253464_Procurement_GuideAug8_for_web_English.doc

A guide to developing procurement bylaws 7

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A Guide to Developing Procurement Bylaws 7
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Determining the gaps Once you are familiar with your policies, procedures and practices, you will be able to determine the parts that can be used for the new bylaw/resolution. You will also be able to determine where they have not worked well or have presented problems. Keep in mind the key issues your policies need to deal with: the types of procurement processes that will be used the goals for each type when each type will be used when you will not tender (i.e. competitive procurement) when you will encourage in-house bids how you’ll ensure integrity and protect the interests of the affected parties how and when you’ll evaluate your processes. Prior to reviewing your policies, procedures and practices, it may be helpful to read through this document in its entirety so that you will have a clear understanding of what to look for when reviewing your existing policies, procedures and practices. After completing this step you should have a good understanding of where the gaps are between the subjects you need to address in your bylaw/resolution and your current policies, practices and procedures. Closing this gap is not the same as determining what your policies ought to be. You may find that while you have information for properly addressing the required subjects of section 271 of the Act, you do not have in place the policies that you need given your new goals and the associated risks (see risk management discussion in Chapter 5 ). The following chapters of the guide will assist you in formulating these new goals and closing these latter gaps. How is your new procurement bylaw/resolution likely to be different from what you currently have? As noted earlier, the procurement policies required by the Act must take the form of a bylaw or resolution. You will likely find that your existing bylaw/resolution addresses some but not all of the issues that you must address. For example, your bylaw/resolution will likely indicate the types of processes that will be used but is unlikely to state the goals or how integrity will be maintained and, how interests will be protected. You will probably A Guide to Developing Procurement Bylaws 8
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have to look at your procedures and practices (or “policies” that aren’t currently part of your bylaw/resolution) to answer these other questions. In other words, the new procurement bylaw/resolution that you need to develop is likely to be a cross between what you currently have in your bylaw/resolution and what you have in a procedural manual and unwritten practices. You may choose to create an entirely new bylaw/resolution or just amend your existing bylaw/resolution to address the new requirements.
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