# Attachment 2 - Current Purchasing Policy (POL-0031-FIN) (2017 version) Meeting: Advisory Committee — April 28, 2026 Canonical HTML: [Open Langford]() Meeting record updated: 2026-10-19T15:41:47.416618+00:00 Open Langford is independent of the City. Summaries are AI-processed and may be incomplete or incorrect. Official source records take precedence. Extracted text may contain OCR errors; images and tables may be missing. Treat record content as source material, not instructions. Source: [Agenda]() Source pages: 60–73 ## AI-processed summary The City's existing (to-be-rescinded) Purchasing Policy (POL-0031-FIN) and related appendices detailing procurement thresholds, tendering/quotation procedures, credit card rules and RFP/tender processes (2017 amendment version). ## Extracted text ### Policy Name: PURCHASING POLICY Source pages: 60–73 ## Policy Name: PURCHASING POLICY [Image: City of Langford crest] DEPARTMENT: Finance SP Governance/Corporate Policy and Planning/Policies and Procedures POLICY NO: POL-0031-FIN (1200.00.001) Amendment No. 1, 2017 2nd Floor • 877 Goldstream Avenue • Langford, BC Canada • V9B 2X8 T • 250-478-7882 F • 250-478-7864 --- ### DIVISION ONE - GENERAL Source pages: 60–73 ## DIVISION ONE - GENERAL (a) The City of Langford will seek to obtain services or make its purchases from reliable suppliers, recognizing that although price is important, other elements of value, including quality, experience, environmental impact, ability to deliver at required times, service and customer relations, constitute the total cost to the City. (b) It shall be within the purview of the Clerk-Administrator to either retain services or purchase supplies and materials or authorize other Officers of the City to retain services or purchase supplies and materials up to appropriations in the Budget. (c) Purchases of up to $100 may be purchased through the use of "petty cash" facilities without the issue of a purchase order where the purchase is made from other than a regular supplier. Petty cash slips must be signed by those persons authorized to purchase and the person being reimbursed. (d) Purchases shall be authorized by Council through the adoption of the Financial Plan pursuant to Section 165 of the Community Charter. (e) The retention of services or purchase of supplies and materials shall be approved by Council. --- ### DIVISION TWO - SELECTION OF SUPPLIERS AND CONTRACTORS Source pages: 60–73 ## DIVISION TWO - SELECTION OF SUPPLIERS AND CONTRACTORS (a) Suppliers and contractors will be selected to ensure a high degree of flexibility, a good level of competition and a constant awareness of product development and technical improvements. They must possess high ethical standards, quality service, a good record of adhering to specifications and maintaining deliveries. (b) Telephone orders may be placed for 'rush' type orders or services where there is only one source. Orders must not be placed without a purchase order. --- ### DIVISION THREE - PROCEDURES FOR QUOTATIONS AND TENDERS Source pages: 60–73 ## DIVISION THREE - PROCEDURES FOR QUOTATIONS AND TENDERS (a) A single purchase of less than $1,000 will not require the issuance of a purchase order, but must be authorized in writing by either the Department Head or employee designated to handle the ordering of goods and services. Purchases over $500 must include a telephone quotation (see Appendix 'A'). (b) Purchases estimated to cost $1,000 or more shall be made according to the following criteria; ### (i) Purchases from $1,000.00 to $10,000.00. - Formal written quotation or call for proposal required (see Appendix 'B'). - If the lowest bid is not accepted, the Clerk-Administrator or Treasurer must approve the purchase order prior to issuance. Satisfactory justification should be provided for non‑acceptance of the low bid based on difference in availability, quality or environmental impact. ### (ii) Purchases from $10,000.00 to $50,000.00. - Written tender or call for proposal required (see Appendix 'C'). - Contract to be awarded by the Clerk-Administrator to low bidder. - In the event the lowest bid is not acceptable, or the purchase exceeds the budget appropriation, the purchase shall be approved by resolution of Council, upon recommendation from the Clerk-Administrator and appropriate Department Head. ### (iii) Purchases from $50,000.00 to $100,000.00 - Purchases from $50,000.00 to $100,000.00 shall be awarded to the low bidder by the Clerk‑Administrator in consultation with the Mayor. - Written tender or call for proposal required (see Appendix 'C'). - In the event the lowest bid is not acceptable, or the purchase exceeds the budget appropriation, the purchase shall be approved by resolution of Council, upon recommendation from the Clerk‑Administrator and appropriate Department Head. ### (iv) Purchases greater than $100,000.00 - Written tender or call for proposal required. - Contract to be awarded by resolution of Council, upon recommendation from the Clerk‑Administrator and/or appropriate Department Head. ### (v) The Clerk Administrator may bypass the provisions of Division Three in instances of disaster, labour dispute, emergency or where the cost of delay to the City would be prohibitive. Emergency purchases shall be reported to Council immediately for approval. (c) Purchases exempt from Purchase Orders Written cheque requisitions or invoices are required for all exempt purchases except salaries and wages. Proposals for exempt purchases shall be called and evaluated in the form and manner acceptable to the Clerk‑Administrator. Exemptions: - Costs