Council Chambers, 3rtl Floor - 877 Goldstream Avenue c) Fee for

CITY OF LANGFORD
ADMINISTRATION AND FINANCE COMMITTEE
Tuesday, November 10th, 2009 @ 4: 45 p.m.
Council Chambers , 3rtl Floor - 877 Goldstream Avenue
1. CALL TO ORDER
2. APPROVAL OF THE AGENDA
3. ADOPTION OF THE MINUTES
a) Administration and Finance Committee - October 1P, 2009 1
4. REPORTS
a) Monthly Approval of Accounts Payable - October, 2009 3
- Staff Report ( File No. 1880 -20/AP)
b) Request for Funding - Habitat for Humanity 11
- Staff Report (File No. 1850-01)
c) Fee for Service Agreement - West^ Shore Chamber of Commerce Annual Report
- Staff Report (File No. 2240-85IWSCC) 14
d) Amendment to Retention of Services and the Purchase of Supplies Policy Purchase Orders
- Staff Report ( File No. 1200-01) 17
5. ADJOURNMENT
CITY OF LANGFORD
MINUTES OF THE ADMINISTRATION AND FINANCE COMMITTEE
Tuesday, October 13'", 2009 @ 4:45 p.m.
Council Chambers , 3'" Floor- 877 Goldstream Avenue
PRESENT
Councillor: W. Sifert (Vice Chair), Members : J. Crook, K. Halbert and F. Hudson.
ATTENDING
Administrator , Jim Bowden , Finance Director , Steve Ternent , Deputy Finance Director , Audrey
Kryklywyj- Shortreid.
ABSENT
Councillor M. Sahlstrom (Chair).
1. CALL TO ORDER
The Chair called the meeting to order at 4:45 p.m.
2. APPROVAL OF THE AGENDA
MOVED BY: F. HUDSON
SECONDED: J. CROOK
That the Administration and Finance Committee approve the Agenda as presented.
CARRIED.
3. ADOPTION OF THE MINUTES
a) Administration and Finance Committee -September 15'", 2009.
MOVED BY: F. HUDSON
SECONDED: K. HALBERT
That the Minutes of the September 15°', 2009 Administration and Finance Committee
meeting be adopted as circulated.
CARRIED.
P1
Mlnutn of Ne Adnln 6 Flnance ComMtlee
adobe, q^.3009
4. 2.12
4. REPORTS
a) Monthly Approval of Accounts Payable- September, 2009
- Staff Report (File No. 1880 -201AP)
MOVED BY: J. CROOK
SECONDED: F. HUDSON
That the Administration and Finance Committee recommend to Council:
That Council receive the Monthly Accounts Payable for September, 2009 as outlined in
the staff report dated October 130, 2009,
CARRIED.
b) Cheque Signing Authority
- Staff Report (File No. 1940-01)
MOVED BY: J. CROOK
SECONDED : K. HALBERT
That the Administration and Finance Committee recommend to Council:
That Council increase the limit requiring signature of an elected official an a cheque to
$25,000 and review this issue in a year to determine if the amount should be increased
further.
CARRIED.
c) 2009 3r° Quarter Financial Review
- Staff Report ( File No . 1880-201QFR)
MOVED BY: F. HUDSON
SECONDED: J. CROOK
That the Administration and Finance Committee recommend to Council:
That Council receive the 3f° Quarter Financial Review of September 300, 2009 for
information.
CARRIED.
5. ADJOURNMENT
The Chair adjourned the meeting at 4:55 p.m.
CHAIR CERTIFIED CORRECT
(Administrator)
P2
CITY OF LANGFORD
Administration & Finance
Tel: (250) 478.7882
2nd Floor, 877 Goldstream Ave
Langford, BC
V9B 2X8
Fax: (250) 478.7864
STAFF REPORT
TO
ADMINISTRATION AND FINANCE COMMITTEE
Date: November 10, 2009
File No.:
1880-201AP
Subject : MONTHLY APPROVAL OF ACCOUNTS PAYABLE- OCTOBER 2009
1. Background:
All accounts payable are approved by Council via Administration and Finance Committee on a
regular basis.
2. Financial Implications:
Expenses are processed by municipal staff within budget guidelines and brought before
committee for ratification.
3. Legal Implications:
The monthly approval of the accounts payable will ensure that all expenditures made by the City
are technically legal.
4. Commentary:
This is a housekeeping matter that the Administration and Finance Committee review and
recommend approval by Council of the monthly accounts. In this regard I have attached the
City's October accounts payable for review by Committee.
5. Recommendation:
That Administration and Finance Committee recommend to Council that:
City of Langford disbursements from October, be approved as outlined in the Accounts Payable
Report dated November 4, 2009.
Respectfully submitted.
Steve Tarrant
Treasurer
P3
Langford
Page;
1
4,23.56
PM
City Of
04/ 11/2009
- Date, 04 / 11/2009 VENDOR CHEQUE REGISTER REPORT User to, audrey
Payables Management
Fran ,
Cheque Number First
First
Vendor ID
First
Vendor Nam9
Prom:
To:
a'ges'
Cl8aque Date 01/10/ 2009
Chequebook ID First
Last
Last
To:
31/10/2009
lase
Last
)rted By, Cheque Date
Voided Cheques
3eque
Number
Vendor
Cheque
Nang
Cheque
Date
Amount
---------------------- ---------------------------- -...--_-_....--_-.______-._.__-_--.-___.-....___-.._.__-....._--...-__
$443.27
01/10 / 2009
Ackland. - Grainger Inc.
)10998
Acme
Safe
01/10 /2009
01/10 / 2009
Ltd
210999 Mt Security Services Canada Inc.
111000 Allen Beasley
01/10 /2009
311001 Alpine Disposal & Recycling
01/10/2009
311002 Andrew Sheret Ltd.,
01/10/ 2009
01/10 / 2009
011003 Aquamiet Carpet Care Ltd.
011004 Aubrey ' . Enterprises Ltd.
011005
SC
011006
Aquifler
SC
Hydr0
52,084.55
01/10 / 2009
011011 Capital Regional District
011012 Coastal Power Service Ltd.
011013 Columbia Peals
011014 Colwood Langford Auto Supply Ltd.
011015 Coneybeer. Julie
011016 Crawford, John
011017 Custom Stamp & Engraving Ltd.
011018
Davey Wee Services Ltd.,
011019
Depend-a -Dar
$157.50
$500.00
01/10 /2009
Spring0
5206.80
51.01
01/10/ 2009
01/10 / 2009
011007 BCIMC Realty Corp.
Canadian
5499.47
$700.00
01/10 / 2009
011008 Bell Canada
011009 Sell Mobility Inc.
011010
$188.22
$84.00
$909.98
5932.97
01/10 / 2009
01/10 / 2009
$5,236.58
01/10 / 2009
01/10/ 2009
01/10/ 2009
96 , 583.34
$220.50
$1.545.54
01/10/ 2009
01/10 / 2009
01/10/ 2009
$56.72
$32.40
$570.00
01/10/ 2009
01/10 / 2009
$5,644.13
01/10/2009
$110.25
$300.88
$36.70
011020 Dynaume Canada Corp
01/10 / 2009
$13.10
011021 Eddi•s wholesale Garden Supplies
01/10 /2009
011022 Bvin Industries Ltd
01/10 / 2009
$4.559.10
$665.28
011023 Firstline Mortgagee
01/10/ 2009
01/10 / 2009
011024 First National Financial LP
011025 Pletcher, tome
011026
F.
