chief / Larry Evans
City Clerk / Barbara Jackman
Public Works Superintendent / Ed Doyscher
Assistant Superintendent Water/Sewer / Victor Shopland
$2,000 / Deputy Treasurer/Collector / Walter Wiebe
Manager of Human Resources / Grace Fika
Deputy Clerk / Janet Prestley
Executive Assistant/Secretary / Shannon Magee
Facilities Maintenance Manager / Jim Rogers
Pool/Program Manager / Stacey Miranda
Assistant Plant Operator / Don Demers
Assistant Plant Operator / Joe Schlosser
Road and Grounds Foreman / Frank Pavcek
Shop Foreman / Mark Gaehring
Building Inspector / Roly Pretty
Deputy Fire Chief / Bryan Collier
RCMP Corporal / Jim Eglinski
$200 / Accounting Clerk IV / Lynne Holland
Accounting Clerk IV / Cheryl Vanderlinden Nixon
Accounting Clerk IV / Terry Farrugia
Administrative Assistant / Monica Walker
Personnel Assistant / Amber Dyer
Clerk I (Reception) / Linda Carroll
Clerk II (Administration) / Louise Gregoire
Clerk III ( Administration) / Brenda Doell
Bylaw Enforcement Technician / Brian Cameron
Building Inspector / Doug Sinclair
Property Maintenance / Ralph Bradshaw
Engineering Technologist / Gordon Davies
Facilities Supervisor / Steve McLain
Facilities Technician / Bob Corbett
Aquatic Supervisor / Troy Gould
Pool Attendant II / Wendy Niekamp
Pool Attendant II / Chris Taylor
Clerk II (Recreation) / JoAnne Levers
Clerk I (Recreation) / Tracy Konashuk
Clerk III (Fire Hall) / Doreen Holmes

PURCHASE ORDER ISSUING AUTHORITIES SCHEDULE

(continued)

AMOUNT

/

POSITION

/

NAME

$200 / Fire Captain / Wayne Douglas
Fire Captain / Larry Ziprick
Fire Captain / Brian Tierney
Fire Captain – Acting / Tom Worton

CITY OF FORT ST. JOHN

QUOTATION SUMMARY

In Writing and AttachedBy Telephone

($2,000 to $5,000)($500 to $2,000)

ITEM:

TO BE USED FOR:

REQUESTED BY:

SUPPLIER #1:

Phone Number: Price (Tax Included):

SUPPLIER #2:

Phone Number: Price (Tax Included):

SUPPLIER #3:

Phone Number: Price (Tax Included):

SUPPLIER #4:

Phone Number: Price (Tax Included):

If the low quote is not accepted, please detail reasons below. Approval is required from the City Manager, or Department Director, Manager, Superintendent to award the quote to a company that is not the low bidder.

Authorized by the City Manager Revised: November 24, 2000

Effective: July 16, 1999Page: 1 of 6