By-law - Amend 6404-22 Town of Aurora Procurement Policy - 20250225 - 6676-25The Corporation of the Town of Aurora
By-law Number 6676-25
Being a By-law to amend By-law Number 6404-22, the Town of Aurora
Procurement Policy.
Whereas on February 22, 2022, the Council of The Corporation of the Town of Aurora (the
`?own") enacted By-law Number 6404-22, to adopt the Town of Aurora Procurement
Policy;
And whereas on February 25, 2025, the Council of the Town passed a resolution pursuant
to Council Report No. FIN25-009, to amend By-law Number 6404-22, as outlined in the
report;
And whereas the Council of the Town deem it necessary and expedient to amend By-law
Number 6404-22;
Now therefore the Council of The Corporation of the Town of Aurora hereby enacts as
follows:
In Appendix "A" to By-law Number 6404-22, the third bullet in Section 1.2
Principles is hereby deleted and replaced with the following:
reciprocal non-discrimination and geographic neutrality with respect to its
trading partners in accordance with trade treaty obligations, so long as treaty
partners are Acting in Good Faith of Trade Treaties;"
2. In Appendix "A" to By-law Number 6404-22, Section 4.3 Procurement Government
Committee is hereby amended by adding the following paragraphs:
"(e) the definition in Schedule "A" — Glossary of Terms to determine whether a
country is Acting in Good. Faith of Trade Treaties pursuant to the
definition;
(f) Section 6.7.4 of this policy to determine whether a Bid from a Supplier that
is located in a country that is not Acting in Good Faith of Trade Treaties
can be awarded as being essential for the operations of the Town or in a
circumstance where it is determined to be the only viable submitted Bid."
In Appendix "A" to By-law Number 6404-22, the first paragraph in Section 6.7.2
Low -Value Procurement is hereby deleted and replaced with the following:
"Where the Procurement Value is below the Low -Value Purchase Threshold and
the Deliverables are not covered under an existing Standing Offer or Qualified
Supplier Roster, Departments may make Low -Value Procurements without the
involvement of Procurement Services. Preference should be given to Canadian
Suppliers that use Canadian -made products or Canadian -based services, where
possible."
4. In Appendix "A" to By-law Number 6404-22, the first paragraph in Section 6.7.3
Mid -Value Procurement (Invitational Competition) is hereby deleted and replaced
with the following:
By-law Number 6676-25
Page 2 of 6
"A Mid -Value Procurement uses an Invitational Competition, in which Bids are
solicited from a minimum of three Suppliers and is the standard method of
Procurement when the Procurement Value is between the Low -Value Purchase
Threshold and the Open Competition Threshold. Preference should be given to
Canadian Suppliers that use Canadian -made products or Canadian -based
services, where possible. For Mid -Value Procurements, the Department may
acquire the Deliverables by submitting a Purchase Order requisition to be
approved by the Manager or Department Head based on the individual's Financial
Authority."
5. In Appendix "A" to By-law Number 6404-22, Section 6.7.4 Open Competition is
hereby amended by adding the following to end of the section:
"Bids submitted by Suppliers that are located outside of Canada and in countries
not Acting in Good Faith of Trade Treaties will not be considered, unless deemed
in the discretion of the PGC to be essential for the operation of the Town or if no
other viable Bids, as determined in the discretion of the PGC, are submitted."
6. In Appendix "A" to By-law Number 6404-22, the fourth (or last) paragraph in
Section 6.8 Non -Standard Procurement is hereby deleted and replaced with the
following:
"Under no circumstances will a Non -Standard Procurement be used for the
purpose of avoiding competition among Suppliers."
7. In Appendix "A" to By-law Number 6404-22, Schedule "A" — Glossary of Terms is
hereby amended by adding the following, in alphabetic order with other terms:
""Acting in Good Faith of Trade Treaties' means that the respective country is
honouring the terms of their trade treaty and not applying additional tariffs, as
determined in the discretion of the PGC."