01/10 / 2009
01/10 / 2009
Corp
011027 Fraser Basin Council
011028 General Paint
011029 Girard Games 6 Awards
011030 Global Medical Services
011031 Coldstream Ventures LLP
011032
Gray
Line
Want
52,644.74
$1,140.00
$123.75
01/10/ 2009
01/10 / 2009
$10 . 784.42
$175.00
$89.32
01/10 /2009
01/10 / 2009
01/10 / 2009
01/10 / 2009
$105.00
56,302.58
$942.59
$51.80
01/10 / 2009
54.666.63
011035 Indufaet Industrial Fasteners Ltd
01/10 / 2009
01/10 /2009
$198.88
011036 International Assoc of Firefighters
01/10/ 2009
$650.88
011037 Interior Electronics Ltd.
01/10 / 2009
$121.72
012038 Irwin Air Ltd.
011039 Island Mustang Salvage
01/10 /2009
01/10 / 2009
$492.80
011040 Island Traffic Services Ltd.
01/10 / 2009
01/10 / 2009
01/10 / 2009
$121.61
$193.80
01/10/2009
01/10/ 2009
01/10/2009
$47.50
5742.72
$259.20
01/10 / 2009
01/10 /2009
$105.37
011033 Horizon Landscapes /Nurseries
IBS of Coastal British Col
011034
ia
omb
011041 Island Pacific Parts Ltd
011042 Kerr wood Leidal Consulting Engineers
011043 {and Title 6 Survey Authority Of BC
011044 Langford Emergency Social Services
011045 Langford Furniture Park
011046 Lordco Auto Part.
011047
Malcolm G. Raven Construction
$91.56
$30.68
$90.95
$756.00
$31,641.49
011048 Manulife Financial
01/10 / 2009
011049
01/10/ 2009
$1,000.00
01/10/ 2009
01/10 / 2009
$14 , 402.37
$ 6.738.00
$309.12
Mareic,
Michael
011050 Mastercard
011051 Medical Services Plan Of BC
011052
Medtronic Of Canada Ltd aB9233
01/10/ 2009
01/10 / 2009
011053 Mega-Tech
011054 Miles Plucbing Services Ltd
011055 Minister Of Finance / Corporate Relations
011056 Minister Of Finance/ Corporate Relations
011057 M.S. Bryelenning & Shoe Repair
01/10 /2009
01/10/ 2009
01/10/ 2009
01/10 / 2009
011050 Muir CaouniCatione Ltd.
011059 Municipal Pension Plan
011060
Novak,
011061
Nutri-)awn
011062
011063
01/10/ 2009
01/10 / 2009
01/10/ 2009
Allan
On The Moove Dairy Delivery
Palmer,
Michael
011064 Pro Services Corporation
011065 Performance Plus Hockey
P4
$4,327.70
$139.15
5505.72
$209.45
$58.83
$95.20
$38,507.98
$475.07
01/10/ 2009
01/10 / 2009
$274.92
01/10 / 2009
5471.75
01/10 / 2009
01/10/ 2009
$49.35
$773.48
$35.19
em' 04 /11/2009 4, 23:56 PM
Date, 04/11/2009
City
VENDOR
Langford
CHBWR
REGISTER
CHEM
Payables Management
REPORT
Page:
User
ID:
2
audrey
Voided Cheques
Vendor ID
segue Number
-----------------------------
Vendor Cheque Name
Cheque Date Chequebook ID Audit Trail Code Amount
-----------------------------------------
---------------------------
------
-------------------
01 / 10/2009
$246.40
111067 Pigs, Tony & Cindy
01/10/2009
$500.00
111068 Purolator Courier Ltd
01/10/2009
$44.54
111069 Radioxorke
111070 Reboot Consulting Co.
01/10/2009
01/10/2009
$830.50
111071
Recall
)11072 Receiver General Of Canada
01/10/2009
Pete ' s Tent & Awning
111066
01/10/2009
01/10/2009
RecTec Industries Inc
)11073
111074 Reed Pope LLP Lawyer.
01/10/2009
01/10/2009
$132.72
$20.21
$57,938,72
$404.32
$2,898.46
01/10/2009
$16.37
$294.51
RBC Royal Seek
01/10/2009
$1,663.00
)11078 Russell Food Equipment Limited
01/10/2009
$105.28
01/10/2009
$23.782.50
Richlock Rentals Ltd.
Rocky Mountain Phoenix
111075
)11076
)11077
Sargent & Aeeoc Bugineering Ltd
111079
01/10/2009
$1,861.69
)11001 6tOmwat, Leah
111082 Turner Lane Development Corp
01/10/2009
$2.451.00
01/10/2009
$4,764.38
313083
01/10/2009
$570.00
01/10/2009
$2,502.64
$420.00
111080
Scotiabarlk
Turner,
Rob
3 11084
Ullmark,
Matthew
311OBS
Victoria Rebels Football Club
01/10/2009
01/10/2009
011086 Zak RT Contracting Ltd.
011097 Adana, Steve
02/10/2009
011008 Capital Region Roarg.Serv . Telecan.
0 11089 CISC Visa
0 11090 Kachano.ki. Adam
02/10/2009
02/10/2009
02/10/2009
Killion, Dave
011091
02/10/2009
$2,000.00
$43.68
$14.443.50
$279.56
$1,140.00
5560.00
02/10/2009
52,000.00
0 11093 Minister Of Finance /Corporate Relations
02/10/2009
0 11094
02/10/2009
02/10/2009
$29.257.2S
$84.76
011092
Muller , Kuldlp
Molnar,
011095
Brent
Clayton Pilon
$247.00
011096 Receiver General Of Canada
02/10/2009
$869,064.44
011097 Spriggs, Geoff
011098 Stott, Kathy
02/10/2009
02/10/2009
$22.12
$501.71
011099 Westbrook Mons tyle LaundrOnat
011100 Zado, Kerry
02/10/2009
02/10/2009
$60.17
$137.67
011101
Sclo's Line Painting Service
05/10/2009
51,102.50
011102
Shaw Business Solutions Inc
D5/10/2DD9
05/10/2009
$1,443.96
$916.33
05/10/2009
011103 Shaw Cablesystems OP
011104 Speedpro Signs Westshore
011105 Sun Life Financial
05/10/2009
$439.61
$500.00
011106
05/10/2009
05/10/2009
$10,279.46
641163
011107
011108
SC
Ltd.
BC Transit
Capital
Electric
Capital Regional District Water Dept
Cap-It The Truck Outfitters
011109
011110
Dermas Construction Ltd
011111
011112 Eager Beaver Tree Service
011113
011114
Molnar. Brent
Mueto Lighting
011115
011116
Musa Farms Nursery
R. Manion Consulting
011117
SW Machine Services Ltd.
011118 scansa Construction
School District No.62
011119
011120
Tel.
