Procurement Policy By-law

The City of Hamilton's Procurement Policy By-law 21-255 outlines the procurement policy of the City of Hamilton.

Goals and Objectives of the Procurement Policy

• Procure the necessary quality and quantity of Goods and/or Services in an efficient, timely and cost effective manner, while maintaining the controls necessary for a public agency, in accordance with the Procurement Policy as approved by Council.
• Encourage an open and competitive bidding process for the acquisition and disposal of Goods and/or Services, and the objective and equitable treatment of all vendors.
• Ensure the best value of an acquisition is obtained. This may include, but not be limited to, the determination of the total cost of performing the intended function over the lifetime of the task, acquisition cost, installation, disposal value, disposal cost, training cost, maintenance cost, quality of performance and environmental impact.
• Procure Goods and/or Services with due regard to the preservation of the natural environment and to encourage the use of “environmentally friendly” products and services, as supported by the City's Strategic Plan.

Procurement of Goods and Services

• Goods and/or Services with an estimated value of up to but not including $10,000 will be acquired by departments at competitive prices in accordance with procedures established by the Procurement Section of the Financial Services Division.
• Request for Quotations for Goods and/or Services with an estimated value from $10,000 up to but not including $100,000 will be acquired by departments by obtaining bids from a minimum of three suppliers to ensure an adequate degree of competition.
• Tenders for Goods and/or Services with an estimated value of $100,000 and greater will be posted electronically on https://hamilton.bidsandtenders.ca by the Procurement Section.
• Proposals for Goods and/or Services with an estimated value of $10,000 and greater will be posted electronically on https://hamilton.bidsandtenders.ca by the Procurement Section.
• The City shall consider all factors in obtaining the most cost efficient and effective bid which shall be the sum of all costs, including but not limited to, purchase price, all taxes, delivery, installation, warranty, life cycle cost, operating and disposal costs incurred which meets the specifications.