WESTLOCK – Westlock County councillors will review the municipality’s procurement policy at their Sept. 20 governance and priorities meeting with the reeve saying the document, presented in draft form last week by administration for approval, “needs improvements all around.”
At their July 12 regular meeting, councillors voted 5-2 (councillors Isaac Skuban and Jared Stitsen were opposed) to revisit the seven-page Procurement Policy 5.10 in September, a document that sets the “parameters for the acquisition of goods and services” for the county and provides “formal guidance and direction for the authority and of purchasing and procurement of operating and capital items.” The document, with a host of changes including a list of county staff who can purchase items without council approval, was presented by finance director Peggy Hardinge for approval — the document was last reviewed by council and amended April 10, 2018.
“I think that is something we should be … I think the policy needs to have some improvements all around. It needs to be clarified. I would ask that it would be moved to a GPC meeting,” said reeve Christine Wiese.
“Why is this even on today’s agenda? It should be at GPC meeting agenda and that’s the process we’ve established historically,” added Coun. Stuart Fox-Robinson, who was attending the meeting electronically.
The policy, as stated in its first paragraph, “ensures that goods and service are acquired through a fair, open, transparent and competitive process that uniformly balances the interests of taxpayers with the fair and equitable treatment of suppliers.” According to the document, only the CAO can approve spends over $50,000, while senior management, including the CAO, can make purchases from $2,500 to $50,000.
For items or services from $5,000 to $9,999, there must have two informal price quotes and if two quotes can’t be provided, director approval is required.
For items or services from $10,001 to $75,000, there must be three, formal written price quotes signed by an authorized agent of the supplier. The policy states that the quotes must be documented and include the date, name of the supplier and contact person, the total cost and must be signed by the individual requesting the quote — if three quotes aren’t available, director or CAO approval is required. Finally, for goods or services over $75,001, a publicly tendered request for proposal is required.
Skuban, who along with Stitsen were in opposition, wanted council to approve the document as presented by administration and then revisit in the future as needed.
“I’m in favour of us passing it today and then bringing it back up again at another time,” said Skuban, who was also attending the meeting electronically.
