HomeMy WebLinkAbout2024-01-30 Council Workshop Meeting Agenda and Reports.pdfCity of Maple Ridge
COUNCIL WORKSHOP AGENDA
January 30, 2024
11:00 AM
Virtual Online Meeting including Council Chambers
The purpose of the Council Workshop is to review and discuss policies and other items of interest to
Council. Although resolutions may be passed at this meeting, the intent is to make a consensus decision
to send an item to Council for debate and vote or refer the item back to staff for more information or
clarification.
The meeting is live streamed and recorded by the City of Maple Ridge
1.CALL TO ORDER
1.1 Territory Acknowledgement
The City of Maple Ridge carries out its business on the traditional and
unceded territories of the Katzie (q̓ic̓әy̓) First Nation and the Kwantlen
(qʼʷa:n̓ƛʼәn̓) First Nation.
2.APPROVAL OF THE AGENDA
3.MINUTES
3.1 Adoption of Minutes – January 16, 2024
4.PRESENTATIONS AT THE REQUEST OF COUNCIL
5.UNFINISHED AND NEW BUSINESS
5.1 Amended Procurement Policy No. 5.45
To update the City’s Procurement Policy to ensure alignment with best practices
and Council’s Strategic Priorities.
RECOMMENDATION:
That the amended Procurement Policy No. 5.45 be reviewed for Council feedback.
5.2 Building Safer Communities Fund
To seek approval for the Fee for Service Agreement with School District No. 42
related to the Building Safer Communities Fund.
RECOMMENDATION:
That the Corporate Officer be authorized to execute the agreement attached to the
report titled "Building Safer Communities Fund The Board of Education of School
District No. 42 Fee for Service Agreement" of January 30, 2024, with School
District No. 42 for Building Safer Communities programming in the amount of
$243,820.28.
6.CORRESPONDENCE
7.BRIEFING ON OTHER ITEMS OF INTEREST / QUESTIONS FROM
COUNCIL
8.MATTERS DEEMED EXPEDIENT
9.ADJOURNMENT
City of Maple RidgeCOUNCIL WORKSHOP AGENDAJanuary 30, 202411:00 AMVirtual Online Meeting including Council ChambersThe purpose of the Council Workshop is to review and discuss policies and other items of interest toCouncil. Although resolutions may be passed at this meeting, the intent is to make a consensus decisionto send an item to Council for debate and vote or refer the item back to staff for more information orclarification. The meeting is live streamed and recorded by the City of Maple Ridge1.CALL TO ORDER1.1 Territory AcknowledgementThe City of Maple Ridge carries out its business on the traditional andunceded territories of the Katzie (q̓ic̓әy̓) First Nation and the Kwantlen(qʼʷa:n̓ƛʼәn̓) First Nation.2.APPROVAL OF THE AGENDA3.MINUTES3.1 Adoption of Minutes – January 16, 20244.PRESENTATIONS AT THE REQUEST OF COUNCIL5.UNFINISHED AND NEW BUSINESS5.1 Amended Procurement Policy No. 5.45To update the City’s Procurement Policy to ensure alignment with best practices
and Council’s Strategic Priorities.
RECOMMENDATION:
That the amended Procurement Policy No. 5.45 be reviewed for Council feedback.
5.2 Building Safer Communities Fund
To seek approval for the Fee for Service Agreement with School District No. 42
related to the Building Safer Communities Fund.
RECOMMENDATION:
That the Corporate Officer be authorized to execute the agreement attached to the
report titled "Building Safer Communities Fund The Board of Education of School
District No. 42 Fee for Service Agreement" of January 30, 2024, with School
District No. 42 for Building Safer Communities programming in the amount of
$243,820.28.
6.CORRESPONDENCE
7.BRIEFING ON OTHER ITEMS OF INTEREST / QUESTIONS FROM
COUNCIL
8.MATTERS DEEMED EXPEDIENT
9.ADJOURNMENT
Document:3646843
CITY OF MAPLE RIDGE
COUNCIL WORKSHOP MINUTES
JANUARY 16, 2024
The Minutes of the Council Workshop Meeting held virtually and hosted in the Council Chambers on January 16, 2024 at 11:00 am at City Hall, 11995 Haney Place, Maple Ridge, British Columbia for the purpose of transacting regular City business. PRESENT Elected Officials Mayor D. Ruimy Councillor K. Carreras Councillor O. Dozie Councillor S. Schiller Councillor J. Tan Councillor A. Yousef ABSENT Councillor J. Dueck
Appointed Staff S. Hartman, Chief Administrative Officer C. Mushata, Corporate Officer, Director of Legislative Services Other Staff as Required M. Adams, Director of Bylaw, Licensing & Community Safety M. Best, Interim Director of Planning C. Bevacqua, Clerk 3 A. Grochowich, Manager of Community Planning J. Khaira, Manager of Engineering Design & Construction Z. Lifshiz, Director, Strategic Development, Communications and Public Engagement C. Munialo, Compute Support Specialist W. Oleschak, Director of Engineering Operations R. Ollenberger, Manager of Development Engineering T. Westover, Director of Economic Development J. White, Planner 1 Note: These Minutes and a video of the meeting are posted on the City’s Web Site at https://mapleridge.primegov.com/public/portal Note: Councillor Dozie and Councillor Schiller participated in the meeting electronically. 1. CALL TO ORDER – 11:00 am 1.1 Territorial Acknowledgement The Mayor provided the territory acknowledgement. 2. APPROVAL OF THE AGENDA 2.1 Approval of Agenda R/2024-WS-001 Moved and seconded THAT the agenda of the January 16, 2024, Council Workshop Meeting be approved as circulated. CARRIED
Council Workshop Meeting Minutes January 16, 2024 Page 2 of 2
Document:3646843
3. Minutes R/2024-WS-002 Moved and seconded That the following minutes be adopted as circulated:
• Council Workshop – November 28, 2023
• Council Workshop – December 12, 2023 CARRIED 4. PRESENTATIONS AT THE REQUEST OF COUNCIL - Nil 5. UNFINISHED AND NEW BUSINESS 5.1 Short Term Accommodations Engagement Outcomes and Proposed Next Steps To provide a summary of the public engagement results for the draft regulatory framework and to outline the new provincial legislation for short-term accommodations. J. White, Planner, provided a presentation and staff responded to questions of Council. R/2024-WS-003 Moved and seconded That staff be directed to bring back a Zone Amending Bylaw to regulate the short-term accommodations in dwelling units, as outlined in Section 2.3 of the report titled “Short-Term Accommodations Engagement Outcomes & Proposed Next Steps” dated January 16, 2024. CARRIED 6. CORRESPONDENCE – Nil 7. BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL – Nil 8. MATTERS DEEMED EXPEDIENT – Nil 9. ADJOURNMENT – 11:48 am _______________________________ D. Ruimy, Mayor Certified Correct ___________________________________ C. Mushata Corporate Officer
~ Maple Ridee
~ City of Maple Ridge
TO:
FROM:
His Worship Mayor Dan Ruimy
and Members of Council
Chief Administrative Officer
SUBJECT: Amended Procurement Policy No. 5.45
EXECUTIVE SUMMARY:
MEETING DATE: January 30, 2024
FILE NO: 01-0340-50
MEETING: COUNCIL WORKSHOP
Our Procurement Policy guides the procurement of Goods, Services and Construction by the City.
This direction is important to ensure sound management of, and best value for, public funds.
The City's Procurement Policy was last amended in 2021 and a review of the policy is timely to
ensure alignment with best practices and Council's Strategic Priorities, in particular Governance
& Corporate Excellence. With a view to streamlining the procurement process, staff are
recommending that the requirement for Council approval of contract awards in excess of
$750,000 be eliminated if the expense has already been approved within the City's Financial Plan
Bylaw. Should additional funding be required, Council approval of budget amendments will be
required prior to entering into a contract. This supports the goals of streamlining City
processes and eliminating a time delay in contract awards. The delegation bylaw that serves as a
companion to this policy will be repealed and replaced to ensure concurring signatures on
contract awards, ensuring strong governance processes remain in place. The purpose of this
report is to provide Council an opportunity for feedback prior to staff bringing an amended
Procurement Policy forward for adoption.
RECOMMENDATION:
That the amended Procurement Policy No. 5.45 be reviewed for Council feedback.
DISCUSSION:
a) Background:
On May 11, 2021, Council adopted an amended Procurement Policy No. 5.45 to outline
duties and responsibilities of staff involved in the City's procurement activities and
requested staff report back to Council with a one-year review.
Upon review of the policy, an updated Procurement Policy is now being presented that
amends the authority needed to enter into procurement contracts and ensures that Maple
Doc # 3631630 Page 1 of 4
Ridge's procurement is in compliance with the City's legal obligations and aligns with
Council's Strategic Plan.
b) Desired Outcome:
The City's procurement is subject to the laws of competitive bidding (common law) and
the obligations of national and international trade agreements: the New West Partnership
Trade Agreement (NWPTA, formerly TILMA), the Canadian Free Trade Agreement (CFTA),
and the Canada-European Union Comprehensive Economic and Trade Agreement (CETA).
Opportunities to bid on purchases covered by the agreements are to be posted publicly,
local preferences are prohibited, and competitions are to provide a level playing field for
all bidders. Maple Ridge remains compliant with the trade agreements by posting its
bidding opportunities on the province's official bid site, BC Bid.
One of the fundamental assumptions of the competitive bidding process is that the City is
prepared to award the contract to the successful bidder. To do that, the City must be in a
financial position to award the contract and have the appropriate delegated authority
under the Maple Ridge Delegation of Procurement Authority Bylaw.