05/10/2009
51.309.20
05/10/2009
$40,491.58
05/10/2009
05/10/2009
$11.41
$299.25
05110/2009
05/10/2009
$3,937.50
$74.30
05/10/2009
05/10/2009
$147,280.00
05/10/2009
$419.33
$9,056.25
05/10/2009
05/10/2009
$15,298.50
05/10/2009
$22.19400
05/10/2009
$270.12
$123.62
011121
Talus
011122 Todd Holler
05/10/2009
05/10/2009
011123 Tran Sign (1999) Ltd
05/10/2009
011124
011125
05/10/2009
05/SD/2009
05/10/2009
011126
UPS Comm
Victoria Contracting & Municipal Maint.
Work,
011127
Bob
Waste Management
05/10/2009
05/10/2009
011126 West Coast Spill Supplies
011129 West Shore punter Of Canaerrce
011130 West Shore Parke & Recreation Cain.
011131
West Shore Cawnunitie s Vets 6 f ro Housing
011132
011133
05/10/2009
05/10/2009
05/10/2009
West Store Environmental Services
Westehare Family Fun Park Ltd
$593.25
05/10/2009
$4,515.85
$40.00
$229.60
$244.43
$109,988.82
$500.00
$181.19
$123.20
$1,386.15
$475,524.00
$1,000.00
$21.518.48
$198.39
011134 Workers' Coopensation Board Of DC
05/10/2009
05/10/2009
011135
05/10/2009
$19.03
07/10/2009
5102.90
Zado,
Kerry
011138 Abell Pest Control
$11,199.69
011139
Acuren Group Inc.
07/10/2009
$1,911.00
011140
Aggressive Excavating Ltd.
Bear Mountain Golf & Country Club
07/10/2009
$62,312.25
011141
011142
011143
lain
Baurhill
Canadian Linen Supply
PS
07/10/2009
07/10/2009
07/10/2009
$678.94
51,149.75
$823.18
em:
04 /11/2009
City
Of
Langford
Page:
3
4:23:56 M
VENDOR C)dQGS REGISTER REPORT ]leer ID: audrey
Date1 04 /11/2009
Payables Management
Voided Cheques
Mount
1Hrye Number Vendor ID Vendor Cheque Name Cheque Date Chequebook ID Audit Trail Code
--_._-'_'-----------------------------------------------------------"_.--_.-."-...----..._-".--.----_...-.-....___...._--_-.$214.71
111144
Canterbury Food Service
07/10/2009
111145
Cal wood Langford At. Supply Ltd.
07/10/2009
$44.91
111146
)11147
Conrercial Solutions Inc
07/10/2009
$2,871.68
custom Staep & Engraving Ltd.
07/10/2009
$44.74
111140
111149
DynOWBX Canada Corp
01/10/2009
S. Madill Office Co
07/10/2009
$13.77
$369.60
111150
Esquimsit, Tovnehip Of
)11151
Fantastic Cleaning Ltd.
07/10/2009
07/10/2009
$43.47
$7.623.00
)11152
First Truck Contra Vancouver Inc.
07/10/2009
$472.15
)11153
Focus Corp
07/10/2009
)11154
Foster Air Conditioning Ltd
07/10/2009
$606.30
$1,278.64
)11155
Greater Victoria Security
111156
11157
DuilieVin International Co.
07/10/2009
07/10/2009
Haytcrth communities Inc
07/10/2009
$1,050.00
$4,529.34
111150
Soiires Cleaning services Inc
Home Depot Credit Card services
07/10/2009
$2,045.92
07/10/2009
$13.06
$2, 000.00
]11159
)11160
11161
]11162
011163
$8,221.50
Firefighter.
]aid Title & Survey
Authority Of BC
07/10/2009
07/10/2009
07/10/2009
Langford Volunteer
01/10/2009
$5,250.00
$10.90
$7,800.00
07/10/2009
07/10/2009
$21,009.06
J.F. Construction Ltd.
Keycorp Consulting Ltd.,
Assoc.
011164
Langley Concrete
011165
Yuan Lu & Guillermo Acosta
011166
011167
Minister Of Finance
07/10/2009
07/10/2009
$5,409.93
Petty Cash
011168
PS Marketing
07/10/2009
$3,499.99
011169
Tan's RV Service
Toner Pence Products Ltd.
07/10/2009
011170
07/10/2009
$3,761.16
$3.799.95
011171
Walmsley & Associates
07/10/2009
$2,543.63
011172
011173
011174
West Shore Arts Council
07/10/2009
$2,000.00
Eager Ranter Tree Service
Focus Corp
08/10/2009
$4,987.50
613,646.32
011175
011177
Victoria Contracting 6 Municipal Maine.
Adt Security Services Canada Inc.
08/10/2009
14/10/2009
011178
011179
Applied Sagineering Solutions Ltd.
Bell Mobility Inc.
14/10/2009
14/10/2009
011180
Black Press Group
14/10/2009
011161
011182
M Landscaping Corp
Brindlee Mountain Fire Apparatus
14/10/2009
14/10/2009
011183
Capital City Paving Ltd.
14/10/2009
$14,007.00
011184
Capital Regional District
14/10/2009
$180,604.47
011105
Capital Regional District Water Dept.
Chew BXCBvating Ltd.,
14/10/2009
$91.776.15
14/10/2009
$11,409.51
Erb Technical Contracting Ltd.
High Standard Scaffolding
14/10/2009
14/10/2009
$2.574.60
14/10/2009
011190
Houston sign
Jordan Fisher & Associates Ltd.
$3.493.42
$30.975.00
011191
'011192
1011193
Kachanoskl, Adam
Killion. Dave
Land Title 6 Survey Authority of BC
011186
011187
011188
011189
n __Y
1011194
Minister Of Finance
:011195
:011196
Minister of Finance and Corporate Relations
08/10/2009
14/10/2009
14/10/2009
$21, 617.42
$366.45
$2,906.56
$7, 233.87
$3,045.00
$5,607.09
54,804.60
$63,139.81
$11,483.09
$6,148.00
$760.00
14/10/2009
14/10/2009
$560.00
$47.50
14/10/2009
14/10/2009
$14.832.00
$600.00
Municipal Pension Plan
Novatrane Engineering Inc.
14/10/2009
$30.061.12
:011197
14/10/2009
$2,457.00
IOU198
1011199
Pearce. Geoff
Performance Plus Rockey
14/10/2009
$849.45
1011200
Raylee Power Ltd.,
Receiver General Of Canada
14/10/2009
14/10/2009
14/10/2009
14/10/2009
$2,422.75
$6,534.72
$53,265.37
$10,040.54
14/10/2009
$1.713.00
14/10/2009
14/10/2009
$2,415.00
$13,625.00
1011203
011202
1011203
Receiver General For Canada
RBC Royal Bank
011204
011205
Time Colonist
Westhills Land Corp
1011206
1011207
Yong, Anderson Banisters a Solicitors
BC Hydro
/.