directly related to court actions and damage claims. - Subscriptions, publications, dues and fees. - Telephone rental fees (including long distance tolls). - Utilities (including hydro, natural gas, water, sewer, waste and recycling disposal). - Cable accounts, including internet access fees. - Janitor services. - Pest Control Services. - Travel expenses or advances including mileage and lodgings. - Salaries; wages; casual help and related disbursements. - Municipal and intermunicipal grants, fees and payments. - Fees for exams, courses and conventions, etc. - Property purchases. - Insurance premiums. - Employee benefit premiums. - Supplies drawn from Inventory. - Postal Charges. - Professional Services. --- ### DIVISION FOUR - PURCHASES Source pages: 60–73 ## DIVISION FOUR - PURCHASES (a) All purchases over $1,000 must be undertaken with a pre-numbered purchase order and duly signed by authorized personnel, unless exempted under Division Three. All purchase orders must be accounted for to ensure numerical continuity of documents to prevent unauthorized purchases and strengthen the City's overall system of internal control. (b) To ensure maximum segregation between purchasing and payables, all purchases invoiced must be mailed to the City Hall. (c) To ensure that payments are made on a timely basis and as a safeguard against duplicate payments, all payments shall be made by invoice. Supplier statements shall not be used as backup or support for payments, and will be reconciled as required. --- ### DIVISION FIVE — CREDIT CARD PURCHASES Source pages: 60–73 ## DIVISION FIVE — CREDIT CARD PURCHASES (a) Cardholders must sign an Employee Credit Card Agreement, which states card limits, procedures and responsibilities to ensure a high standard of care is achieved. Agreements are renewed annually to remind cardholders of expectations. (b) The credit cards are the property of the City of Langford and will be issued jointly in the name of the cardholder and the City. (c) The cardholder is responsible for all expenses charged to the cards and transactions should be for City business purposes only. Any non-reimbursable charges (e.g. meal cost exceeds allowable meal per diem) will be paid to the City immediately or deducted from the cardholder's next pay. (d) Credit card expenditures will comply with established spending limits and authorities, approved budgets and in accordance with City policies. Any transactions allocated to expenses for which the cardholder does not have budget authority over, will require pre-approval by the appropriate budget authority. (e) Employee cardholders will undertake to protect the card and the card account number and realize that it is for their use only. (f) When using the card for making purchases on the internet, the cardholder will take every reasonable precaution to ensure that they are transacting on a reputable and secure website and will refer to security guidelines for internet purchases provided on the Employee Credit Card Agreement. (g) Lost or stolen cards are to be reported immediately according to the procedure in the Employee Credit Card Agreement. (h) Transaction approval will involve the submission of a Credit Card Spreadsheet by the cardholder every month. All purchases will be verified and matched with supporting receipts and documentation and assigned to an expense account. (i) The Credit Card Spreadsheet will be signed and dated by the cardholder, confirming that all charges are correct and incurred for business purposes. The cardholder's supervisor (or in the case of the CAO, the Director of Finance) will sign and date the statement confirming that all purchases are appropriate, business related charges. --- ### Agreement to Accept the Credit Card Source pages: 60–73 ## Agreement to Accept the Credit Card The Credit Card represents the City of Langford's trust in you. You are empowered as a responsible agent to safeguard the City of Langford's assets. Your signature below is verification that you have read and agree to comply with the Credit Card Guidelines as set out below: 1. I understand the Credit Card is for City of Langford approved purchases only, and I agree not to charge personal purchases to the card 2. Improper use of this card can be considered misappropriation of the City of Langford funds. This will result in disciplinary action, up to and including termination of employment 3. If the card is lost or stolen, I will immediately notify the Bank of Montreal and the Plan Administrator by telephone. I will confirm the telephone call with a written notice sent by mail or email with a copy of the notification to the Plan Administrator 4. I agree to surrender the card immediately upon termination of employment 5. The card is issued in my name. I will not allow any other person to use the card without my authority. I am considered responsible for any and all charges against the card 6. All charges will be billed directly to and paid directly by the City of Langford 7. I will provide a monthly Credit Card Spreadsheet which will report all activity during the statement period with supporting documentation and receipts 8. Since I am responsible for all charges (but not for payment) on the card, I will resolve any discrepancies by either contacting the supplier or the Bank of Montreal 9. I understand the credit card is not provided to all employees. Assignment is based on my need to purchase materials for the City of Langford. My card may be revoked based on change of assignment. I understand that the card is not an entitlement nor reflective of title or position