The amended procurement policy addresses necessary revisions resulting from the change
in management structure and aligns approval thresholds with other lower mainland
municipalities. The recommended amendments support public procurement best
practices and authorizes the prompt award of procurement contracts, further supporting
Council's Strategic Priorities and meeting the needs of our growing community.
c) Strategic Alignment:
A review of purchasing policies in other lower mainland municipalities was conducted and
the proposed amended Procurement Policy now aligns more closely with other
municipalities, which frequently do not require further Council approval of items that are
already approved by Council in the Financial Plan.
The current policy requires Council approval for contracts valued over $750,000 and can
result in a delay of up to four weeks between the close of the competition and the award
of the contract. The amended policy authorizes staff to award contracts in excess of
$750,000 where Council has already approved the expense within the City's Financial Plan.
The amended policy will provide efficiencies for Council, staff, and the City's suppliers by
shortening the period between public competition for a product/service and the contract
award. This reduces the risk that bidders are unable to hold prices or begin the work in a
timely manner in what is continuing to be a challenging market for securing equipment
and labour.
The recommended revised Procurement Policy includes controls such as:
• An expenditure must be within scope of the City's approved Financial Plan, which
includes the approved Capital Plan, authorized by a person to whom the City has
delegated authority under the Maple Ridge Delegation of Procurement Authority
Bylaw.
Doc # 3631630 Page 2 of 4
• A summary of contract awards exceeding $750,000 shall be reported to Council
every quarter on a Consent Agenda.
• Council approval will be required in each individual case for all expenditures that
do not comply with the Bylaw.
• Concurring staff signatures are required for all contracts over $75,000.
The recommended revisions to the Procurement Policy require that the City conduct the
acquisition and disposal of goods, services, and construction:
• In a fair, open, transparent and non-discriminatory manner.
• In a way that ensures sound management of, and obtains best value for, public
funds.
• To meet the requirements of the municipal departments and the public in a cost
effective and efficient manner.
• In a manner that supports the City's commitment to economic, environmental,
sustainability and social goals.
• In compliance with the applicable legislative requirements and obligations under
trade agreements.
• In accordance with competitive bidding laws, public procurement best practices,
and the Freedom of Information and Protection of Privacy Act.
There are a number of controls in place to ensure the City's procurement process is
properly governed and that outcomes represent best value to the City. These include:
•
•
•
•
When the City issues a bid invitation, it is obligated by contract law and the laws
of competitive bidding to act in good faith and comply with the procurement
process set out in the documents. This includes the obligation to treat bidders
uniformly, fairly, and equally, without the application of hidden preferences,
undisclosed bid evaluation criteria, or conduct that gives one bidder an unfair
competitive advantage over others.
Procurements are only initiated when funding is available for the purpose as
specified in the Council-approved Financial Plan.
The Procurement Policy requires that contracts be competitively bid, with limited
exception.
The City must meet the obligations of the trade agreements that cover public
sector procurement.
d) Citizen/Customer Implications:
Amending the Policy will ensure continued best value for the use of public funds for the
City's procurement of goods, services and construction.
e) Interdepartmental Implications:
In addition to updating approval limits, the revised Procurement Policy authorizes
delegated staff to use discretion in determining the procurement process for one-time
purchases up to $25,000, with consideration given to Maple Ridge businesses. This is
increased from $5,000 in the previous policy.
Doc# 3631630 Page 3 of 4
f) Business Plan/Financial Implications:
The recommended change to the procurement approval threshold contemplated for the
amended Procurement Policy will have no financial implications. All Procurement must be
within the scope of the Council-approved budget and Financial Plan, which includes the
approved Capital Plan. Council approval will be required for any budget amendments.
Procurement contracts will be authorized by the appropriate delegated authority.
Budgets for the coming few years are expected to provide for significant infrastructure
improvements, completion of which will be facilitated by timely contract award.
g) Policy Implications:
The amendment of the procurement policy addresses the necessary revisions due to the
change in management structure that occurred in 2023 and aligns approval thresholds
with other lower mainland municipalities. The recommended changes support
procurement best practices and authorizes award of procurement contracts that are only
within the scope of the Council-approved budget and Financial Plan, which includes the
approved Capital Plan, in accordance with the Delegated Authority limits.
CONCLUSION:
It is recommended that the revised Procurement Policy No. 5.45, provided as Attachment A to this
report, be approved to support the City's strive for excellence to deliver vital municipal services
with innovation, accountability and efficiency to meet the needs of the community now and into
the future.
~1d~ Prepared by:LeTa1anchuk, SCMP, CRM
Manager of Procurement
w 2L--
Reviewed by: Catherine Nolan, CPA, CGA
Approved by: revo 'fhompson, BBA, CPA, CGA
Director of Finance
JK}s..==s
Concurrence: Scott Hartman
Chief Administrative Officer
Attachments:
(A) Revised Procurement Policy No. 5.45 Redlined
(B) Final Revised Procurement Policy No. 5.45
Doc # 3631630 Page 4 of 4
APPENDIX A
... mapler1dge.ca
• Maple Ridee
~
COUNCIL POLICY MANUAL
Policy No: 5.45
Title: Procurement Policy
Supersedes: 5.45 (May 25, 2021)
Effective Date: Amended Review Date: Date: May 25 2021 2026 (TBDJ
Policy Statement:
The City of Magle Ridge will conduct the Procurement of Goods, Services, Construction and asset
disgosal in a manner that
a) is fair, ogen, transgarent and non-discriminato!)'.;
b) ensures sound management of, and obtains Best Value for, gublic funds;
c) is cost effective and efficient for both the Ci~ and the gublic
d) advances the Citis commitment to economic, environmental, sustainable and social goals;
and
e) is in accordance with all agglicable legislative reguirements, obligations under trade
agreements. comgetitive bidding laws, grocurement best gractices, and the grincigles of
the Freedom otfntormation and Protection ot Privac'i. Act, RSBC 1996, c. 25 (FOIPPA), and
all relevant City bylaws and golicies, including this Policy.
Purpose:
The gurgose of this Policy is to set out the authorization and comgetition reguirements for
Procurement and asset disgosal on behalf of the City, ensure that Procurement items are grogerly
budgeted for and authorized in the Financial Plan, which includes the aggroved Cagital Plan, that
Best Value is achieved for the City, and that this Policy and best gractices are followed when
engaging the marketglace and awarding and managing Procurement Contracts.
Scope:
This Policy agglies:
a) to anyone involved in the Procurement of Goods Services, Construction and asset
disgosal on behalf of the City;
b) to the sale or disgosal of surglus assets by the City; and
c) even if the Ci~ will be reimbursed for the exgenditure, such as by way of a grant or
insurance claim.
All Procurement must be within the scoge of the Council-aggroved budget, which includes the
aggroved Cagital Plan. Procurement must be authorized by the aggrogriate authority.
Nothing in this Policy delegates authori!)'.' to individuals other than Cit)'.' Staff to enter into
Procurement transactions on behalf of the Citv unless exoresslv authorized bv the CAO.
Definitions:
Schedule "A" sets out the Delegated Procurement Authority Limits.
Schedule "B" sets out the Exemgtions of Procurement Methods from this Policy.
Schedu le "C" sets out the Definitions in this Policy, which aggly unless otherwise stated herein.
Definitions of key City terms are set out in Schedule A of the Policy Governance Framework No.
3.09.
Any references to a statute regulation bylaw or other go I icy refers to the most current
enactment, as amended or reglaced from time to time.
···-· ... ··-. -·-·-.. -.. -· . ···---·--------__ ---{ Deleted Cells
+tt-1e;.Procedure: Policy ~lo.: §.4§
St113eFseEles: §.4§ (~lov.
PROCUREMENT PRINCIPLES ~
.1l.......t:ill Procurement~
a) groceed unless the exgenditure is in the aggroved
Financial Plan, or aggroved through a budget
amendment grocess. Any budget amendments reguired
must be aggroved by Council grior to entering into a
Contract
b) be authorized or incurred on behalf of the City excegt
as grovided in this Policy;
c) be subdivided in a manner designed to avoid the
agglication of any grovision of this Policy;
d) be made by the City for the gersonal use of elected
officials aggointed Officers City Staff or their
immediate families: or
e) be made from any elected officials, aggointed Officers,
Cit)'.' Staff or their immediate families or from any other
source that would result in a conflict of interest.
2) Cit)'.' Staff who have been delegated authority to commit City
funds and those Cit)'.' Staff who are resgonsible for Corgorate
Assets will conduct all Procurement in an ethical and
grofessional manner as described in this Policy and the Code
of Conduct Policy No. 30.18 as it agglies to their duties
gerformed on behalf of the City.
PROCUREMENT METHOD AND LIMITS
3) The Procurement method and process is based on the
estimated total dollar value. complexity. risk level. and details
of the specific Procurement requirement.
4) The City does not maintain official lists of potential bidders -
an open competition. posted on BC Bid. is the default means of
soliciting bids. Participation in a Buying Group. Joint
Procurement Venture or other methods may be used as
appropriate and where permitted under the trade agreements.
5) The type of bid solicitation document and the form of Contract
used will be determined by Procurement City Staff.
6) Procurement City Staff may exercise discretion on the
appropriate Procurement process for one-time. non-recurring
purchases up to $25.000. and the following will apply:
a) at least one written quote will be obtained·
b) when making a purchase up to $25.000. consideration
should be given to Maple Ridge suppliers: and
c) this section does not apply to recurring purchases that
exceed $25.000 per annum.