14/10/2009
$17.787.61
14/10/2009
16/10/2009
$14,161.42
$25.064.73
1011209
Y. Lu s Du111enm Acosta
1011210
1011211
Achinback Industries And Foundry Ltd
16/10/2009
$173.56
A. Supplies
Adobe Fast-Print
16/10/2009
$171.50
$661.50
$55030
)011212
1011213
1011214
Alpine Disposal 6 Recycling
16/10/2009
16/10/2009
lain eourhill
16/10/2009
$100.00
)011215
Bowden. Jim
1011216
Canterbury Food Service
16/10/2009
16/10/2009
$394.10
$139.49
1011217
Capitol City Recycling
)011210
)011219
)011220
City of Narmimo
Colonial Countertops Ltd
Columbia Fuels
Dominion Building Maintenance
16/10/2009
16/10/2009
$593.01
$480.00
16110/2009
16/10/2009
16/10/2009
$917.13
$432.65
$1,940.84
1011221
P6
as:
04 / 11/2009 4:23 1 56
PM
City
Date: 04 / 11/2009
Of
Langford
VR]WR CREWE REGISTER
Paysbles Management
REPORT
Page:
User
ID:
4
audrey
Voided Cheques
)ague Number
Vendor
ID
Vendor Cheque Name
Cheque Date Chequebook ID Audit Trail Code Amount
----------------------------------------------------------------------------------------------------------
--------------------
16/10/2009
$30.17
111223 Food For Thought Catering Ltd
16/10/2009
$100.98
111224
111222
Eecol
Electric
16/10/2009
$425.00
311225 Hobson Woodworko
16/10/2009
$915.25
111226
16/10/2009
16/10/2009
$714.91
)11228 Island Mustang Salvage
16/10/2009
)11229 Island Business Print Group Ltd.,
Glenwood
Rob
111227
meet.
Hughes
Island Graphic. Ltd
$481.30
16/10/2009
$1,635.20
$608.18
)11230 Inland Bakery Ltd
16/10/2009
$192.50
)11331 Island Pacific Parts Ltd
16/10/2009
$228.09
Jacqueline Kinsey Notary
111232
)11233 Johnson Controls RV4D20
16/10/2009
$15.00
16/10/2009
$563.21
Jordan
1 11234
16/10/2009
$1,680.00
]11235 Justice Institute Of B.C.
Kerr Wood laidal Consulting Engineers
)11236
311237 King area . Limited
16/10/2009
$285.00
16/10/2009
16/10/2009
$120.75
211230
16/10/2009
$275.57
$73.75
0]1239 Lordco Auto Parts
D11240 Majestic Mechanical Ltd.
16/10/2009
16/10/2009
$240.91
$166.46
0 11241 Mega Power Installations Ltd
16/10/2009
011242 Millstream Self Storage
D11243 Minister Of Finance /Corporate Relations
16/10/2009
16/10/2009
$220.50
$553.35
011244 Minister Of Finance /Corporate Relations
0 11245 Monk Office Supply Ltd
16/10/2009
16/10/2009
$209.44
$85B.23
011246
16/10/2009
$106.65
Lai,
Susan
On The Moove Dairy Delivery
0 11247 Parks, J....
011240 P. R. Bridge Systems Ltd
$303.52
16/10/2009
$47.94
16/10/2009
$189 . D0
011249 Premier election solutions
16/10/2009
$132.16
0 11250 Radioworka
011251 Recall
Richlock Rentals Ltd.
011252
16/10/ 2009
16/10/ 2009
16/10 / 2009
5287.30
$20.21
011253 Rona Building Supply
16/10 / 2009
$213.04
011254 Russell Food Equipment Limited
16/10 / 2009
16/10 / 2009
011255 Buss Hays Bicycle Shop(1974) Ltd
011256 SW Machine Services Ltd.
16/10 / 2009
16/10 / 2009
011257 Save.On Septic Services Inc
$23.99
$37.63
$120.30
$264.97
$200.00
16/10/ 2009
16/10 / 2009
$451.50
011260 Slegg Construction Materials Ltd
16/10 / 2009
$452.19
011261
16/10 / 2009
16/10 / 2009
$453.21
011258
Seaton.
011259
Si.
011262
Mile
Lanny
Bakery
Szpak , Lillian
Wade,
Roger
011263 West Shore Poppy Fund
16/10 / 2009
16/10 / 2009
011264 Blackwell , Denise
011265
Capital City Paving Ltd.
011266 Greater Victoria Film Ca:mieeion
21/10 / 2009
21/10 /2009
21/10/3009
21/10/ 2009
011267 Jordan Fisher & Associates Ltd.
011268 Aeklanda - Grainger Inc.
011269
All.
21/10/ 2009
21/10 / 20DI
Beasley
011270 Alpine Disposal & Recycling
21/10/ 2009
21/10 / 2009
011271 Artopia Adaptive Display Arta
011272
Bell Distribution Inc.
$223.19
$635.74
$71.40
$164.94
$140 ,718.72
$ 2,000.00
$16,847,20
$1.577.36
5700.00
$40.65
$573.33
51,245.29
011273 Black Press Group
21/10/ 2009
$2 , 497.44
011274 BM Landscaping Corp
21/10/2009
$21 , 795.48
$1,240.08
011275
Boardwalk Comennnications Ltd.
21/10 / 2009
011276 Canadian Linen Supply
21/10 / 2009
21/10/ 2009
21/10/ 2009
011277
Canadian Professional Management Services Inc
011278 Cap-It The Truck Outfitters
011279 Coastal Power Service Ltd.
011280 Food For Thought Catering Ltd
frame. Jennifer
011281
011282
011283
21/10/ 2009
21/10/ 2009
21/10 / 2009
21/10/ 2009
21/10 / 2009
Fresh Gear
Greater Victoria-Public Library
21/10 / 2009
21/10 / 2009
21/10/ 2009
011284 Home paper Credit Card Service.
011285 Horizon landaeapne /Nurseries
011206
Hcurigan ' s ^ .1
Carpets
^^
and Linos Ltd.
