CONTRACT MANAGEMENT POLICY

The primary objective of this policy is to ensure citizens that monies allocated to the acquisition of goods and services is spent in keeping with sound administrative principles.

In order to foster transparency in the management of municipal contracts, as required by article 573.3.1.2 of the Cities and Towns Act (R.S.Q., c. C-19), the Town is implementing this policy whose measures seek to:

  • Ensure that no bidders or bidders’ representatives have communicated or attempted to communicate with a member of the selection committee, in an effort to influence them on calls for tenders on which they have submitted a bid.
  • Foster respect for applicable laws intended to fight bid rigging.
  • Ensure compliance with the Lobbying Transparency and Ethics Act (R.S.Q., c. T-11.011) and the Code of Conduct of Lobbyists adopted under the banner of this law.
  • Prevent intimidation, influence peddling or corruption.
  • Avoid conflicts of interest.
  • Prevent any other situation likely to compromise the impartiality and objectivity of the call for tenders process and the management of the ensuing contract.
  • Provide a framework for any decision authorizing the modification of a contract.

Table of contents

  • Section 1: Objectives, Definitions and Field of Application
    • 1.1 Objectives
    • 1.2 Ethics
    • 1.3 Scope
    • 1.4 Targeted contracts
    • 1.5 Application
    • 1.6 Definitions

  • Section 2: Lobbying
    • 2.1 Lobbying

  • Section 3: Provisions Common to All Contracts
    • 3.1 Responsibilities
    • 3.2 Contract splitting
    • 3.3 Development of call for tenders documents
    • 3.4 Identification of the individual responsible for the call for tenders
    • 3.5 Site visits and information meetings
    • 3.6 Bidders’ identity
    • 3.7 Administrative compliance of bids
    • 3.8 Notice of awarding of contracts
    • 3.9 Contract modifications
    • 3.10 Act of God

  • Section 4: Regulations Specific to Invitations to tender
    • 4.1 Bidders’ obligations

  • Section 5: Regulations Specific to Public Calls for Tenders
    • 5.1 Estimated contract price
    • 5.2 Bidders' obligations

  • Section 6: Regulations Specific to Calls for Tenders Using a Bid Weighting and Evaluating System
    • 6.1 Selection committee
    • 6.2 Access to documents – Disclosure of information
    • 6.3 Estimated contract price
    • 6.4 Bidders' obligations

  • Section 7: Coming Into Force
    • 7.1 Coming Into Force