7) In certain limited circumstances. the requirement for an open
Competitive Process may be waived by the Manager of
Procurement or their designate when defensible if:
a) only one party can meet the requirements:
b) where a previous open competition resulted in no bids:
QI
c) for reasons of urgency. confidentiality. or protection of
real interest to follow a standard Competitive Process.
8) Procurement cannot:
a) be split'
b) structured in a manner that does not include the full
scope of work· or
c) valued in such a way as to avoid the obligations set out
in this Policy.
9) When the City hires a third-party contractor. such as a broker
or construction manager. to conduct Procurement on its
behalf. the Procurement must follow the processes outlined in
this Policy.
10) Procurement methods must be followed in accordance with
the following table:
ESTIMATED PROCUREMENT VALUE METHOD
Goods and Services
Less than $25,000 Discretionarv. At lea
One-time non-re□etitive
$25 001 to $74 999 Reauest at least thr
One-time, non-re12etitive Formal ComoetitivE
Reauest at least on
firms oreaualified t
Comoetitive Proces
Greater than $75,000 Formal ComoetitivE
Construction
Less than $200,000 Reauest at least thr
Formal Com□etitive
Greater than $200 000 Formal Comoetitive
11) Multi-tear Contracts, including 012tions to renew, are dollar
value accumulative for determining the estimated
Procurement value and a1212licable thresholds listed above.
12) Project Contingenct allowances are to be included in the
estimated Procurement value when obtaining a1212rovals.
13) Construction greater than $200,000 in value reguire bid
security and bonding.
REPORTING AND ACCOUNTABILITY
14) Contracts exceeding $750,000 which have been a1212roved bt
the CAO will be re12orted to Council on a guarterlt basis.
15) Council a1212roval is reguired in each individual case when the
Procurement is not consistent with the a1212roved Financial
Plan, which includes the a1212roved Ca12ital Plan, as to the
nature sco12e, and amount.
PURCHASING CARD
16) Subject to this Polict and within established authoritt, City
Staff mat use Purchasing Cards for small dollar straightforward
12urchases of Goods and Services as directed bt the
Procurement Section and in accordance with the Purchasing
Card Program Procedures and Guidelines.
17) Where Purchasing Cards are not acce12ted, 12ettt cash mat be
utilized for a1212roved ex12enditures of UR to $50.
UNSOLICITED PROPOSALS
18) The Citt is under no obligation to accegt, review or evaluate
ant unsolicited Progosal and can reject ant unsolicited
Progosal in whole or in gart at its sole and unfettered
discretion.
19) The Citt is under no obligation to return an unsolicited
Progosal to the Progosal owner.
SUSTAINABILITY AND SOCIAL PROCUREMENT
20) The Citt recognizes its resgonsibilitt to mitigate negative
imgacts on human health and the environment while
suggorting a diverse, eguitable, and vibrant communitt and
economt. The City wil l make efforts to leverage its gurchasing
gower in order to ensure accountability and efficien0'. to meet the
needs of the community now and to strive for a liveable and
sustainable community in the future.
21) When conducting Procurement the City will consider where
aggrogriate, its goals of:
a) grotecting the health of the natural environment,
mitigating and adagting the imgacts of climate change,
and reducing greenhouse gas emissions;
b} social resgonsibilitt that ensures human safe~ and
enhances well-being;
c) eguitt, diversi~, and inclusion; and
d) ethical workglace gractices.
SUPPLIER PERFORMANCE AND CONDUCT
22) Suggliers must meet the gerformance standards and
exgectations reguired bt the Ci~.
23) Where reguired, Sugglier Performance and Conduct will be
documented bt Citt Staff and mat be taken into consideration
for future Contract evaluations.
24) The Citt will not enter into Contracts with an~ Sugglier where
the Ci~ is aware that the Sugglier has engaged in illegal or
unethical bidding gractices, has an actual or gotential conflict
of interest or an unfair advantage or fails to adhere to ethical
business gractices.
25) The City will regort ant susgected cases of collusion, bid-rigging
or other offences under the Com12.etition Act to the Comgetition
Bureau or to other relevant authorities.
SUPPLIER CONFLICT OF INTEREST
26) Any Suppliers participating in a Procurement process must
disclose any perceived. possible or actual conflicts of interest to
the City.
27) A Conflict of Interest in relation to Suppliers during the
Procurement process includes but is not limited to the following
circumstances:
a) the Supplier has an unfair advantage or engages in
conduct. directly. or indirectly. that may give it an unfair
advantage. including but not limited to:
{i) having. or having access to. confidential
information of the City that is not available to
other Suppliers·
(ii) communicating with any person with the
intent of gaining preferred treatment in the
Procurement process (such as lobbying of
decision makers involved in the Procurement
process):
(iii) engaging in conduct that compromises. or can
be seen to compromise. the integrity of an
open and competitive procurement process or
render that process non-competitive or unfair:
Q[
(iv) in the context of performance under a potential
Contract. the Supplier's other commitments.
relationships or financial interests could or
could be seen to:
1) exercise an improper influence over the
objective. unbiased and impartial exercise
of its independent judgement or
2) compromise. impair or be incompatible
with the effective performance of its
contractual obligations.
28) If a Supplier is retained to participate in the development of a
solicitation document or the specifications for inclusion in a
solicitation document. that Supplier will not be allowed to
respond directly or indirectly. to that solicitation. unless
authorized by the Manager of Procurement.
SUPPLIER ETHICAL BUSINESS PRACTICES
29) The City requires its Suppliers to act with integrity.
30) In providing deliverables to the City. Suppliers are expected to
adhere to ethical business practices. including:
a) performing all Contracts in a professional and
competent manner and in accordance with the terms
and conditions of the Contract and the duty of honest
performance:
b) complying with all applicable laws. including safety and
labour codes (both domestic and international as may
be applicable}: and
c) providing workplaces that are free from harassment or
discrimination.
31) Illegal or unethical bidding and business practices of Suppliers
include:
a) bid-rigging:
b) price-fixing:
c) bribery or collusion. or other behaviors or practices
prohibited by federal or provincial statutes·
d) offering gifts or favours to City Staff. appointed or elected
officials or any other City representative:
e) engaging in any prohibited communications during a
Procurement process:
f) submitting inaccurate or misleading information in a
Procurement process:
g) engaging in any other activity that compromises the City's
ability to run a fair Procurement process· and
h) editing electronic City documents or Contracts without
annotation or the City's approval.
LOBBYING
32) No Bidder, Supplier, or anyone involved in preparing Bids or
Proposals may lobby any elected official or City Staff to try and
secure a Contract.
33) During a Formal Competitive Process all communications are
to be made through the City's Procurement Department unless
the Procurement document explicitly states otherwise.
34) Bidders found to be lobbying for a Contract award will be
disqualified from consideration for the Procurement and may
be disqualified from future Procurement opportunities.
ETHICAL CONDUCT
35) All individuals with Procurement authority involved with
Procurement activities and those resoonsible for Coroorate
Assets must perform their duties with a high standard of ethics.
More specifically, these individuals must at all times:
a) act with integrity and professionalism·
b) not engage in any activity that may create, or appear to
create, a conflict of interest, such as accepting gifts or
favours, providing preferential treatment, or publicly
endorsing Suppliers or products;
c) abide by this Ethical Conduct as it applies to their
duties performed for the City and as set out in this
Policy:
d) not use their authority or office for personal gain;
e) seek to uphold and enhance the standing and image of
the City by:
(i) maintaining a standard of integrity beyond
reproach in all their business relationships both
inside and outside the City,
(ii) fostering the highest standards of professional
competence amongst City Staff
(iii) optimizing the use of resources for which they
are responsible so as to provide the maximum
benefit to the City
(iv) complying with the principles, standards and
policies as they apply to the City and Council.
(v) supporting and complying with policies and
direction provided by Council. and
(vi) rejecting and denouncing any business practice
that is improper·
f) declare any personal interests which may impinge or
might reasonably be deemed by others to impinge on a
member's impartiality in a matter relevant to their
duties and should be declared to their Manager or the
Manager of Procurement
g) ensure that confidentiality of any information received
in the course of duty must be respected and is not used
for personal gain. Information given in the course of
duty must be true and not intended to mislead;
h) avoid any Supplier relationships and arrangements
which might, in the long term prevent the effective
operation of fair competition·
i) ensure that modest hospitality offered does not reach a
position whereby a recipient might be deemed by
others to have been influenced in making a business
decision as a result of accepting such hospitality. The
freauencv and scale of hosoitalitv acceoted should not
be greater than the recipient's ability to reciprocate to a
similar degree: and
j) not solicit or accept unsolicited donations of gifts
prizes. money or other benefit from any person firm or
corporation which is interested directly or indirectly in
any manner in business dealings with the City. This
applies to all charitable. social or other events. in
accordance with the City's Code of Conduct Policy No.
30.18. Gifts other than those of nominal value will not
be accepted. Nominal gifts received (e.g. chocolates or
small gift baskets) may be shared by the individual with
their department. or donated to a local charity.
36) If there is any uncertainty about what may be accepted in
relation to Procurement activities. then the offer should be
declined and actively discouraged. and advice sought from the
Manager of Procurement.
DISPOSITION OF SURPLUS ASSETS (Except Real Property)
37) For reference purposes only. and subject to the Delegation of
Procurement Authority. Bylaw. and Code of Conduct Policy
30.18. if City Assets have been identified as surplus which are
not useful to any City Department. and which retain some
value. then:
a) the Manager of Procurement is authorized to dispose
of surplus City Assets through auction or for value
through trade-in or another formal or informal process:
b) the CAO is authorized to approve that the surplus
Assets be disposed of by donation. without
compensation. to any non-profit corporation
association or entity:
c) the Manager or Director is authorized to dispose of
such Assets through City recycling or disposal as
garbage. as appropriate.