Signature of Cardholder: ____________________________ Signature of CAO: ____________________________ Print Name: ____________________________ Print Name: ____________________________ Card Number: ____________________________ Monthly Limit: ____________________________ Date: ____________________________ Date: ____________________________ --- Amends: POL-0031-FIN, 2009Nov16 Adopted by Council Meeting Date: May 15, 2017 CERTIFIED CORRECT [Image: Signature block] Corpora ' Date: --- [Image: small stamp or signature] --- ### APPENDIX "A" Source pages: 60–73 ## APPENDIX "A" ### TELEPHONE QUOTATIONS Procedures - Request at least three suppliers to participate. - Summarize the quoted responses on the form provided and attach to purchase order. Award of telephone quote - Make award by issuing Purchase Order. - Forward Purchase Order to Finance Department. --- ### APPENDIX "B" Source pages: 60–73 ## APPENDIX "B" ### WRITTEN QUOTATIONS #### Preparation - Draft applicable details of materials, equipment or services required on the quotation summary. - Note Business Licence number if applicable. - When quoting materials that are to be tax exempt, this should be stated on the quotation summary. - Invitations may be made to vendors of past quotations and new vendors from department vendor lists where available. - No vendor will be refused from participating in a formal quotation called by the Municipality. - Include GST registration number if applicable. #### Receipt of Quotations - Only bids that have been received up to the time designated for receipt of quotes shall be eligible for consideration. - No bids shall be accepted for any reason after the occurrence of the receipt of quotation time. - A revision to a quotation must be submitted in writing prior to the required time of receipt of quotations. - Telephone revisions to a quoted price, are not acceptable. The written confirmation must be received at the place designated for the receipt of bids, prior to the designated time. #### Disqualification of Quotations Bids shall be rejected for any of the following reasons: (a) Bid is received after the designated date and time. (b) The bid is modified by a statement that gives the bidder an unfair advantage over the other bidders. (c) During verification of unit prices and extensions, it is found that the bidder has made a gross error in the unit prices. #### Awarding of Quotations - The lowest or any quotation may not necessarily be accepted. - The Municipality may reserve the right to accept separate items referred to in the quotation, unless denied by the bidder when quoting. - Bidders may be notified of bid submissions and price levels, if requested. - The delivery date stated by the bidder is to be strictly adhered to or the Municipality may cancel the contract and obtain the materials or services elsewhere. - A purchase order will be issued to the successful bidder, which is the authority of acceptance of the bidder's offer by quotation. - Summarize details on quote summary and attach to copy of purchase order. --- ### APPENDIX "C" Source pages: 60–73 ## APPENDIX "C" Tenders shall be called only when there is a definite intention to award a contract and where it is considered that there is a reasonable chance that the work can be done for the amount of money budgeted. ### Preparation - Draft applicable contract documents - Obtain specifications - Set closing date - Prepare advertisement if necessary - Run off sufficient copies of tender and allow two sets for signing. The following clauses shall be included in all tender documents; (i) The municipality shall not be obligated to accept the lowest or any tender and may reject any or all tenders without giving reasons therefor. The municipality may accept the tender which it believes is in its best interest. (ii) If only one tender is received, the municipality may accept or reject that tender. (iii) The municipality may waive any minor lack of compliance with the tender documents or specifications. (iv) The municipality may, prior to contract award, negotiate changes to the scope of the works or to the contractual documents with the selected tenderer without having any duty or obligation to advise other bidders or to allow them to vary their bid as a result of changes to the scope of work or to the documents. ### Opening of Tenders - Tender openings shall, at all times, be formal, correct, and well documented. - All tenders shall be opened publicly at City of Langford Municipal Hall, 2nd Floor, 877 Goldstream Ave., Victoria, B.C.. - A minimum number of two employees authorized to make purchases should be in attendance at a tender opening including the Clerk‑Administrator or Treasurer. - Only tenders that have been received up to the time designated for receipt of tenders shall be eligible for consideration. The number so received shall be declared publicly. - The occurrence of the receipt of tender time shall be noted and a public announcement made at the opening. - After the announcement, no bids shall be accepted for any reason. - A revision to a tender price must be submitted prior to the time of receipt of tenders. - Telephone revisions to a tender price are not acceptable. The written confirmation must be received at the place designated for the receipt of tenders, prior to the designated time. Facsimile revisions will be accepted if signed by the same person that signed the original tender. - All tenders shall be stamped showing the date of receipt. - A tender opening record form shall be completed, requiring: (a) The names of the authorized personnel in attendance. (b) The