011287 Indufaet Industrial Fasteners Ltd
$256.81
$333.90
$34.49
$220.50
$341.55
$23.12
$60.00
505,916.00
$4.15
06,847.48
5220.50
$6.71
21/10 /2009
21/10/ 2009
21/10 / 2009
$654.91
$1,723.99
21/10/2009
$600.00
011292 Lorton, Auto Parts
21/10 / 2009
21/10 / 2009
$750.00
$110.ss
011293 Matvee0ro, Oleg
011294 Mega-Tech
21/10 / 2009
21/10 / 2009
$570.00
011295 Mile. P1WMSng Services Ltd
011296 Minister Of Finance/ Corporate Relations
011297 On The Moove Dairy Delivery
21/10/2009
21/10 / 2009
21/10/2009
011286 International Assoc Of Firefighters
011209 Island Key Computer Ltd.
011290 Justice Institute Of B.C.
011291 Langford Volunteer Firefighters Assoc.
P7
$420.96
$09.25
$242.93
$55.82
em:
04/11/2009
Date,
q
PM q City
Of
Langford
Page:
5
VENDOR vvyv u REGISTER REPORT User ID: audrey
Payable. Management
4:23:56
04/11/2009
voided Cheques
acme Hurter Vendor ID Vendor Cheque Name Cheque Date Chequebook ID
-------------------------------------------------
Audit Trail Code
-------------------------------------------------
-------
------
Anunt
-- ----------
111299 Pacific Centre Family Services
21/ 10/2009
21/10/2009
)11300 PCO Services Corporation
21/10/2009
$99.75
111301 Performance Plus Hockey
$)42.35
111298 Otter Point Volunteer FirefighCere Associat i on
$3,236.29
$5,439.16
)11302 P. R. Bridge Systems Ltd
21/10/2009
21/10/2009
111303 Prices Lock & Safe
21/10/2009
$1, 582.56
5491.14
)11304 Said . Cameron
21/10/2009
21/10/2009
$5,021.66
)11305
RithmOm) Property Group
$500.00
)11306 R.R.S. Barth Energy
21/10/2009
111307
21/10/2009
$1.050.00
$125.95
21/10/2009
$1,526.66
21/10/2009
$294.00
Te am In Beans Cafe
1 11308 Terasan Gas
)11309 Thurber Engineering
)11310 ThyBsenkrupp Elevator
311311 Tickles the Clown d Family
)11312 Titanium Tents And Events
3 11313 Town Of View Royal
2 11314 Victoria Contracting & Municipal Maint.
21/10/2009
$202.27
21/10/2009
21/10/2009
$918.75
$280.00
21/10/2009
21/10/2009
0 11315 Victoria Rebels Football Club
21/L0/2009
011316 Viper Stitch Embroidery
21/10/2009
21/10/2009
D11317
VI
Rentals
Ltd
$275.00
$562.66
$1,650.00
$156.80
$515.20
$90.41
11318 Westbrook Homestyle Laundromat
21/10/2009
11319 West Coast Tap House
21/10/2009
$163.01
11320
21/10/2009
$1,502.38
Weateide
Inca - A-Print
0 11321 Weatshore Family Pun Park Ltd
0 11322 Westshore Cabinets
2ado, Kerry
11323
11324
0751276
BC
Ltd.
21/10/2009
$258.41
21/10/2009
$44,290.75
21/10/2009
$73.10
$2.000.00
21/10/2009
21/10/2009
0 11325 691940 B.C. Ltd
0 11326 Ackland. - Grainger Inc.
21/10/2009
21/10/2009
0 11327 Aggressive Excavating Ltd.
21/10/2009
11328 Applied Ecological Solutions Corp
11329 Capital City Paving Ltd.
21/10/2009
21/10/2009
umbia
Fuels
0 11330 Col
0 11331 clunk. Gary
0 11332 Draycor Construction Ltd
21/10/2009
$11,513.56
$336.67
$32,245.95
$1,066.38
$2,399.25
$555.46
5200.00
21/10/2009
21/10/2009
$6,636.18
0 11333 Eager Beaver Tree Service
0 11334 Eagle Ridge Roller Hockey League
21/10/2009
$395.00
0 11335
21/10/2009
$590.35
21/10/2009
$688.20
$2,373.00
0nbertcn
&
Co
11336 Focus Corp
21/10/2009
011337 Grandstand Canada Inc
11330 Island View Wholesale Nursery
0 11339 J. de Fuca Soccer Association
0 11340 Lend Title 6 Survey Authority Of BC
$2. 310. DO
21/10/2009
21/10/2009
$879.20
21/10/2009
$166.25
$392.00
$825.00
011341 Noma Parma Nursery
11342 PCO Services Corporation
11343 Performance Plus Hockey
21/10/2009
21/10/2009
21/10/2009
0 11344 Peter Nikollch law Corp
21/10/2009
0 11345
21/10/2009
$34.76
21/10/2009
21/10/2009
$139.18
$51.46
Radiownrka
0 11346 Rob Day's Welding & Fabricating
11347 Rona Building Supply
$49.35
$400.05
$4.435.00
0 1134E Spriggs, Geoff
0 11349 Staples , McDannold , Stewart
21/10/2009
$22.12
21/10/2009
$3,707.76
0 11350
21/10/2009
$225.72
21/10/2009
$76.13
$1,453.45
$3.368.40
$150.00
Stott,
Kathy
011351 Tedford Overhead Dome Ltd.
11352
Telua
11353 Tlonpaon Stoneworks
0 11354 Town Of View Royal
0 11355 Tran Sign ( 1999) Ltd
21/LO/2009
21/10/2009
21/10/2009
21/10/2009
011356 Trel Developments Ltd
11357 Van Kam Freightwaya Ltd.
11358 Waste Management
21/10/2009
21/10/2009
21/10/2009
0 11359 Western Canada Fire Protection
0 11360 Wee-Tech Irrigation Ltd
0 11361 Westside Insta -A-Print
21/10/2009
$1.518.84
$1,929.38
$132.23
$180.70
$101.43
21/10/2009
21/10/2009
$254.78
11362 West Store Poppy Fund
11363 Wildfire/Ansu1 Canada Ltd
21/10/2009
$2,000.00
21/10/2009
$3,114.68
11364 ynde-Riic, Tammy
11355 Ian Kirkpatrick
21/10/2009
$150.00
23/10/2009
26/10/2009
$1,911.00
$82.09
26/10/2009
26/10/2009
$422.03
0 11366
11367
11368
Kaereber, Lindy
Pat
McGlynn
Petty
0 11369 forte
0 11370 Access
011371 Aare
0 11372 Acme
cash
Sorenson
Records And Media Mngnmt Ltd
Safe Ltd
Supplies
0 11373 Alpine Disposal A Recycling
26/10/2009
28/10/2009
P8
28/10/2009
28/10/2009
28/10/2009
$143.36
596.12
$696.91
$178.55
$8.92
$105.85
$779.48
:em.
04 / 11/2009
4:23,56
PM
City
Date. 04 / 11/2009
Of
Page; 6
User ID: audrey
Langford
VE.91lOR CBTOUR REGISlzR REPORT
Payablee Managesent
vo id ed Cheques
reque Number
Vandor ID Vendor Cheque Name Cheque Date Chequebook ID
--------------- ---------------------------------------
-
----------------
----
--------
Audit Trail Code
---------
111304 Bear Mountain Golf & Country Club
28/10 1 2DDI
111335 Ball Distribution Inc.
28 / 10/2009
)11336 Canadian Linen Supply
20/10 / 2009
1113 7 3 Canadian Springs
111338 Colttia Fuels
28/10 / 2009
28 / 10/2009
111339 Crystal View Eleaentary School PAC
28/10 / 2009
)11380 Chetah Starry F Engraving Ltd.
28/10/2009
28/10 / 2009
Dosanjh , Hardeep
) 11381
111382 Dynamax Canada Corp
111383 Eagle Pacific Development .
)11384
Inc.
