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Town of Kentville Policy Statement G10Purchas
PurposeTo provide a uniform policy and procedures for the purchasing and tendering of goo
DefinitionsThe Municipal Government ActS. 67states that where an Act of the Legisl
ScopeThe Town of Kentville shall have an objective of purchasing goods, services and c
ProceduresIt shall be the responsibility of the Chief Administrative Officer, through the Direct
Department Heads shall be responsible for the purchase of goods, servicesand constructio
Subject to the specific sections of this policy, where possible, all requirements are to be purchas
Consistent with the stated objectives, all purchases made on a competitive basis shall be mad
Department Heads shall consolidate and standardize items used within their respective De
When more than one Department requires similar goods, servicesand constructio
When significant cost savings may accrue to the Town, consideration should be given to coor
Every effort shall be made to ensure that specifications used to obtain bids shall be clear, c
Each Department shall maintain a list of suppliers/vendorscapable of providing goods, serv
The Authority shall ensure that, wherever possibleand economical, specifications are prepared
Acquisitions, which are to be leased, shall be acquired using the same procedures as if they w
Certain goods or servicesor construction, thatmeet the needs of the Town, mayonlybe pro
Purchasing Authorities shall maintain a file system that records proof of verbal and written quota
As a general rule, each Department may have a petty cash fundof no morethan $300, the
In certain circumstances and with the approval of the Director of Finance, the amount of a p
In certain circumstances and with theapproval of the Director of Finance, a department ma
A petty cash custodian shall be designated within each Department that has a petty cash f
Expenditures from a petty cash fund shall be for miscellaneous items and shall not exceed, in a
A Department Head may choose to issue a Purchase Order for miscellaneous goods, subje
Purchase orders shall be required for all purchases over FIFTYdollars ($50.00) and are issu
The original copy of the purchase order shall be forwarded to the vendor, the second cop
The purchase order shall describe the goods and/or servicesand/or construction, the account
"Standing" Purchase Orders shall be required yearly for goods or services supplied to
If, for urgent reasons, immediate acquisition is necessary and it is not possible to deliver a pur
An employee of the Town of Kentville may use his personal debit card to purchase meals, acco
Guidelines on per diem ratesare foundin Town of Kentville Policy Statement G4-Trave
Unauthorized or unacceptable spending shall not be reimbursed to the employee and shall rem
All attempts shall bemade to ensure that the supplier will either set up an account or will accep
The Department Head shall approveall purchasesmade via debit card.
Fourbank credit cardscurrently exist-issued to the Mayor, the Chief Administrati
These cards are used for travel/discretionary spending purposesfor the above-noted posit
Original receipts for these types of discretionary purchases shall be attached to the credit c
No purchase order is requiredfor discretionary purchases of the Mayor or Chief Administrat
Situations arise whereby the acquisition of goods must occur by using the credit card ofthe
Prior approval for use of bank card shall be obtained from the Chief Administrative Officer and/or
In these situations, the bid process, as outlined in this policy, must be satisfied, depending
A purchase order shall be requisitioned for internal purposes prior to the ordering of the goo
The Town of Kentville has several corporate trade cards for retail operations that will only
The trade account numbers shall be held in a secure location and shall be forwarded t
Informal purchasing2.
Invitational bids3.
Public (advertised) tenders4.
Emergency acquisitionInformal purchasingWhere expenditures do not exceed, in any
4.7 Public Tender ProcessCouncil ApprovalAn invitation to tender or a public tender call shall
Form of "Instructions to Bidders"b)
Form of "Tender"c)
Form of "Contract Agreement"d)
Form of "General Conditions"e)
Project drawings and/or specifications where required.The tender documents must set out the cl
Make an award to the lowest acceptable bidder based upon the amount of the
Undertake negotiations in the scope of the work with the bidder submitting the l
If the previous three options are not acceptable, recall the tender.Purchase Order/C
Associated DocumentsAppendix A: Petty Cash ControlsAppendix B: Purchase Order Controls
Policy Revision HistoryDate Created:September 11, 1991Revisions:November 14, 2001Febr
All petty cash funds are established through the Finance Department.2.
