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The Purchasing Section is responsible for acquiring goods and services and managing the disposal of surplus materials for the City in a responsible, professional and cost-effective manner.
The City of Port Coquitlam maintains a strict purchasing policy coupled with practices recognized by the Purchasing Management Association of Canada.
Purchasing Policy Principles
The goals and principles of the City’s Purchasing Department are to:
- Procure the necessary quality and quantity of goods and services in an efficient, timely and cost effective manner, while maintaining the controls necessary for a public institution.
- Encourage the most open bidding process practicable for the acquisition and disposal of goods and services;
- Ensure the maximum value of an acquisition is obtained by determining the total cost of performing the intended function over the lifetime of the task. This may include, but not be limited to, acquisition cost, disposal value, disposal cost, training cost, maintenance cost, quality of performance and environmental impact;
- Operate Central Stores for the purchase of goods and services through the most cost effective means having due regard for the quality of the goods and services required;
- Procure goods and services with due regard to our commitment to encourage the use of “environmentally friendly” products and services;
- Follow the guidelines set out in the codes of ethics established by the Purchasing Management Association of Canada.
- Ensure that maximum value is obtained when disposing of surplus goods;
- Subject to all applicable City policies and by-laws, any specific provisions of the Municipal Act, or other relevant legislation.
General
Purchasing for all departments shall be coordinated through the office of the City Purchasing Manager.
The City Purchasing Manager shall institute forms and procedures as required for proper implementation of purchasing procedures.
The City Purchasing Manager shall cooperate with others local municipal and public organizations in group buying of items in common use whenever practical.
Purchasing for all departments shall be monitored by the Treasury Department to ensure that the guiding principles are being followed.
Award of Purchase Orders/Contracts
Awards shall be made for equipment, supplies and services that will give the greatest value based on quality, specifications, service, price and timely delivery. Preference shall be given to Port Coquitlam suppliers where quality, specifications, service, price and delivery are equivalent.
On the engagement of consultants or retaining other professional services, evaluation will be as outlined in the City’s policy on hiring of consultants.
Purchases Up To $1,000
May be made by authorized personnel in the “end use” department following the purchasing procedures laid down by the Purchasing Manager.
Signing authorities for purchases up to $1,000 are Department Heads, Deputies, Operations Manager, Assistant Operations Manager, Parks Superintendent and individuals designated by Department Heads.
Purchases Between $1,000 and $5,000
On receipt of an authorized requisition for goods or services between $1,000 and $5,000 the purchasing department or end use department shall telephone two or three firms known to be interested in supplying the specific commodities requested. The purchase order will be awarded on the basis of these phone calls in consultation with the end use department.
The only exceptions to this are when time constraint will not allow three phone calls such as when supplies, services and equipment are urgently required to maintain City Works or when the item required is unique.
Signing authorities for purchases between $1,000 and $5,000 are City Administrator, Department Heads, Deputies, Operations Manager, Assistant Operations Manager, Parks Superintendent and Purchasing Manager.
Purchases Between $5,000 and $50,000
Prices received by sealed bid tenders.
- Low bid tenders - the Purchasing Manager may in consultation with the applicable Department Head award ‘low bid tenders’ up to a value of $50,000 which does not significantly vary from the specifications, provided within our budget previously approved by Council.
- Greater value tenders - in cases where a tender is considered to give greater value than the low bid tender meeting specifications, the City Administrator may approve the award to the greater value tender.
- The only exceptions to the sealed bid tender policy are when time constraint will not allow tendering, such as when supplies, services and equipment are urgently required to maintain City Works. Under these circumstances, the City Purchasing Manager with the approval of the City Administrator may obtain direct quotations from suppliers and award the contract. A purchasing policy exception request must accompany the requisition submitted to the purchasing department.
Tenders of Value Over $50,000
Prices received by sealed bid tenders.
- Low - the City Administrator may approve the ‘low bid tenders’ of a value over $50,000 which does not significantly vary from the specifications, provided the expenditure is within the budget previously approved by Council for that project or item.
- Greater value tenders - in cases where a tender is considered to give greater value that the low bid tender meeting specifications, the City Council may approve the award to the greater value tender.
- The only exceptions to the sealed bid tender policy are when time constraint will not allow tendering, such as when supplies, services and equipment are urgently required to maintain City Works. Under these circumstances, the City Purchasing Manager with the approval of the City Administrator may obtain direct quotations from suppliers and award the contract. A purchasing policy exception request must accompany the requisition submitted to the purchasing department.
Contact
Purchasing Office
Tel 604.927.5430
Fax 604.927.5313
Email purchasing@portcoquitlam.ca
Location and Mailing Address
1737 Broadway Avenue
Port Coquitlam BC V3C 2M9
Business Hours
8:00 am to 4:00 pm, Monday to Friday (excluding statutory holidays)
