outline how the protocol will work and who are the key contacts for this process. In general, the protocol will allow for a department to put forward a request for cleaning supplies, PPE and/or facility alterations. Those requests will be approved by the immediate supervisors before being sent directly to the Manager of Purchasing, the Senior Manager of Parks (who will be overseeing Inventory Control), and the Senior Manager of Facilities (who will be able to provide technical knowledge and support for these products). Should the request be for facility alterations, a supervisor within the facilities department would be appointed to work directly with the department and a Health and Safety Representative to determine what is required and appropriate for the service delivery. All requests will flow through this centralized system before being filtered through inventory control. When available, product will be provided immediately and tracked accordingly. If not available, the CPPC group will work together to procure the required product at the best available price to meet the timelines (when possible) of the requesting department. Regular updates will be provided from the Logistics Section Chief (or designate) for the Community Control Group’s Pandemic Response on the status of the inventory, supply chain updates, potential issues and to ensure all stakeholders are involved.
Budget & Procurement Protocol
The principles of fairness, openness and transparency are at the heart of governance framework applicable to public procurement in Canada. Value for money, geographic non-discrimination, consistent treatment of bidders, accountability and confidentiality are also central to public procurement. These principles will continue to be followed throughout for the Centralized Coronavirus (COVID-19) Pandemic Procurements.
Council is also being asked to allow the CPPC and Logistics Section Chief for the Community Control Group’s Pandemic Response to allow for procurement and purchasing to occur outside of the Purchasing By-law for the centralization of the procurement of all supplies and equipment related to COVID-19 needs. The partial waiver of such By-law requires presentation of a reasoned explanation as to why it is in the City’s best interest to deviate from its usual processes. While is it acknowledged that the Purchasing By-law is the best means by which the City should obtain goods and services, it must be noted that the COVID-19 pandemic is something very much outside the normal practice. Currently, the authority to procure goods and services, or award a contract is subject to the identification and availability of sufficient funds in appropriate accounts within the Council approved capital or operating budgets. If funds are not available or have yet to be approved, administration would be required to seek prior approval.
A waiver is being requested based upon the following rationale:
Nature of Purchases
A significant element of this protocol is to position the corporation to react in these difficult times. The Purchasing Bylaw operates in a strict environment requiring proper administrative approvals prior to execution of contracts. During these unstable markets and product shortages, it would be difficult to act on opportunities