38) The Manager of Procurement is authorized to determine
whether surplus City Assets retain any value.
39} In accordance with Policy No. 10.01 Disposal of Found Goods.
and the Delegation of Procurement Authority. Bylaw. the
Manager of Procurement is authorized to dispose of property
that has come into the custody and possession of the RCMP or
the City.
TRADE AGREEMENTS AND FOIPPA
TRADE AGREEMENTS
40) The Citis Procurement is subject to the obligations of the
following national and international trade agreements:
a) The New West PartnershiR Trade Agreement (NWPTA);
b) The Canadian Free Trade Agreement (CFTA); and
c) The Canada-EuroRean Union ComRrehensive Economic
and Trade Agreement (CETA).
41) ORROrtunities to bid on Procurements covered by the trade
agreements must be ROsted Rublicly, and comRetitions will
Rrovide a level Rlaying field for all bidders. ARRlication of
Rrotective Rolicies such as local Rreferences is Rrohibited. The
City of MaRle Ridge remains comRliant with the trade
agreements by ROsting its bid ORROrtunities on BC Bid, the site
designated in the trade agreements for the ROsting of British
Columbia's Rublic sector bid ORROrtunities.
FOIPPA
42) All Procurement documents, including guotations and
RroRosals submitted to the City become the RroRerty of the
City and are subject to the Rrovisions of the Freedom of
Information and Protection of Privacy Act.
43) Any unsolicited ProRosal received by the City is subject to the
Rrovisions of FOIPPA.
/\uthority: ~ Legislative -
A~P!~'!lc.li~--__ -~ _ ~9~_139JLGMT ______________________________ ----------------
~eFal Jl,4aRageFAdministration: □
AUTHORITY FOR PROCUREMENT TRANSACTIONS
44) Procurement must be conducted by gualified
Procurement City Staff to ensure the City is
Rrotected through clear contract SCORe Rricing,
contract terms and conditions aRRroRriate
contractor or consultant gualifications, adeguate
insurance and bonding, sound evaluation and
suoolier debrief orocedures involvement of leaal
□~ Effective Date: May
ooRa-1 2§,W2±
.... ··-·-----·--·-·-· ---------------·--_ .. ---{ Deleted Cells
-----· { Deleted Cells ---------------------------------------
counsel as reguired, and police information checks
as needed.
45) Procurement Cizy Staff are authorized and
responsible for:
a) conducting or facilitating Procurement;
b) ensuring that all Procurement transactions
are carried out in accordance with this
Policy and are conducted ethically and in a
professional manner that support
openness and transparency according to
standard Procurement Procedures·
c) entering into, or facilitating, contracts on
behalf of the Cizy; and
d) disposing of surplus assets (excluding Real
Property).
46) City Staff who have delegated authorizy through
Council may commit the Cizy to any Procurement
of Goods, Services and Construction within the
prescribed authorization limits of this Policy and
are responsible for ensuring that their
Procurement is carried out in accordance with this
Policy.
47) City Staff involved in Procurement activities must
clearly understand their obligations and
responsibilities under this Policy and should
consult with the Procurement Department in
respect of any guestions regarding the application
or interpretation of this Policy, procurement
processes or any relevant procedures.
48) Procurement Cizy Staff may delegate discretionary
or one-time, non-repetitive Procurements to other
Cizy Staff. The Procurement must be conducted in
accordance with this Policy.
49) All Procurement must be within the scope of the
Council-approved budget and Financial Plan
which includes the approved Capital Plan, and be
authorized by the appropriate authorizy. No
expenditure or commitment shall be incurred or
made, and no payment shall be paid unless
orovisioned within the annroved Financial Plan
and in accordance with the Delegated Authori~
limits.
50) AnY., Goods, Services and Construction must be
d ulY.. received b'f.. the CitY.. as exgected grior to
gaY.,ment being made, or according to alternate
gaY.,ment terms as aggroved b'f.. the Manager of
Procurement.
51) The authorization for Procurement transaction
limits are set out in the Magle Ridge Delegation of
Procurement Authori~ BY.,law and are listed for
reference in Aggendix "A".
52) Other than in an EmergencY.,, Procurement must
be in accordance with the Council aggroved
Financial Plan, which includes the aggroved
Cagital Plan, or a funding strategY., aggroved b'f..
the Chief Financial Officer before Procurement
begins.
EMERGENCY PROCUREMENT
53) The CAO maY., aggrove a Procurement outside of
this PolicY.. in the following situations:
a) When strictlY.. necessa[Y.. if, for reasons of
extreme urgencY., brought about b'f..
events unforeseeable b'f.. the CitY.. where
the goods or services could not be
obtained in time using the standard
Procurement Procedures;
b) When the CitY.. is under a "declaration of a
state of local emergenc'f.." as defined in
the Emergenc't, Program Act RSBC 1996
c. 111 as amended or reglaced from time
to time.
{Administrat Signature Date Signed
ion Only) {Council)
Resolution
No.:
APPENDIX "A"
DELEGATED PROCUREMENT AUTHORITY LIMITS
The delegated Procurement authority limits are as stated in the Delegation of Procurement
Authority. Bylaw.
Deleaated Sianina Authoritv and Concurrina Sianature* Deleaated Authoritv Limit
Chief Administrative Officer and Director of Finance (CFO) Over $750.000
Deoutv Chief Administrative Officer and Director of Finance (CFO) Up to $750.000
Director and Manaaer of Procurement Up to $200.000
Deoutv and Manaaer of Procurement Up to $150.000
Manaaer Up to $ 75.000
*Concurring signature required for Procurements $75 000 and over.
1. Services and Construction Procurement is subject to the same policy as materials. equipment
or supplies Procurement. The total value including any Contingency allowances and all
extension options throughout the entire agreement duration. determines the authorization
required.
2. Delegated authority also authorizes the position to execute Contracts regarding such
Procurement transactions. or a Procurement transaction that has been approved by an
Authorized City Staff in accordance with the Bylaw. accompanied with a concurring signature
or signatures when applicable.
3. Written Contracts are to be used despite the dollar value. when the Procurement is complex.
taking into account the level of risk to the City. Written contracts will be used in all instances
where there is required Contract security. performance monitoring project schedules. multi-
year agreements. and any Procurement issued through a Competitive Process. The form of
contract used will be determined by Procurement City Staff.
Change Orders may be issued by Authorized POLICY sv TEM.ENT:
This poliey will ensure that all Goods, Serviees and Construetion will be proeured in a eoR'tpetitive, fair
and open R'tanner that:
a) is efficieRt, acc01cmta0le aml ma.·imizes Best Vah,ie;
b) aElvaRees the Cit:, 's eemmitmeRt ts ecenemie, eR. iFeRmeRtal, aREI secial H!speRsiailit:,· ay
supporting the Purehase of Sustainable Goods and Serviees; and
e) meets the FeqHiFements efthe Cettrnrnnit:, CharteF, the Leeal Ge, ernmentAct, the Applicaele TrnEle
Agrnements, puelie seeteF eest prnctices anEI eempetiti. e eiEI~
Table of Contents
POLICY STATEMENT ....................................................................................................................................... 1
1. PURPOSE .............................................................................................................................................. 3
2. OBJECTll'E ............................................................................................................................................ 3
3. SCOPE ................................................................................................................................................... 3
q. INTERPRET{ITIOPJ ................................................................................................................................. q
S. PROCUREMEPJT PRIPJCIPLES ................................................................................................................. q
6. DELEGATED AUTl=IORITY FOR PROCUREMENTTRANSACTlmJS ........................................................... S
7. CONTIPJGENCY ..................................................................................................................................... S
8. PROCUREMENT METl=lOD .................................................................................................................... S
9. ROLES /\MD RESPOPJSIBILITES ............................................................................................................... 6
10. SUST/IIPJ{IBILITY ................................................................................................................................... 7
11. SUPPLIER CONDUCT MJD COPJFLICT OF lmEREST.. ............................................................................. 8
12. LOBBVIPJG ............................................................................................................................................. 9
13. PROPONENT DISPUTE RESOLUTION PROCESS ..................................................................................... 9
1q. SUPPLIER PERWRM/\NCE El'/lLU{ITlmJ ............................................................................................ 10
15. SUPPLIER DEBRIEFING ........................................................................................................................ 10
16. ETl=llCAL CONDUCT ............................................................................................................................ 10
17. DISPOSITlmJ OF SURPLUS /\SSETS (ElECe13t Lan Els) ............................................................................. 12
18. RELATED POLICIES, BVLA'NS AND GUIDES ......................................................................................... 12
SCl=l EDU LE "A" .............................................................................................................................................. 13
SCl=l EDU LE "B" .............................................................................................................................................. 17
SCl=l EDU LE "C" .............................................................................................................................................. 18
Doc No. 2786243 Page 2 of 38 Policy No. 5.45
1. PURPOSE
L ~ese ef this Peliey is te Eleli, er best e ,·ernll • al1:1e te the City fer the Pree1:1remeHt efGeeEls, Ser. iees aHEI
CoostruetieH. This will be iH aeeereaHe-e-wt-tl+--the ·al1:1es ef e1:1r eemm1:1Hity aHEI Ce1:1Heil as artie1:1lateEI iH
ooe1:1meHts s1:1eh as the Strategie Plan.City Staff within the scope of the Contract where the revised
Contract value does not exceed Authorized City Staff's delegated approval authority and
where the Contract will not exceed the expenditure budget for the project or works as
approved in the Financial Plan.