8. In Appendix "A" to By-law Number 6404-22, Section 1 (i) in Schedule "B" —
Exclusions is hereby deleted and replaced with the following:
"This policy does not apply with respect to competitive Procurement
requirements when the Procurement is otherwise exempt from Open Competition
requirements under all applicable trade agreements, so long as the Suppliers
country is Acting in Good Faith of Trade Treaties, and it is in the best interests of
the Town to proceed with a Non -Standard Procurement. In such cases, the
Procurement may be conducted as a Non -Standard Procurement. Note: The
Department Lead must indicate the specific section(s) of the applicable trade
agreements that provide for the exemption and clearly explain why it is in the
Town's best interest to proceed with a Non -Standard Procurement rather than an
Open Competition."
9. In Appendix "A" to By-law Number 6404-22, Schedule "C" — Procurement
Thresholds is hereby deleted and replaced with Schedule "C" — Procurement
Thresholds, attached and forming part of this by-law as Schedule "C".
10. In Appendix "A" to By-law Number 6404-22, Table 1 — Table of Authority under
Part A. Standard Procurement in Schedule "D" — Threshold and Authorization
Schedule is hereby deleted and replaced with Table 1 — Table of Authority as set
By-law Number 6676-25
Page 3 of 6
out in Schedule "D" — Threshold and Authorization Schedule, attached and
forming part of this by-law.
11. In Appendix "A" to By-law Number 6404-22, Table 2 — Table of Authority under
Part B. Non -Standard Procurement in Schedule "D" — Threshold and
Authorization Schedule is hereby deleted and replaced with Table 2 — Table of
Authority as set out in Schedule "D" — Threshold and Authorization Schedule,
attached and forming part of this by-law.
12. In Appendix "A" to By-law Number 6404-22, in Schedule "D" — Threshold and
Authorization Schedule, Part B. Non -Standard Procurement, Section 1 is hereby
amended by deleting paragraph d).
Enacted by Town of Aurora Council this 25th day of February, 2025.
Mrakas, Mayor
,fn
Michael de o , Town Clerk
By-law Number 6676-25 Page 4 of 6
Schedule "C"— Procurement Thresholds
Table 1 — Procurement Thresholds
Low -Value Procurements Below $50,000
Mid -Value Procurements (Invitational $50,000 to less than $100,000
Competition)
Open Competition $100,000 and over
By-law Number 6676-25
Page 5 of 6
Schedule "D" — Threshold and Authorization Schedule
A. Standard Procurement
Table 1 — Table of Authority
Procurement-
Authorize to
Delegated Authority,
Contract Requirement
Method and.,
Initiate
to Award*
Threshold
Procurement
Order from
Department
Division Manager
Use existing contract
Existing
Head
from standing offer if
Standing Offer
available
Contract approved
based on Financial
Authority
Roster
Department
Division Manager
Use existing contract
Competition
Head
from roster if available
Less than
Contract approved
$50,000
based on Financial
Authority
Roster
Department
Division Manager
Use existing contract
Competition
Head
and
from roster if available
$50,000 and
Procurement
Contract approved
over
Manager
based on Financial
Authority
Low -Value
Department
Division Manager
None required
Procurement
Head or
Below $50,000
designate
Mid -Value
Department
Division Manager
Required for all
Procurement
Head
procurements in a form
(Invitational
approved by Legal
Competition)
Services
$50,000 to
Contract approved
<$100,000
based on Financial
Authority
Open
Department
Division Manager
Required for all
Competition
Head
and
procurements in a form
<$1M
Procurement
approved by Legal
Manager
Services
Contract approved by
Department Head or
delegate, in accordance
with Financial Authority
Open
Department
Division Manager -
Required for all
Competition
Head
and
procurements in a form
>_$1 M
Procurement
approved by Legal
Manager
Services
Contract approved by
CAO
By-law Number 6676-25
Page 6 of 6
B. Non -Standard Procurement
Table 2 — Table of Authority
Procurement Value ? "
Authorize -;
DelegatedAuthority"to
'Procurement', =
Procure;
< Open Competition Threshold
Department Head
Department Lead
$100K < $250K
PGC
Department Head
for software
PGC
Department Head
licenses,
maintenance, and
related fees
$250K
(excluding
and over
implementation
costs) for contracts
of up to five years
for all other
Council
procurements