E . Madill Office Co
)11385 Poster Air Conditioning Ltd
)11386 Genivar Structural Group
)11383
111388
Gray
Line Went
The Greater Victoria Festival society
311391 Hobson Woodwork.
)11392 Kachanoski . Adam
111393
Kal
)11394
land
Tire
Title & Survey Authority Of BC
311395 lock Doctor , The
3 11396 Martin ' s Septic
Monk Office Supply Ltd
3 11399 Joan & Findlay Morrison
311400 lbw. Sam
011401 Municipal Pension Plan
$36.98
$89.55
$ 248.05
$440.22
$123.33
$ 1,200.OD
$194.68
$750.00
20 / 10/2009
28 / 10/2009
$1,020.50
20 / 10/2009
28/10 / 2009
$5,306.50
$2 . 359.98
$352.67
$50.00
$3,236.50
$19.80
$47.25
28 / 10/2009
28/10 / 2009
$760.00
$ 942.96
20/10 / 2009
28 / 10/2009
9133.35
28/10/2009
20/10 / 2009
3 11398
-----------
$143.36
$ 4,349.50
26 / 10/2009
311393 Millstream Self Storage
Aaencr
--
28/10 / 2009
28 / 10/2009
28 / 10/2009
28/10 / 2009
28 / 10/2009
28/10 / 2009
)11309 Greater Victoria Security
)11390 Well ' s Eartheervice Irrigation Inc
---
28/10 / 2009
28/10 / 2009
28 / 10/2009
28/10 / 2009
$23.35
$200.00
$553.35
5430.26
$ 11,039.55
$200.00
$38 , 215.45
28/10 /2009
28/10 / 2009
$1,046.85
$439.44
5430.91
28 1 10/2009
$113.59
0 11407 Receiver General Of Canada
28 / 10/2009
28/10 / 2009
$52.600.10
0 11408 Royal Colwood Golf & Country Club
0 11409 RBC Royal Bank
20 / 10/2009
28 / 1012009
0 11410 Shaw Business Solutiaa Inc
11411 Chrlssy Shaw
28 / 10/2009
$1.313.00
$1.436.41
28/10 / 2009
28/10 / 2009
$ 349.99
$1,200.00
28/10/2009
28 / 10/2009
28/10 / 2009
$20.25
$250.00
$433.12
$150.00
0 11402
Nexlent
11403 North Douglas
/ $ysco
Food
11404 Performance Plus Hockey
11405 Pitney Works
11406 Prices Alarm System Ltd
11412 Sun Life Financial
11413 Tel.
0 11414
Town Of View Royal
0 11415 turner Lane Developent Corp
011416 Victoria Rebels Football Club
28/10/2009
011417 White . Jessica
11416 Williaam , Jason & Karen
28 / 10/2009
28/10 /2009
29/10 /2009
11419 Island West Produce
0 11420
EM landscaping Corp
30/10/2009
30 / 10/2009
0 11421 Cutting Edge Wood Works Ltd.
0 11422 Victoria Contracting & Municipal Maint.
30 / 10/2009
30 / 10/2009
0 11423 Achinback Industries And Foundry Ltd
011424 ABWM Canada Ltd
30/10 / 2009
30/10 / 2009
011425 am Landscaping Corp
11426 Canadian Springs
0 11427 Capital Regional District
011428 Cashel, Amarjlt /Larne
0 11429 Colwwd Langford Auto Supply Ltd
0 1143D Dekra - Lute Industries Inc.
0 11431 Dinh , Kinh
011432 Duane Bnsin9 landscape Design
011433 Svery Blooming Thing
11434
Focus
0 11435 Franklin Covey Canada ,
0 11436 Funtine Inflatable .
0 11437 Greater Victoria Public Library
0 11438 Ian Kirkpatrick
011439 Island Powder Coating
11440 Iverson. Elaine
11441 Justice Institute Of B.C.
11442
0 11443
0 11444
Nang & Gill Construction Ltd
Lai . Susan
Title & Survey Authority Of RC
011445 Levelton Consultants Ltd.
011446 Mastercard
P9
$570.00
$131.60
550.348.60
$2 . 520.00
$292 , 623.26
$133.56
$14,021.94
$1,839.88
$12.54
$6,583.34
$1,500.00
$47.08
$23 , 316.61
5350.00
$1.136.00
$266.30
524,354.83
30 / 10/2009
$58.39
30/10 / 2009
30/10 / 2009
$ 330.40
$13,831.44
30/10 / 2009
30 / 10/2009
30/10 / 2009
$724.50
$11.20
6644.34
30 / 10/2009
30 / 10/2009
$4 ,613.75
$46 . 433.50
533.09
$31.25
30 / 10/2009
30 / 10/2009
30 / 10/2009
30/10 / 2009
Land
$570.00
30 / 10/2009
30/10 / 2009
30 / 10/2009
30 / 10/2009
30 / 10/2009
30/10 / 2009
Ltd
$26.25
30/10 / 2009
30 / 10/2009
30 / 10/2009
Corp
$188.69
$682.50
$19,368.63
:em:
04/ 11/2009 4:23 : 56 PM
vm.
Date; D4 / 11/2009
City Of
R
=Qos
Langford
RBGISTER
REPORT
Page;
User
ID:
7
audrey
Payahl es Management
Voided Cheques
maque
Number
Vendor
ED
Vendor Cheque Name
Cheque Date CMqueMak ID Audit Trail Code Mount
---------------------------------------------------------------------------------------------
--------------
------------------
etal Cheques :
446
Total
Mount
of
Cheques:
P10
---
-
--
-----
$4:055.927.07
Administration and Finance
Phone : (250) 478-7882
Fax: (250 ) 478-7864
Email: adminfinance @cityoflangford.ca
Web Site : http: /lcityoflangford.ca
CITY OF LANGFORD
2"" Floor, 877 Goldstream Ave.
Langford, B.C.
V9B 2X8
STAFF REPORT TO ADMINISTRATION & FINANCE COMMITTEE
Date: November 10, 2009
File No.: 1850-01
Subject: Request for Funding - Habitat for Humanity
BACKGROUND
Habitat for Humanity have relocated their operations and their Restore outlet for new and used
donated building supplies from Victoria to 849 Orono Ave. Attached is a letter requesting
financial support to offset some of the cost of this move and also asking for a permissive tax
exemption for 2010.
COMMENTS
If Habitat for Humanity's share of the 2009 taxes for the property was $15,000 then the
proportion that represents municipal tax is 43.9% or approximately $6,600. The total tax levied
on this property in 2009 was $46,745.67, so in 2010 we can forecast that the total taxes will be
in the order of $50,000 of which $22,000 would be the municipal portion.
It is unknown at this time whether Habitat for Humanity has asked any other municipalities for
assistance or what activity has been carried out or planned for Langford. Staff may be able to
report verbally on this at the meeting
FINANCIAL IMPLICATIONS
No funding for this request was specifically included in the City's 5-year financial plan. If
Committee wishes to recommend payment of an amount up to $15,000 it could be made from
the Affordable Housing Reserve Fund or from Council Contingencies.
The property at 849 Orono Ave is registered in the name of No. 2 VC Ventures Ltd. and is likely
not eligible for a permissive tax exemption. If Committee wishes to recommend ongoing
financial support for Habitat for Humanity, a grant in the amount of the municipal taxes or total
taxes (or some other amount) could be included in the 2010-2014 financial plan.