Dee ~le. 2786243 -P-age-,l-ef..a8 PeliEy ~le. §.4§
3
SCHEDULE "B"
EXEMPTIONS
The following expenditures are exempt from
In accordance with Delegation of Procurement /\uthority Bylaw No. 7711 2021, this Policy provides
for the delegation of certain Procurement authority, and outlines duties and responsibilities of the
various parties involved. It malws reference to related policies, bylaws and procedures to provide
guidance when imolved in the Procurement of Goods, Services and Construction, and related
Procurement activities.
2. OllJECTIVE
The objective of this Policy is to ensure that the Procurement is properly budgeted and authorized
in the Financial Plan, results in Best Value for the City and that best practices are utilized to engage
the marl~etplace, award and manage Procurement Contracts.
3. SCOPE
This Polisy a1313lies to anyone direstly or indirestly in ,·ol. ed in the Procurement ef--G-oods, 8er ·ises and
Constrnstion on beha-tf-Bfmethods contained in this policy:
a) Financial services including debt payment and insurance policy payments;
b) Payroll and payroll deduction remittances·
-3-:-ic) Revenue contracts requiring no financial investment or expenditure by the City;---aae
3.2 This Polisy a1313lies to the sale orDis13osal of8uffJlus Assets by the City.
3 .3 The 13rosurement methods reEjuired under Part I of 8shedule "C" do not a1313ly to the fello ·ing
and, the methods required under Part II of Schedule "C" apply solely to (I) and (m):
a. the borro ..-ing aed in, estiHg ofmoneJ;
b. re, enue Contrasts;
&.Q}the The rental, lease, purchase and sale of property, land or accommodation;
€1..§}membefS-hipsMemberships in professional and vocational associations and their publications,
conferences, conventions, and other professional and training activities including the directly
associated accommodations and travel;
e.fl_the 13urshase ofsubssri13tionsSubscriptions to newspapers, magazines or other periodicals;
tcg_)_ad.-ertisineAdvertising mediums such as newspapers and websites;
g. the Purshase of original v·orl's of art;
&.hL_health seuiees Health. dental. and social services expenses;
hll__ser¥iresServices provided by lawyers and notaries and payments to expert or factual witnesses
used in legal proceedings;
Doc No. 2786M3 Page--4--eMi Policy ~Jo. S.4S
4
j-;jLpurshase from aPayments to other public ooeysector entities or non-profit organi2ation,
erorganizations·
kl__employmentPayments for regulated tariffed Services e.g .. to BC Hydro or Fortis BC:
-k-cl) Employment Contracts;
h!!!L__Emergeney Purehases-:Payments reg uired by statute; and
!JOE ~JO. 2786243 Page li of ~8 Poliey ~Jo. SAS
5
m,.D.l_al-1.Afl other exemptions as stated in the Applicable Trade Agreement.
4. INTERPRETATION
4 .1 Sehed1:1le "A" eoF1taiF1s defiHitioFts of terms 1:1sed ifl this polis), dhieh are to apply 1:1nless the eoFtte,,t
ether .. ise req1:1ires.
4 .2 Sehed1:1le "B" eeHtaiHs A1:1th0rity fer Pr0e1:1remeBt TraF1saetioF1s.
~ed1:1le "C" eeFttaiBs Pree1:1renieHt ~ fothed.
4 .4 6 refereFtee to aHy statl:le, regHlatioH er Byla 'refers te that eF1aetFF1eAt as it may be ameFtded er replaced from
time te time.
4 .6 A refereFtee to the OperatioHal Prec1:1remeBt Procedttres meaAs separate .. 'fitteH proeesses aHd preeedttres
ge ·erniAg the prernremtmt of Goods, Ser,·ices aAd CoAstrnctieA that have beeA appro,,ed by th~
AdmiRistrati ,·e Officer, aRd iRclHdes ameAdmeRts thereto.
4 .6 This Pe lie) does Aet appl) to Pttrchases-er-ether emer0 eRe; respeRse aeti, ities ef the Cit) eeRdtteted t1Rder
a "deelaratieR ef a state ef loeal emergeAC)" as defiBed iR the emergeRey Program Aet, R.S.B.C. 1996, e.
111, as ameRded or replaced from time te time.
4 .7 If there is a coAflict bet> 1eeR th.is policy aRd Haple Ridge eHJ:ergeRcy Program Bylaw Ne. 0487 JQQ7, theR
emergeRcy Program Bylav· Ne. 01187 2QQ7, as ameRded or replaced from time to time, shall pre ,·ail.
5. PROCUREMENT PRINCIPLES
6.1 l>le Pttrehase shall be attthorized or iRcttrred 1:1Rless C01:1Beil has appro, ed a fliRdiRg settree fer the Pttrelrnse iR
t-he-ap171teable-F-ifl.a.Aci-a-l-P-Hlfl-0f.th~ly-;---Br---a-fll3re-v-a-l--i-s--bta-iflee-thr-oog-h----a----Baget--am-eflam0-R-t-preces-5-;
~-P-l:lfffif!-Se---sha-l-l---le--at1-the-r-i-ze4---er-i-A-Ct1Frea--eR----eeltalf-e-f..the--C--i-ty-MC~t--a-s-f)re-Yieed ifl th.is Pel-icy-eF-aS
other.,rise appro ,·ed B) Cettseil.
5 .3 No reqttiremeRt fer PHFchases shall be sttedi ,1ided iR a maARer desigRed to a"oid the applieatioR of aRy
J3ro. isieR ef this Polis;· er the-Gf)eratioRal ProcttremeRt Procedttres.
&a-v-iRgs are likely to--ae--acrue-ve4-th-re11-gh--the-P-reffi:lreFA0-R-t-e-f-OeoEls-a-Ra-Serviees jeiRtly wi-th-e-t-her orgaRizatteRS--afld
tsese eppertl:mities she Hid ee fltl-FSBed. BttyiRg GroHps ma) iR. el, ea • ariet) ofeBtities, iRclt1diR0 pHelie seetor, pri. ate
seetor aRd Ret fer profit ergaRizatieRs. This J30lie) pre. ides the attthorit) to the MaRager of PreeHremeRt er atttherized
delegate, to partici13ate iA Bttyiflg Gro1:1ps wheA it is iH the best ieterest of the Cit)· to do so. IA stteh cases, the
13rocedHFes set 01:1t b) the ageRey respoRsiele fer-t-he ,'eRtttre ,viii ee fellowed aAd Rot the fJFOcedttres set 01:1t iH this
Pe-I-icy, provided that the 13rocedt1res com13ly with all Applicaele Trade AgreemeAts aFtd the Cit)·'s legislati ,'e
reqttiremeBts.
6
9oc ~Jo. 2786243 Page 6 of ~8 Policy ~Jo. S.4.S
APPENDIX "C"
.§.4..
5.6 The City is s1c1b:jeet to the British ColmRbia FreeEloR1 of lRforrnatioR aREI ProteetioR of Pri aey 6 et aREI the
CaRaEliaR Free TraEle AgreeH1eRt aRe-€6f¼5i-aers--#le iRforrnatioR it reeei ,'es from SHppliers or other e,·ternal
13arties,tt1e-l-1c14i-Rg--resf)0RSes-te-reE)-Hes-l-s-feF-Su13J'lly,-te-ee
DOE ~Jo. 2786243 Page 7 of ~8 Policy ~Jo. S.45
7
eonfidential information. The City will exereise reasonable eare to protest the eonfidentiality of
that information.
5.7 All City departmeRts--wi-lke--B13e-ra-te---m---#ie----P-tirehase-ef---sHpftlies by sim13lifyiAg aAd~dardiziAg li-k-e
reEJuiremeAts, , rhere ,·er 13essible. E .rel)' effert will be made te reduee the IJ'13es aAd kicAds ef 13red1:1ets 1:1sed
te-the smallest A1:1mber iA erder te mirumize iA ,'estmeAt aAd marimize • al1:1e te the Gil]'. "sy staAEl-ara----er
staAdards related meas1:1re that the Gil]' ade13ts er maiAtaiAs ?'ill Rel be mere trade restrietiye thaA Aeeessaf)'
te--aehie, e its legitimate ebjeetiyes.
5.8 Me :P1:1rshase sl'lall be made by the City fur tl'le perseAal 1:1se ef eleeted effa1~a-l5,-ap130iAted Offieers, er
Em13l0yees er tl'leir immediate families e.rne13t as 13re,·ided iA tlqis Peliey, a Gil]· agreemeAt, a City 13elieJ er
0-!AerwtS&-aflj:lFe\'tla--ey--GooAetk-
~e by tile City-sha-l-l---l3tHl'li\6e frem aAy eleeted effieials, a1313eiAted Offieers, Em13leyees er-thetr
inqmediate families er frem aAy etl'ler s01:1rse that .. 01:1l d res1:1lt iA a eeAfliet sf iAterest.
5.10 Em13l0Jees .. l'le l'la.e eeeA dele0 ated a1:1tlrnri!J ts eemmit Gil] fuAds aAd tl'lese Em13leyees .. he are
res130Asiele fur eer130rate Assets ..-ill aeide ey the Cede efEthies, as deserieed iA this 1301:ieJ, aAd as it a1313lies
te-their d1:1ties 13erfuFB1ed fer the Cit). Refer ts the Cede sf C0Ad1:1et PelieJ ~le. 30.18.
