Tender process clarification requested

by Mike Robinson

ABERFOYLE

Regardless of policy, councillors here are likely to seek more than one bid for various items and projects - whether it is an official tender or not.

On May 2, councillor Wayne Stokley said the recreation committee is curious when tenders are actually needed. He said members really did not understand the process until they had a chance to review the bylaw.

His understanding is if the cost is less than $10,000, it can be dealt with by staff instead of having a tender.

Councillor Susan Fielding asked for clarification on tenders; she thought the amount was $100,000.

Clerk Brenda Law said it is not a formal tender procedure, “but we like to give everyone a chance.” She said the committee could direct staff to look after them, “But we would still probably continue looking at getting two to three prices.”

Fielding agreed there are a number of items tendered that cost less than $10,000.

Mayor Dennis Lever said he would like to see council remain as transparent as possible, an even though there may be a written limit on what staff is authorized to do, “We want to err on the side of transparency and tender out whenever it is possible to do so.”

Lever told Stokley, “The recreation committee actually doesn’t purchase anything.” The committee makes recommendations to council but it has the right of approval.

Stokley said there are matters where there is no official tender, where documents are published in the paper. “We were looking at just getting costs for a particular item.”

He said the committee would be considering three or more estimates so staff could make a decision.

May 18, 2012