OPTIONS
That the Administration and Finance Committee recommend that Council:
1. Decline to provide funding for Habitat for Humanity, or
2. Provide funding in the amount of $6,600 (or $15,000) for Habitat for Humanity in 2009
with funding to come from the Affordable Housing Reserve Fund (or Council
Contingencies, and/or
3. Provide funding in the 2010-2014 Financial Plan to pay to Habitat for Humanity the
amount of municipal taxes (or total taxes) levied on their property at 849 Orono Avenue.
P11
Respectfully submitted,
,^I^Wyi u^ ^lv^w^
Steve Tement
Treasurer
c
Jim Bowden
Administry9
-ff
/
n Manson
City Engineer
Audrey Kryklywyj-Shortreid
Deputy Director of Finance
/Matttew Baldwin
Bob Beckett
Fire Chief
P12
'
Habitat
® for Humanity'
RECEIVED
OCT 1 9 2009
Building
homes,
building
hope
October 13, 2009
ADMINISTRATION & F INANCE
CITY OF LANGFORD
His Worship Mayor Stew Young and Council
City of Langford
2nd Floor
877 Goldstream Avenue
Langford, B.C.
Dear Mayor Stew Young and Members of Council:
Further to your discussion with David McLean, we are requesting assistance with Habitat
for Humanity Victoria's transition costs as we recently relocated our ReStore and Habitat
operations to 849 Orono Avenue in Langford.
We are requesting a contribution or a grant to cover a portion of the 2009 property tax
($15,000) which was due on our closing of the Orono avenue property. This contribution
will assist us as we grow our sales in our new location which has a direct impact upon our
ability to build affordable homes for working families.
The ReStore sells donated quality used and new building supplies. It was formerly
located in a leased building on Douglas Street in Victoria. We determined that ownership
was preferable and the western communities a desirable location. We believe that this
move will support our goal of building ten homes each year start to finish. To date, we
have built 16 homes; 3 with the first legal suites in Saanich and we have a new build
starting in 2010. A small staff team of seven supported by 400 volunteers raise funds,
build houses and sell quality used and new building supplies in the ReStore.
The ReStore is a critical arm of many Habitat organizations in North America. Simply
put, the ReStore funds the infrastructure and administrative costs of Habitat for Humanity
affiliates. Increasing sales from the ReStore increases our capacity to build more homes.
As we go into the 2010 tax year, the Board of Directors is requesting placement of
Habitat for Humanity Victoria on the Permissive Tax Exemption list. We understand that
this provision exists in Langford for not for profit organizations.
We look forward to your consideration of these requests. If you require additional
information , please contact Patti Sullivan, Executive Director at 250-220-4559.
Da m
D vid McLean
Board Member
P13
Administration and Finance
Phone : ( 250) 478-7882
CITY OF LANGFORD
2n° Floor, 877 Goldstream Ave.
Langford, B.C.
V9B 2X8
Fax: (250) 478-7864
Email: adminflnance @cityoflangford.ca
Web Site: http:llcltyoflangford.ca
STAFF REPORT TO ADMINISTRATION & FINANCE COMMITTEE
Date:
November 10, 2009
File No.: 2240-BSIWSCC
Subject: West Shore Chamber of Commerce
BACKGROUND
The City has had a fee for service contract with the West Shore Chamber of Commerce (the
Chamber) for many years. Under the terms of the contract, the Chamber provides services to
business, business promotion and operation of the tourist information centre. The Chamber has
provided the attached report as support for their request for payment of $20,000 under the fee
for service contract.
FINANCIAL IMPLICATIONS
Funding for the requested payment is included in the City' s 5-year financial plan.
OPTIONS
That the Administration and Finance Committee recommend that Council:
1. Accept the 2009 report of the West Shore Chamber of Commerce and approve a
$20,000 payment to the Chamber under the terms of their fee for service contract, or
2. Not accept the Chamber report nor approve the requested payment
Respectfully submitted,
-
^
Steve Tecne
t
Treasurer
Audrey Kryklywyj-Shortreid
Deputy Director of Finance
Jim Bowden
Matthew Baldwin
City Planner
Administrator
John Manson Bob Beckett
Fire Chief
City Engineer
P14
I
\V c S t-S h 0 lc=
September 29th, 2008
Finance Committee
City of Langford
2n° Floor. 877 Goldstream Ave
Victoria, BC, V96357
Fee for Service Report
The WestShore Chamber of Commerce wishes to express Its appreciation to the City of Langford for its $20,000
commitment to supporting the activities of the Chamber . The WestShore Chamber is the primary voice of over 440
businesses in the region , with the highest percentage operating out of the City of Langford.
Please find attached a report on the activities the Chamber has undertaken over the past 12 months to support
businesses and economic development on the Westshore , and to Langford businesses . It is important to note that
while many of the initiatives the Chamber undertakes are geared towards providing value and benefit to its
members, they are also open to participation from other members of the business community at large . Members
are offered lower pricing for these events, however in most cases , the Chamber attempts to include the entire
business community In its offerings so that it can benefit the entire region.
We trust that this report is meets your requirements and request that the committed funds be released to the
Chamber . If you have any questions, please don 't hesitate to contact me.
We took forward to continuing our strong working relationship with the City of Langford to promote the region,
ensure business growth and to be an active force within the community.
Sincerely,
for Chris Ricketts
President
2830 Aldwynd Road •Victorla • BC •V9e 357 • Tel: (250) 47&1130• Fat (250)47&151Y1 •rhambernwesblwre.bcra• v.ww. esuhorebca
PIS
ECONOMIC DEVELOPMENT
The Chamber has taken on a variety of initiatives to promote the economic development of Langford and the
WestShore.
• Westshore Magazine produced and distributed; 50,000 copies delivered throughout the region, on the
ferries and at the airport. Response to the second edition has been extremely positive , with many people
commenting on their decisions to work , live and shop on the Westshore based on perceptual changes the
magazine made. The City of Langford received a 3-page Dispatches section in this publication.
• Business Directory - the Chamber 's Go2Guide Is scheduled for publication in mid-October with a 7,500
print run. This publication sold out In advertising, with some advertisers being turned away. The
Go2Guide will be a resource for businesses and residents alike when looking for Westshore companies to
do business with. Again , the bulk of these businesses are located in Langford . The City of Langford
received a double page spread advertisement In this publication.
• The WestShore Chamber acted as the host organization for the Tourism Vancouver Island Conference
and AGM In September 2009, held at the Westin Bear Mountain and 3 board members sat on the
planning committee ; this conference saw delegates from all over Vancouver Island where they enjoyed
Langford hospitality.
SUPPORT OF COMMUNITY EVENTS
The staff at the Chamber is committed to maintaining a presence and offering their leadership and time to
community events in Langford and an the WestShore.
• The Westshore Chamber participated In the following community events:
o Rotary Chill cook-off held in City Centre Park ( participated as contestant)
o Langford Summer Festival (volunteered at event)
o City of Colwood Farmer's Market (participated in Chefs Challenge)
o Music In the Park ( provided washroom facilities for attendees)
o All Candidates meetings for municipal and provincial elections
o Special HST information session for businesses
o Hosted the launch of Victoria's annual flower count at Langford ' s Westshore Town Centre
o Provided administrative support to Fire Truck Parade
o Provided personnel and administrative support to E&N Days
SUPPORTING BUSINESS GROWTH
The Westshore Chamber Is committed to assisting local Langford businesses with resources they need to grow.