6. DELEGATED AUTHORITY FOR PROCUREMENT TRANSACTIONS
6.1 IA aeeerdaAee ·ith Eyla,' ~fo. 7711 2021 Dele0 ati0A sf :Pree1:1remeAt "1:1tl'leri1J·, the a1:1tl'lerizati0A fur
P-ree1:1remeAt traAsaetieA s13eAdiAg limits are listed fer refereAee iA gel'led1:1le "6" Delegated Pree1:1remeAt
A1:1tl'lerity Limits.
6.2 Otl'ler tl'laA iA emergeAeies, Pree1:1remeAt traAsaetieAs must ee alleeated aAd ap13re ,red bJ C01:1Aeil iA
aeeerdaAee \\ ith the FiAaAeial PlaA eefe-re-P.FeeuremeAt eegtmr.
7. CONTINGENCY
7.1 Tl'le 13rejeet maAager , rill iAel1:1de a eentiHgeAey 013ti0A .. l'leA eeAsideriAg the "1:1tl'lerized "1313m ,'al Limits
aAd the 13ereeAtage amOHA! .. ill be 01;1tliAed .. heA eetaiAiAg the a1313re, al ts PHFehase er, .. l'leA a1313lieable,
01;1tliAed iA Re130rts ts C01:1Aeil vrheA aA a 'ard is reeemmeHde4
8. PROCUREMENTMETHOD
, • • o e c-ess-i-s
13reporti0Aate ts tl'le beAefit reeei ,·ed.
8.2 Preeuremeflt metheds m1;1st ee seleeted iA aeeerdaAee ,.rith the fells ..'iAg taele aAd the 13rneess set 01;1! iA
gehed1;1le C Pree1:1remeAt Hetl'led~
Page 8 ef ~8 Pelicy ~Je. s.qs
8
ES+IMA+EI> +R,O,~JSAG+IG~I GGS+ I MH-HOO
GGG9S A~m srnVIGES
l::ess tt:lan $§,QQQ I 9ireet 1\.ward
l::ess tt:lan $7§,QQQ I Written Q1:1etatien Preeess
Greatertt:lan $7§,QQQ I ferFftal GeFftf3etitive Preeess
GmJS+Rl:IG+IG~J
l::ess tt:lan $2QQ,QQQ I Written Q1:1etatien Prneess er ferFftal
GeFftf3etitive Preeess
Greater tt:lan $2QQ,QQQ I ferFftal GeFftf3etitive Preeess
~Jete: M1:1lti year agreements, inel1:1ding ef3tiens te renew, are dellar val1:1e aee1:1Fft1:1lative fer
deterFflining tt:le estiFflated transaetien eest and af3f3lieable tt:lrest:lelds listed abeve.
8.3 g1:1bjeet ts this Pree1:1re1f!eAt Pe lie) aAd .. ithiA estaslished a1:1therit), E1flpleyees sh01:1ld 1:1se Cerperate
P1:1rehasing Cards fer small dellar straightferward P1:1rehases sf Geeds aAd gervie@s, as direeteEI sy th@
P-reet1re-RHmt-Seetien---a-ad-i-A---aooer-aa-Aee-wi-th--the--P-t1relh1-se Card Pre i;-r-am---Preeeoores---a-Ad--G-ti-ide-Hfle&
8.4 Pett)' eash may se titilized fer appre,,ed erpeAdit1:1rns 1:1p ts $)Q.
9. ROLES A .. l\fD RESPONSIDD.,ITES
9.1 Cel.lfleil
It is tt:le rele ef Ge1:1neil te establisA f3eliey and af3f3reve tt:le flnaneial Plan and aFflendFflents te
tt:le finaneial Plan.
+Are1:1gt:l 9elegatien ef Pree1:1reFftent ,0,1:1tt:lerity-Bytaw ~Je. 77112Q21, Ge1:1neil delegates te Gity
Gffieem and EA9f3leyees a1:1tt:lerity te ine1:1r exf3endit1:1res in aeeerdanee witA tt:le af3f3reved
finaneial Plan aeeerdanee witA tt:le rnles and f3reeesses set e1:1t in tt:lis Peliey and tt:le
Gf3eratienal Pree1:1reFftent Preeed1:1res. Ge1:1neil will net generally be invelved in tt:le day te day
f3ree1:1reFftent ef3eratiens er individ1:1al eeFftf3etitive Pree1:1reFftent f3F9Gesses, b1:1t Fftay f3F9Vide
strategie direetien and g1:1idanee en Fftajer we:ieets wier te tt:le eeFflFfleneeFflent ef tl=le
oom-petitive f3ree1:1reFftent f3reeess.
9.2 Offieers aAd Empleyees
Sf3eeifie resf3ensibilities f3ertaining te all stages ef a Pree1:1reFftent f3F9eess, freFfl tt:le initial
identifieatien ef req1:1ireFftents tt:lre1:1gt:l te tt:le FftanageFflent ef Gentraets witA Sl:lf3f3liers, are
detailed in tt:lis Peliey and tl=le Gf3eratienal Pree1:1reFftent Preeed1:1res. In additien, tt:le general
reles and resf3ensibilities delegated te Gity Gffieers and EA9f3leyees are set e1:1t belew.
9.3 ChiefAdmiAistrati , e Offieer (CAO)
+Ae GAG, Gf3f3einted bJ' Ge1:1neil f3l:IFSl:lantte tt:le GeFftFftl:lnity Gt:larter Seetien 147, is resf3ensible
fer ens1:1ring tt:lat staff adt:lere te f3elieies and bylaws ef Ge1:1neil.
t)ee Ne. 2786243 Page 9 sf ~Ii PeliEy ~le. S.4S
9
9.4 GeneFal MaRagm (GH)
General Managers are responsible to ensure that their requirements for deliverables are met
in aeeordanee with the prineiples and objeetives of this Poliey. They will also ensure that their
departments eomply with this Poliey and the Operational Proeurement Proeedures and will
eneourage sound proeurement praetiees. Appropriate edueation and training will be provided
to Employees involved in Proeurement aetivities.
9.5 DiFeet0r 0fFinanee
The Direetor of F"inanee, appointed by Couneil pu rsuant to the Community Charter at Seetion
149, is responsible for developing and maintaining polieies and proeedures for City
Proeurement proeesses.
-9-a-e-M-aflager 0f Prneuremeat
It is the role of the Manager of Proeurement to lead and oversee the City's Proeurement
operations. Responsibilities inelude:
a. Devel013ing Prne1:1Fement strategies and e0ntiR1:1ally anal) zing b1:1siness FeEJ1:1in;iments and s13ending
13attems t0 identify 0pp0Ft1:1nities for strategie s01:1rning;
b. Researeking, de. el0pinb, 1:1pdating and e0mnmnieating Prne1:1rement prnt0e0ls,
proeed1:1Fes, templates an4--fflet-lIB~
G. Addrnssing any iss1:1es 0F e0neerns tkat aFise in F@speet 0f a Prne1:1rement prneess and seehng
g1:1idanee, s1:1pp0rt and advise 0f legal e01:1nsel, as F@Ejl:lirnd;
d. Prn. idiRg apprnpFiate 0Fientati0R, tmining and t00ls t0 Empie) ees in ,rel, ed in prnemement aeti, ities;
aM
e. Disp0siti0n 0f g1:11•pl1:1s Assets.
9.7 Prne1:1rnmeRt geeti0n Empl0yees
Employees of the Proeurement Seetion are responsible for eomplying with this Poliey and the
Operational Proeurement Procedures and will ensure protoeols and procedures are applied
eonsistently. Proeurement Seetion Employees must elearly understand their obligations and
responsibilities with respeet to this Poliey and the Operational Proeurement Proeedures and
its applieation. They should eonsult with the Manager of Proeurement in respeet of any
questions regarding their applieation or interpretation.
9.8 Empl0yees
/\II City Emplo,'ees are responsible for eomplying with this Poliey. Employees involved in
proeurement aetivities must elearly understand their obligations and responsibilities under this
Poliey and the Operational Proeurement Proeedures and should eonsult with the Proeurement
Seetion in respeet of any questions regarding the applieation or interpretation of this Poliey,
the Operational Proeurement Proeedures or any relevant proeedures.
10. SUSTAJN.\BR,ITY
The City reeognizes its responsibility to minimize negative impaets on human health and the
environment while supporting a diverse, equitable, and vibrant eommunity and eeonomy. The City
also reeognizes that the types of Goods, Serviees or Construetion that it Purehases have inherent
10
Qoe ~Jo. 2786243 Poli€'; ~lo. S.4§
sooial, hl:lman health, environmental, and eoonomio impaots and that it shol:lld mal<e pl:lrohasing
deoisions that embody its oommitment to sl:lstainability.
In aooordanoe with this oommitment, Employees mal<ing Prool:lrement deoisions shol:lld talm into
aoool:lnt where appropriate the following sl:lstainability faotors:
• ER ,riresmtmtal faeters te be e0Rsidered--i:neh,1de, but are set limited te, the lifeeyele assessmeRI ef pellutaRI
releases; te,·ieity, espeeially the use efte.tie ehemieals; daste geReratieR; greenheuse gas emissieRs; eRergy
e0Rsumpti0R as deseribed iR the City's Peliey :Ne. ]0.0'1 ERerg, Peliey; depletieR efRatural reseurees; aRd
impaets eR biedi ,·ersity.
8eeial faeters te be eeRsidered iRelude, but are Rel limited te, humaR health impaets; suppert ef eemmuRity
soeial pregra1fls; and ethieal seureing staRdards (e.g. the lRternatieRal Labeur OrgaRi2:ati0R's prehibitieR BR
ehild labeur).
