253464_Procurement_GuideAug8_for_web_English.doc

Ultimately the definition of procurement is an issue

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Ultimately, the definition of procurement is an issue for each municipality/local board to address in its procurement policy since section 271 of the Municipal Act, 2001 requires municipalities/local boards to develop policies on the types of procurement that will be used. Request for Expressions of Interest - A general market research tool to determine vendor interest in a proposed procurement. It is used prior to issuing a call for bids or proposals and is not intended to result in the award of a contract. Request for Information - A general market research tool used to determine what products and services are available, scope out business requirements and/or estimate project costs. A Request for Information is used to provide vendors with a general or preliminary description of a problem or need and to request vendors to provide information or advice about how to better define the problem or need, or alternative solutions. It should not be used to pre- qualify or screen vendors. It is not intended to result in the award of a contract. Request for Pre-Qualification - A procurement process used to pre-qualify vendors for subsequent participation in an invitational Request for Proposal. Responses from proponents are evaluated against selection criteria set out in the solicitation, and a short-list of pre-qualified proponents is created. Request for Proposal - A competitive procurement process for obtaining unique proposals designed to meet broad outcomes to a complex problem or need for which there is no clear or single solution. Request for Tender - A competitive procurement process for obtaining competitive bids based on precisely defined requirements for which a clear or single solution exists. A Guide to Developing Procurement Bylaws 58
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Risk Management - A systematic approach to setting the best course of action under uncertainty by identifying, assessing, understanding, acting on, monitoring and communicating risk issues. Single Sourcing - The procurement of a good or service from a particular vendor rather than through the solicitation of bids from other vendors who can provide the same item. Sole Sourcing - The procurement of a good or service that is unique to a particular vendor and cannot be obtained from another source. Two-Envelope - A procurement process in which a bid is submitted into two envelopes. The technical and qualitative information are submitted in the first envelope and the price information is provided in the second envelope. The second envelope is opened only if the first envelope shows the bidder to be qualified. Vendor of Record - A procurement process where the municipality/local board seeks out bids or proposals from a select group of vendors with which it has already established a satisfactory business relationship. A Vendor of Record (VOR) may be used either directly to procure goods and services – that is without further competition – or it may be used indirectly as the basis for inviting proposals, tenders or bids from suppliers.
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