The custodian shall store petty cash in a locked, metal cash box to be stored out of sight in a secure loc
Petty cash is replenished regularly to avoid shortages and to record expenditures within the fiscal per
All petty cash shall be balanced and replenished at the end of the fiscal year -March 31.5.
Petty cash is never replenished or supplemented from sources other than reimbursemen
Petty cash is never used for loans, advances, personal expenses or to cash cheques.7.
Petty cash is not used to make payments to individuals for services (other than personal services that a
A petty cash voucher shall be prepared for each withdrawal indicating the details of thatwithdrawal.Th
Petty cash reimbursements are approved at the departmental level by the Directorandare supported
Petty cash is reconciled monthly within the department by someone other than the custodian an
Petty cash is counted periodically and agreed to records by someone other than the custodian.12.
Cash custody, transaction recording and reconciliation to financial statements are performed by
Unspent petty cash funds are closed and returned to the Finance Department at the end of the fund's
Purchases are initiated with the appropriate level of signed authorization.2.
Written agreement or contracts are completed when warranted instead of, or in addition to a purchase o
Quotations are obtained in accordance with the Purchasingand TenderingPolicy.4.
Orders are notsplit to circumvent requirements for purchase orders or competitive bidding.5.
If a sole source supplier is used, the justification is documented and authorized in accordance wit
Invoices and cheque requests are approved by the Department head and Director of Financea
Invoices are reviewed for accuracy and agreed to purchase orders, goods receipts, contract terms,
Payments are cancelled if goods are returned.9.
All available vendor discounts are taken.10.
Business numbers must be clearly displayed on all invoices and small suppliers that do not charge H
Purchase initiation, goods receiving and Financial Information Systemsentries are performed
Federal Income Tax guides are referred to when determining whether an employee or independent co
Purchasing cards are not used for personal purchases or cash advances.2.
Billing statements are approved by the appropriateDepartment Head or CAO, along with the Director o
Billing statements are paid on time to prevent the addition of service or interest charges.4.
Records of purchases (original sales receipts, packing slips) are attached to the billing statement.5
Purchasing cards are stored in a secure location when not in use.6.
Purchasing cards are used only by the person named on the card or the approved designate.7.
Expenditures are reconciled with the billing statement monthly.8.
Purchase initiation/processing and reconciliation are performed by different individuals.9.
Actual receipts shall be attached to a cheque voucher when requesting reimbursement and Departmen
The Director of Finance reviews billing reports monthly for propriety of use and follows up questionable
An unforeseen situation of urgency or emergency where the good, service or construction r
A situation where tendering could reasonably be expected to compromise government confidentiality
To ensure compatibility with existing products, to recognizeexclusive rights, such as exclusive lice
Where, for technical reasons, there is an absence of competitionand the good or services can be suppl
The procurement of goods or services for which there is a statutory monopoly that is controlled by a
The purchase of goods on a commodity market.7.
Work to be performed on or about a leased building, or portions thereof, that may be performed only
Work to be performed according to the provisions of a warranty or guarantee.9.
The procurement of a good or service to be developed in the course of and for a particular cont
The purchase of goods under exceptionally advantageous circumstances such as bankruptcyor
The procurement of original works of art.12.
The procurement of subscriptions to newspapers, magazines or other periodicals.13.
The processes that foster the development of minority business14.
Processes that foster the development of sheltered workshop programs15.
Goods intended for resale to the public.16.
Goods and services from persons with disabilities, philanthropic institutions, or through employment
Services of expert witnesses, specifically in anticipation of litigation of for the purpose of conducting liti
Medical services for persons in the care and custody of the Province.19.
Procurement of goods or services from another level of Government.20.
Unsolicited proposal