•-------F+Ratieial faeters le ee eeRS+t!ered iRelude, but are RBI limited le: predHet-j3erfermaRee aRd eiuality; life eyele
eest assessmeRI; le, eragiHg eppertuHities; impaet en health aHd safe!:, eests; iHereasiH6 eperatieRal aHEI
eeooemie effieieHeies.
~ONDUCT AN D--WN-f41C----T---OF----I
The City reql:lires its Sl:lppliers to aot with integrity and oondl:lot bl:lsiness in an ethioal manner. City
Emp loyees shol:lld refl:lse to enter into oontraots with any Sl:lpplier when the Employee is aware
that the Sl:lpplier has engaged in illegal or l:lnethioal bidding praotioes, has an aotl:lal or potential
oonfliot of interest or an l:lnfair advantage or fails to adhere to ethioal bl:lsiness praotioes.
Illegal or Unethioal Bidding Praotioes
Illegal or l:lnethioal bidding praotioes inoll:lde:
a. bid rig6iRg, prise firiHg, eriee1y er eellusieH er ether eehaviers er praetiees prehieited ey federal er
pre, iHeial statutes;
b. efferisg gifts er fa ,rers te Cit:,· Offieers, Empleyees, appeiHted er eleeted effieials er aHy 01-oof
represeRtali"e efthe Cit:,·;
G. engagiHg ifl 8fl) prehibited eemmuHieatieHs €luring a PreeuremeHt prec~
d. submittiRg iHaeeurate er misleadi:ttg iHfermatieR ifl a Pree1:1:remeRt preeess; aRd
e. eRgagiHg iR BR) ether aeti, it:,· that eempremises the Cit:, 's aeility te FUfl a fair preeuremeRI preeess.
The City will report any sl:lspeoted oases of oolll:lsion, bid rigging or other offenses l:lnder the
Competition /\otto the Competition 81:Jreal:l or to other relevant authorities.
Confliot of Interest
All Suppliers partioipating in a Proourement prooess ml:lst deolare any peroeived, possible or aotual
oonfliots of interest.
The term "Confliot of Interest", when applied to Suppliers, inoludes any situation or oiroumstanoes
wJ:tew.
Dec ~le. 2786243 Pelicy ~le. S.4S
11
a. iR Hie eente. ·t ef a 13rneuremeRt 13rneess, the Su1313lier has an UR fair ad ,'aRtage er eRgages iR eeRduet,
directly, er indirectly, that may gin1 it an unfair acl~1antage, inelucling but Ret limitecl te (i) haviRg, er
ha-v-i-R-g-----a&-e-ss-te-,-c--eR-HeeB-t-ia-l-----mfermatioFt-----ef---the----Gity-----t-t---ts--H~t-----a¥-atta-b-l e te 0th er Sui7~1-iers,----W
cemmuniealing ,,-ith an~ 13ers0n ,. itli a , ie,. le influeneiflg 13referrecl keatmefll ifl the 13re6t¼feflrefH
13rneess (iRelucliHg but Ret limitecl te lebbyiHg ef cleeisiefl makers ifl, el, eel ifl the 13r0curemeflt 13r0cess),
er (iii) engagiRg iR cef!cluct that c0m13remises, er eaR be seen te cem13remise, the iRlegrit) ef af! 013eR
~etiti .-e 13recuremeRI 13reeess er reRcler that 13reeess Hen e0m13etiti ,·e er uRfair; er
-9.-tfl-the ceRte,·t 0f13erfemiaF1ee un~eteRtial CeHtraet, the Su1313lier's ether cemmitmeRts, relati0Rshi13s
er fiRaAcial iflterests (i) eeulcl, er ceulcl be seef! te, e.,ereise aR i1'fl13re13er influef!ee 0, er the ebjecti, e,
trnbiasecl aREI im13artial e.·ercise ef its iHcle13encl1mt juclgemeflt, er (ii) ceulcl, er ceulcl be seen le,
e0m13remise, i1'fl13air er be iHc0m13atible v1ith the effective 13erfermance ef its cef!kaet=ual ebligatiens; aREI
G. , here a Su1313lier is retainecl le 13artiei13ate ifl the cle ·el0131'flent ef a selicitatieR cleeument er the
speetfieati.oHs fer inslusiefl ifl a selieitatiefl deeument, that the Su1313lier ,. ill fist be alls .. ed to res130-Ft&,
directly er iHclirectly, te that selicitatiefl.
Ethical Business Practises
In providing deliverables to the City, Suppliers are Ol(peoted to adhere to ethical business practises,
including:
&.-j31lffurmi-Rg-a-l-l--Ge-atra6fS---tfl----a-ret'essieflal af!d--w~etent---ma-fl:fle-r-a-Hd----i-fJ-a££0rdaflee-w-i-th--the---te-R-ns--a-Rd
ceHclitiof!s efthe CeRtract ancl the clut)' efhenest 13erfermanee;
b. e0m13lyiHg .. ith all a1313lieable la n'S, iFwluding safet) and laeffil-f-Waes-fbeth---eemestic and mternatienal
a-s-may-be a1313licaele); and
€-7-f)FO-\'tffiflg--wo½la€e5----tha-t-are---free---from--ha-r-a-ssmeRt-er--4serim-i-Aa-t-ioA-;-
12. LOBBYING
~Jo bidder/proponent/vendor er anyone involved in preparing Bids or proposals shall lobby any
elected official er City staff in an effort to secure a Contra et. During a rermal Competitive Process,
all communications are to be made through the City Procurement Section unless the procurement
document explicitly states otherwise. Vendors found to be lobbying fer a Contrast award will be
disqualified from consideration fer the procurement and may be disqualified from future
procurement opportunities.
ll--¥-ROPONENT l)ISJ>UTE RESOLUTION PROCESS
Unsuccessful Proponents that wish to dispute the selection and award of a competitive bid should
submit their concerns in writing or by email. City staff will review the information and provide
written aolrnowledgement of receipt of the dispute within 10 days, and fellow up with a mere
detailed response within 30 days.
12
Qee Ne. 2786243 Peliey ~Jo. S.4S
14. SUPPLIER PERFORM<\ NCE EV<\ LU;\ TION
Companies providing strategic services may have their performance evaluated to document either
particularly good performance of a real value, or problematic performance in some form.
Evaluations should also provide a means for companies to provide their feedbacl< to the City to
consider for future improvements.
Supplier performance evaluation records may be used to supplement a subsequent
prequalification process or to justify an award where it can be demonstrated that such records are
part of the evaluation process and criteria.
15. SUPPLIER DEB-RIEF-ING
VVhen a Procurement transaction is awarded using a formal competitive process, unsuccessful
Suppliers are entitled to a debriefing upon request to obtain feedbacl< on the strengths and
wealmesses of their Proposal.
The unsuccessful Proponent is expected to submit their request for a debriefing to the
Procurement Section representative, with in two weel<s of the City announcing the Contract a·Nard.
The format for conducting a debriefing will be at the City's sole discretion.
16. ETHIC<\ L CONl)UCT
16.1
16.2
16.3
Oee ~le. 2786243
Persenal Integrity and Pr0fessi0Ralism
Individuals involved with Procurement activities and authority must act, and be seen
to act, with integrity and professionalism. Honesty, care and due diligence must be
integral to all supply chain activi-ties---between organizations, Suppliers and other
stalmholders. Respect must be demonstrated for each other and for the en·,ironment.
Confidential information must be safeguarded. Individuals involved in Procurement
activities must not engage in any activity that may create, or appear to create, a confliGt
of interest, such as accepting gifts or favours, providing preferential treatment, or
publicly endorsing Suppliers or products.
CompliaRee
Employees of the City of Maple Ridge Procurement Section and those Employees who
have been delegated authority to commit City funds or participate in Procurement
activities and those Employees who are responsible for corporate Assets must abide
by this Gode of Ethics as it applies to their duties performed for the City.
Preeepts
Employees will not use their authority or office for personal gain and will see I< to uphold
and enhance the standing and image of the City of Maple Ridge by:
~dard sf iRte,;rity beyend repro-aeh in all their----bl:IWless
relatieRships 00th iRsiEle aREI 01:1tsiEle the Cit:,;
~-ef.ag Poliey ~lo. S.4§
1e.4
Qoe No. 2786243
b. festeriAg the highest staAdards of 13rsfessi0Aal eom13etemae amoAgst Em13loyees of the City;
c. 013timiziA0 the use ohesourees fer .. hieh the) are FeSJ30Asiele so as to 13ro .·ide the ma,<imum
eeHefit to the Gil);
d. eom13lyiAg .~ith the 13riAei13les, staAaaFds--afld 13olieies as the) a1313ly to the City o04a13le
Ridge aAd Couneil;
e. su1313ortiAg aAd eom13lyiAg ·.vith 13olieies aAd direetioA 13ro¾'ided ey CouAeil; aAd
f.a--rejeetiAg aAd deAOUA6iA5 BA)' eusiAess 13raetiee that is im13ro13er.
GuidaA€e
In applying these preeepts, Procurement Section employees and those delegated
Procurement authority or activities will follow the guidance as follows:
Decl-c,,·t:!."0,1 afl.1/e,·es/s
A-Ay--f3ersonal interests which may impinge or might reasonably be deemed by others
to impinge on a member's impartiality in a matter relevant to their duties should be
declared to their Manager. Where a declared interest exists, the Manager will in all
eases reassign the duties to another staff member.
Co,?f,de111.'al.'f) a,1dAcc1,,·ac) ofk,fe,·.,,e/io11
Information received in the course of duty must be respected and may not be used for
personal gain. Information given in the course of duty must be true and not designed
to mislead.
