253464_Procurement_GuideAug8_for_web_English.doc

As well consider having the councillocal board

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As well, consider having the council/local board provide approval in circumstances like the following: the contract requires Ontario Municipal Board approval the cost amount proposed for acceptance is higher than the budget approved by the council or the local board and the necessary re-allocations within budget cannot be made a substantive objection has been raised by a bidder in the procurement process about a procurement of significant value a major irregularity precludes the award to the vendor submitting the lowest bid the officials involved in the procurement believe it in the best interests of the municipality/local board (e.g., a small dollar amount for an item of significant public profile) an exception to the procurement policy, is sought based on a business case. A Guide to Developing Procurement Bylaws 46
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Risks to Accountability (Cont’d) Risks How to maintain integrity and protect interests Generally …if there is no regular, timely reporting to the council/local board on procurements that exceed a significant dollar threshold, (but are still within an official’s authority) or that are to the same supplier and cumulatively exceed a certain dollar threshold, then there can be risks to accountability. A policy of establishing thresholds for these situations and regular, timely reporting to the council/local board on procurements that exceed these thresholds can help ensure accountability. …if it is unclear which staff will have responsibility where the procurement has corporate-wide application or applies to two or more departments of the municipality/local board, then accountability can become confused. A policy of specifying how responsibility will be determined in the case of corporate-wide or multi- department procurements can help address this risk. …if it is unclear what the spending/signing authority is for each level of management or type of position, then accountability is at risk. Specify the dollar threshold for spending authority of each level of management or type of position within the organization. …if there is no regular reporting to council/local board on non- competitive procurements of significant dollar amounts (where the procurement decision has been delegated to staff) and the rationale for such action, then accountability can be at risk. A policy of regularly reporting to the council/local board on significant dollar value procurements that were not subject to a competitive process (with supporting rationale) can help address this risk. See Table 3a and the discussion of the circumstances for non-competitive procurement. A Guide to Developing Procurement Bylaws 47
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Risks to Accountability (Cont’d) Risks How to maintain integrity and protect interests Throughout the procurement process …if it is unclear who is responsible for moving the procurement through each step of the process, then there is risk that no one will be accountable for procuring the goods or services.
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