These are some of the activities undertaken to meet that goal,
• Monthly networking events attended consistently by 60 -80 members
•
Consultation/coaching opportunities with Chamber CEO
• Breakfast meetings six times per year where members receive business training
• Advocacy - availability to Langford businesses to address issues of municipal , provincial or federal concern
• Development of an ongoing training program on topics relevant to local businesses
• 171° annual Awards of Excellence held in May, recognizing many Langford and Westshore businesses and
their commitment to commerce and community ; at least 3 nominees were received in each of the 14
categories.
• Provide monthly articles to the Business Examiner, Business Vancouver Island and Times Colonist on
WestShore business activities and lifestyle, the bulk of which draw peoples attention to Langford
COMMUNITY LIAISON
The WestShore Chamber works with the City and the local business community to inform, liaise, and mediate. The
Chamber Is available to the City at any time It wants to reach out to the business community with information.
MIke Wicks, CEO sat on Economic Development and Marketing committee during 2008/09
•
•
Consultation/coaching opportunities with Chamber CEO
• Provide graphic design services to assist the City of Langford with preparation of advertisements
Advocacy - availability to Langford businesses to address issues of municipal , provincial or federal concern
2
2230AkMryndRoad ' Victoria • BC•V9B3S7 • Tel (250) 478-1130• Fax(250)478 1589•da bu@west9wrebca • w.m,westshorebcm
P16
Administration and Finance
Phone : (250) 478-7882
Fax: (250) 478-7864
Email: adminflnance @cityoflangford.ca
Web Site : http:llcityoflangford.ca
CITY OF LANGFORD
2nd Floor, 877 Goldstream Ave.
Langford, B.C.
V9B 2X8
STAFF REPORT TO ADMINISTRATION & FINANCE COMMITTEE
Date: November 10, 2009
File No.:
1200-01
Subject:
Amendment to Retention of Services and the Purchase of Supplies Policy Purchase Orders
BACKGROUND
The City's current Retention of Services and Purchase of Supplies Policy requires that all
purchases over $300, except for some specified exemptions, be authorized by purchase order
(PO). $300 is the limit that was set when Langford incorporated in 1993. A copy of the policy is
attached as Schedule A.
COMMENTARY
Staff now find that the $300 limit means that POs must be issued for many routine and relatively
trivial purchases where requiring a PO adds little or nothing to financial control and is thus an
inefficiency. Committee may wish to consider recommending an increase in the limit to $1,000.
This would eliminate one category in Division Three of the policy "(i) Purchases From $300.00
to $1,000.00" and would require other consequential amendments to ensure consistency.
The list of exemptions from purchase order requirements in Division Three (c) includes such
routine expenditures as salaries, utilities and professional services. Committee may wish to
consider recommending adding janitor services, pest control services and garbage and
recycling disposal.
Finally, the title of this policy, while descriptive of what it contains does not lend itself to being
easily found in a list of policies. Committee may wish to consider recommending a change in
title to Purchasing Policy.
A copy of the proposed amended policy is attached as Schedule B.
LEGAL IMPLICATIONS
There are no restrictions on Council's discretion with respect to purchasing policy.
P17
OPTIONS
That the Administration and Finance Committee recommend that Council:
1. Replace the Retention of Services and the Purchase of Supplies Policy with the
proposed Purchasing Policy, or
2. Not change the Retention of Services and the Purchase of Supplies Policy
Respectfully submitted,
Steve Tement
Treasurer
Audrey Kryklywyj-Shortreid
Deputy Director of Finance
Jim Bowden
Administrator
Matthew Baldwin
City Planner
John Manson Bob Beckett
City Engineer Fire Chief
P18
SCHEDULE A DISTRICT OF LANGFORD
POLICY NO.: 1200 . 00.001
POLICY: RETENTION OF SERVICES AND
THE PURCHASE OF SUPPLIES
DIVISION ONE - GENERAL
(a) The District 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
District.
(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 District 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 333 of the Local Government Act.
(e) The retention of services or purchase of supplies and materials shall be
approved by Council in accordance with Section 176 of the Local Government
Act.
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:
(a) A single purchase of less than $300 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.
(b) Purchases estimated to cost $300 or more shall be made according to the
following criteria;
(i) Purchases from $300.00 to $1000.00.
Telephone quotations required (see Appendix'A').
Written quotation may be submitted at the discretion of the purchaser.
P19
Retention of Services
& Purchase of Supplies
Page 2
Policy No. 1200.00.001
Lowest quote shall be accepted in all instances, except where there may
be difference in availability, quality or service.
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, service or environmental impact.
(ii) 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.
(iii) 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.
(iv) 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.
(v) 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.
(vi) 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 District 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.
P20
Retention of Services
& Purchases of Supplies
Page 3
Policy No. 1200.00.001
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).
Electricity accounts.
Natural gas accounts.
Cable accounts, including internet access fees.
Travel expenses or advances including mileage and lodgings.
Water purchases.
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:
(a) All purchases over $300 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 District's
overall system of internal control .
(b) To ensure maximum segregation between purchasing and payables, all
purchases invoiced must be mailed to the Municipal 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.
Resolution No.: NIA
CERTIFIED CORRECT:
Date : July 21. 2003
Geoff Pearce
Clerk-Administrator
P21
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.
P22
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.
P23
APPENDIX "B"
WRITTEN QUOTATIONS
Page 2
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 bidders offer by quotation.
Summarize details on quote summary and attach to copy of purchase order.
P24
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 District 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.
P25
APPENDIX "C"
Opening of Tenders
Page 2
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:
P26
APPENDIX "C"
Tender Opening Procedures
Page 3
(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.
P27
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 District of Langford reserves the right to reject any or all Proposals
(ii) The District 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 District 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
P28
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.
P29
SCHEDULE B CITY OF LANGFORD
POLICY NO.: 1200.00.001
POLICY: PURCHASING
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:
(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:
(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
P30
justification should be provided for non acceptance of the low bid based
on difference in availability , quality or environmental impact.
Purchasing
Page 2
Policy No. 1200.00.001
(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 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 wireless and long distance tolls).
Utilities (including accounts for hydro , natural gas, water, sewer , waste and
recycling disposal)
Cable accounts, including internal 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.
P31
Purchasing
Page 3
Policy No. 1200 .00.001
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:
(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.
Resolution No.: N/A
CERTIFIED CORRECT:
Date:
Jim Bowden
Clerk-Administrator
P32
APPENDIX "A"
TELEPHONE QUOTATIONS
Procedures
Request at least three suppliers to participate.
Summarize the quoted responses on the form provided and attach to invoice when
received.
P33
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.
P34
APPENDIX "B"
WRITTEN QUOTATIONS
Page 2
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.
P35
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.
P36
APPENDIX "C"
Opening of Tenders
Page 2
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:
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APPENDIX "C"
Tender Opening Procedures
Page 3
(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.
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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:
(iv) The City of Langford reserves the right to reject any or all Proposals
(v) 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
(vi) 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:
(iv) The name of the RFP project
(v) The names of authorized personnel in attendance
(vi) 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.
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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.
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