P U R C H A S I N G P R O C E D U R E S

COUNTY OF NEWELL

RESPONSIBILITIES OF THE COUNTY OF NEWELL

• Set purchasing and expenditure limits for the

county.

• Ensure that a consistent procedure is followed.

• Ensure that purchased items have been approved

through the budget process or by a resolution of

council.

COUNTY OF NEWELL PURCHASING POLICY

• Policy’s Purpose

• Is designed to provide direction for purchasing

• The policy outlines the procedures and spending

authority limits for county personnel and

management. Definitions regarding purchases and

expenditures are reviewed in the documentation as

well.

COUNTY OF NEWELL PURCHASING POLICY

• Up to $2000

• – incidental purchases – no competitive pricing

required.

• $2001 - $25,000

• – purchases must be done with competitive pricing

from a qualified supplier.

COUNTY OF NEWELL PURCHASING POLICY

• $25,001 - $350,000

• Purchasing must be advertised on the County website

and Alberta Purchasing Connection when required

• Greater than $350,000

• Purchasing must be advertised on the County website

and Alberta Purchasing Connection and must be

awarded and approved by County Council

TENDERS COUNTY POLICY

• All Tenders

• Must be advertised on the County website and at

least one local newspaper and Alberta Purchasing

Connection where required. This does not apply for

purchases from vendors that have been pre-

qualified.

TENDERS THE NEW WEST DEAL

• The New West Deal (North West Partnership Procurement

Agreement) (TILMA)

• provide fairness and equality to all businesses.

• The various levels of government must open up their tendering process to all companies in the three provinces if spending is above a certain dollar threshold.

• The New West Deal states that all purchases of goods over a value of $75,000 and all construction work exceeding $200,000 be tendered.

COUNTY OF NEWELL CONTACTS

• Using the guidelines in the Purchasing Policy, each

department in the County of Newell is responsible

for their own purchasing. The individuals can be

reached through the main county switchboard at

403-362-3266.

• • Public Works – PW Assistant Deborah Reid

• ASB – Fieldman Todd Green

• Finance - Manager of Finance Matt Fenske

• IT - IT System Administrator Darin Crapo

• Administration - Records Clerk Joanne Wells

• Administration - CAO Kevin Stephenson

GOODS PURCHASED PUBLIC WORKS

• Asphalt and Road Surface Products • Sand, Gravel and Concrete • Crack sealing and line Painting • Road Paving • Road Signs • Culverts • Various light and heavy equipment

• Equipment Parts • Fleet supplies and repairs, Oil and fuel, Tires • Shop and safety supplies and small tools • Calcium • Contracted Services - Road Maintenance

• Water and sewer utility infrastructure is provided by the NRSC (Newell Regional Services

Corporation) on behalf of the county.

GOODS PURCHASED AGRICULTURAL SERVICE BOARD

• Herbicides and Pesticides

• Equipment, trailers and equipment Maintenance (Bearings, lubricants)

• miscellaneous small repair items (windshield wipers, lights, plugs, tires, brakes, etc.)

• Mowers (roadside mowers, lawn mowers 48 inch and 11 foot) and parts, weed whips (and supplies),

• power tools, drills, hydraulic parts

• Sprayers and parts - pumps, motors, nozzles, tanks,

• metal for fabricating, hoses, solenoids, valves, various plumbing articles)

• livestock equipment (jacks, tires, bearings, etc)

• Campground supplies including firewood

• janitorial supplies and plumbing accessories,

• posts, signs, fencing (not often, mostly special projects), construction materials

• water hauling, Septic collection,

• Grass Seed, Fertilizers

• Safety supplies, apparel and training

• Items that are generally tendered include: – 10 ft roadside mowers, offset hitches, Industrial and Wide area mowers, ATVs, drills, tractors, vehicles and flat decks if required, pesticides, rental equipment, construction, trailers

GOODS PURCHASED OTHER DEPARTMENTS

• Finance Department IT Department

Administration

legal office supplies

RESPONSIBILITY OF THE SELLER

• Make contact with the appropriate individual in the County.

• Meet with and visit with the prospective department manager.

• Visit the County website and check local papers for advertising.

• Provide a competitive price, required supply and be able to deliver when needed.