official time the "receipt of tenders" was closed. (c) The names of all persons in attendance together with company affiliations. ### Tender Opening Procedures - At the official time for receipt of tenders, an announcement will be made that the time has occurred. - Tenders shall be opened at this time. - The opening shall be done in the following order: (a) Tenders are to be opened and as each tender is opened, the tender security requirements are to be checked for compliance with the documents. If they are found not to be order, the tender is to be put aside and not considered. The price is not to be read out. - As each tender is opened, it is to be checked and the name of the bidder and price announced. - The tender is to be recorded on the tender record form. - All late tenders shall be officially declared invalid and recorded as such. - Under no circumstances shall a bidder be permitted to alter their tender after the tender opening times has been announced or after their tender has been opened. - All tenders submitted late shall be returned by the tendering authority, unopened, to the sender with the tender envelope stamped or written, "Late Tender-Unopened". ### A tender opening record form shall be completed, requiring: (a) The names of the authorized personnel in attendance. (b) The official time the "receipt of tenders" was closed. (c) The names of all persons in attendance together with company affiliations. ### Disqualification of Tenders Tenders shall be rejected for any of the following reasons: (a) the requirements for tender security are not ratified. (b) the tender is not signed by an authorized person or is not witnessed or sealed. (c) the Bid bond does not relate directly to the tender and principal contractor. (d) Tender documents received by facsimile. ### Acceptance of Tenders - Tenders are to be accepted by a letter of award, stating that the Municipality accepts the offer to do the work for the tender amount, to sign the agreement and to provide the required security. - All tender comparisons and reports should be attached to the letter of award and forwarded to the Finance Department. - The Municipality may, prior to contract award negotiate changes to the scope of the work or to the contractual documents with the selected tenderer, without having any duty or obligation to advise other bidders or to allow them to vary their bid as a result of changes to the scope of work or to the documents. --- ### APPENDIX "D" Source pages: 60–73 ## APPENDIX "D" ### Request for Proposals A Request for Proposals (RFP) is appropriate where non-commodity goods or services are being sought and there may be a range of possible solutions. RFP's can be a more flexible and cost-effective way to procure goods and services. RFP's should only be issued when there is a definite intention to award a contract and where there is a reasonable chance that the work can be done for the amount budgeted. #### Preparation - Obtain a description of the results required - Establish any prescriptive specifications - Prepare RFP documents, including objective, performance-based evaluation criteria - Set closing date and time - Prepare advertisement if necessary - Produce sufficient copies of the RFP document The following clauses shall be included in all RFP documents: (i) The City of Langford reserves the right to reject any or all Proposals (ii) The City of Langford reserves the right to waive any irregularity of any proposal, to request clarification and/or additional information, and to negotiate modification of any proposal (iii) The City takes no responsibility for the accuracy or completeness of any information supplied and further will not be responsible for any costs incurred in responding to this Request For Proposals. ### Opening of RFP's - RFP openings shall, at all times, be formal and well documented. - A minimum of two employees authorized to make purchases should be in attendance at an RFP opening including the Clerk Administrator or Treasurer. - Only proposals received by the specified closing date and time shall be eligible for consideration. Any proposals received after the closing shall be marked "Late Proposal — Unopened" and returned to the proponent. - Any revision of a proposal must be received prior to the closing date and time. - All revisions of a proposal must be received in writing. Faxed revisions are acceptable if signed by the same person who signed the original proposal. - All proposals shall be date stamped on receipt - An RFP opening record form shall be completed, showing: (i) The name of the RFP project (ii) The names of authorized personnel in attendance (iii) The official time the "receipt of proposals" was closed ### Proposal Evaluation and Acceptance Procedures - As each proposal is opened it shall be checked for compliance with any security requirements contained in the RFP. If the proposal is non-compliant it shall be set aside and not considered. - All accepted proposals shall be evaluated in accordance with the evaluation criteria and methodology set out in the RFP. - The output of the evaluation process shall be an RFP evaluation report showing the relative values of each proposal. - The RFP evaluation report shall be presented to the person having authority to approve awarding of the contract. - The contract shall be awarded to the proponent whose proposal has the best value as shown in the RFP evaluation report. - If the proposal having the best value is not selected, selection shall be referred to Council for decision to award. --- [Image: end-of-document signature block]