Compe!.'lio.1
'Nhile considering the advantages to the City of maintaining a continuing relationship
with a Supplier, any arrangements whieh might, in the long term, prevent the effective
operation of fair eompetition, must be avoided.
Modest hospitality is an unavoidable and acceptable courtesy of a business
relationship. However, the reeipients must not allow themselves to reaeh a position
whereby they might be or might be deemed by others to have been influenced in
mal(ing a business decision as a result of accepting such hospitality. The frequency
and scale of hospitality accepted should not be greater than the recipient's ability to
reeiproeate to a similar degree.
Sol.'eda/,'0,1, ,'1cceplm1ec o,· Ojfe,·,·,1g of Gijis o,· Do,1€.!.'o,1-s
In aceordanee with the City's Gode of Conduct Poliey ~Jo. 30.18, employees shall not
solicit, or aecept unsolicited donations of gifts, prizes or money from an,' person, firm
or corporation which is interested directly or indirectly in any manner in business
dealings with the City of Maple Ridge. This applies to all eharitable, soeial or other
eveflts.
Policy ~lo. S.4§
Nominal gifts received (cg: chocolates or small gift baslwts) may be shared by the
individual with their section or department, or donated to a local charity.
bffHily
/\sit relates to Procurement activ1B€&,-When in doubt as to what is acceptable, the offer
should be declined or advice sought from the appropriate department head or the
Manager of Procurement.
17. DISPOSITION Of SURPLUS "SSETS (E,·ce13t LaHEls)
for reference purposes on ly, and subject to the Delegation of Procurement /\uthority, Bylaw No.
77112021, if a Manager has identified surplus City /\ssets which are not useful to any City
Division, and which retain some value, then:
-,,.i.---tl-HAe--Ma-lIBgeH)-f..l1i=ewrement is aHtherizeEI te Elis13ese-ef.s.Hrpl1o1s City Asse~et:i~r-fuf
, al He threttgh traEle iA er aHether femrnl er iHfermal 13reeess; er
ii. the Cl~ief 6 El1flinist:t:ative Offieer is aHtherizeEI te a1313re, e that the s1o1r13l1o1s "ssets be-e-i-spesea-e-f.-ey
ElenatiHg them, dith01o1t c0m13eHsatci0H, te aH) H0A 13refit c0r13Gr-ati0H, ass0ciati0H, er eHtity; er
iii. the HaHager is aHtherizeEI te Elis130se ef sHch 6 ssets threHgh lflHHici13al recycliHg er gareage
Elispesal, as ap13repriate.
The Manager of Procurement is authorized to determine whether surplus City Assets retain any
~
In aeeordanee with Poliey ~Jo. 10.01 Disposal of i;:ound Goods, and the Delegation of Procurement
Authority, Bylaw ~Jo. 77112021, the Manager of Procurement is authorized to dispose of property
that has come into the custody and possession of the RCMP or the City on behalf of the City.
18. RELATED POLICIES, BYLAWS AND GUIDES
• gyla"' 1'fo. 7711 2021 DelegatieA ef PrecHremeHt A1o1th0rity
• g) la,,. 1'10. e4 87 2007 Emergency PreJram
• Pelicy Ne. ;JO. I 8 C0Ele 0fC0Hdoo
• Pelicy Ne. I 0.0 I Dispesal 0ff0HHEI Geods
• P1o1rchasing Cars Pregram ProeeEIHres aHEI G1o1iElelines
O13erati0Hal PrecttremeHt Proee<fores
Dee ~le. 27862'13 Peliey ~le. SAS
SCIIEIHJLE " \"
DEFINITIONS
::Applicable Trade Agreements'--' means NWPTA, CFTA, CETA and any similar domestic and
international trade agreements that come into force from time to time to the extent applicable by
their own terms to municipalities in British Columbia, and includes amendments to those
agreements.
Assets~ means, without limitationL supplies, equipment, furniture, fixtures, machinery, IT
Assets and vehicles, but does not include real property.
Authorized Sta-ff.!Employee means the person responsible and authorized to ~Procure
Goods and Services within the authorized limits as set in this policy.
Best Value'-' means the optimal combination of, Total Cost, performance, qualifications, and factors
related to sustainability and social goals, as determined in accordance with specific criteria and
weighting for each criterion established by the City for the applicable Purchase.
Bid'--'---i-nek!Eles means a written fe·Fma-1-submission in response to a Competitive Process inviting the
supply of Goods, Services and Construction.
Bidder means a Supplier that submits a response to a competitive bid.
Buying Group" A 1:mying grnt-1fJ eensists sf means two or more members that combines the purchasing
requirements and activities of the group into a joint Procurement process. Buying groups include
cooperative arrangements in which individual members administer the Procurement function for
specific Contracts for the group, and more formal corporate arrangements in which a corporate
entity administers the Procurement for group members. Buying groups may involve a variety of
entities, including public sector, private sector and not-for-profit organizations.
"GITA" means the Comprehensive Economic and Trade /\greement entered into by the Government of
Canada and the European Union (EU) to the extent applicable by its own terms to municipalities in
British Columbia, and includes amendments to that Agreement.
"CFTA" means the Canadian i;;ree Trade Agreement entered into by the governments of Canada, the
Provinces of Canada, the ~JorthwestTerritories and Yulmn to the ei<tent applicable by its own terms to
municipalities in British Columbia, and includes amendments to that Agreement. CFTA establishes
general rules regarding open and non discriminatory access to Procurements, exemptions to those
general rules, and other Procurement procedures that apply to the City.
"City" means the municipality of the City of Maple Ridge.
City means the City of Maple Ridge.
City Staff means any person employed by the City or any person who has been assigned or hired
to act on the City's behalf.
Change Order'-' means a Contract amendment changing the Construction or Services provided
under the Original Contract, including but not limited to specifications, scope, schedule or price.
Dee ~le. 2786243 Peliey ~le. 5.45
Chief Administrative Officer~ (CAO) means the person holding the position of the City Chief
Administrative Officer, or their designate.
Contingency" Centingeney allev•anees JlFS.'ide means a monetary allowance that provides project
managers with discretion to meet a requirement that is not perfectly defined.
Competitive Proces~ means a fair and open competition based on functional and generic
specifications.
Construction~ means a construction, reconstruction, demolition, repair, improvement or
renovation of a building, structural or other civil engineering or architectural work and includes site
preparation, excavation, drilling, seismic investigation,--the su13JJI) efJJreduets and materials, the SUJJJJIY sf
efj-UifJffieH-t--afld-m-ael-1mery--i-f--t-hey-a-re--tnel-uded---tti---atid--tfleideR-tal----te---e--€eftStrUetien,----a-oo-tRe-i-nst-al:l-at&n-a~~
does not include the routine operation, routine repair, or routine maintenance of an existing
infrastructure, facility, structure, building, or real property. The procurement of goods or services
outside the scope of a construction contract is not a procurement for construction, and are subject
to the thresholds applicable to Goods or Services.
[Jee ~le. 2786213 Pelicy ~le. 5.15
fixtures of a building, strueture or other eivil engineering or arehiteetural worl(, but does not inelude
professional eonsulting Serviees related to the eonstruetion Contrast unless they are ineluded in the
Proeurement.
"Centrast"
Contract means an agreement in writing or verbal commitment between the City and one or more
parties which create obligations that are enforceable or otherwise recognizable at law.
Council~ means the elected Council of the City.
Deputy~ means anEm13le)eeefthe.9....City Staff member holding a position as a-Deputy Fire-Chief,
Ger-perateCent:reller Administrative Officer, Deputy Corporate Officer, Deputy Fire Chief. Deputy
Director, or their designate.
"Direst 6 wan:l"
Discretionary means a Supplier is invited by the City to negotiate and/or sign a Contract for low
value Goods or Services, without going through a Competitive Process. A Direst Aware san be a Lew
Val1:1e P1:1rehase, Sele Se1:1ree er Single Se1:1ree, 01:1t a sem13etitien is net reEfuires.
Director~ mean~ an Empleyee eftheg City Staff member holding a position as a Director of a City
Department, Moo-isi13al Engiim rCorporate Officer, Chief Building Officer, Chief Financial Officer, Chief
Information Officer, Fire Chief, or their designate.
Dispos~ or ::Disposition~ means to transfer by any method including assign, give, sell, grant,
charge, convey, Lease, divest, dedicate, release, exchange, alienate or agree to do any of those
things;
"Employee" means an Emp loyee of the City of Maple Ridge.
Emergency Purchase'-'--A means a Purchase made due to an unexpected and urgent request which
may affect the health, safety, environment, life and or property, or the welfare of the public.
Immediate acquisition of Goods or Services is essential to provide community service, prevent
serious delays, injury, further damage or to restore or maintain minimum service.
Executive Director~ means an Empie) ee eftheg City Staff member holding a position as an Executive
Director of a City department or their designate.
Financial Plan~ means the Financial Plan Bylaw as adopted by Council.
Formal Competitive Process~ means a public Procurement process that is competitive, open,
transparent, non-discriminatory and compliant with the laws of competitive bidding and
requirements of the Applicable Trade Agreements.
"General Manager" means an Employee of the City holding a position as a General Manager of a City
division or their designate.
Goods and Services~~ means. without limitation, Construction, supplies, equipment,
furniture, fixtures, machinery, IT Assets, software, vehicles, insurance, Employee benefits, labour and
materials, maintenance, services, but does not include real property.
IT Assets~ means personal computers, computer servers, fax machines, cellular telephones and
other handheld devices, printers, scanners, copiers and other multi-functional information
technology equipment, together with any power supplies, storage media, user manuals, operating
Dec ~le. 2786243 ~18Jrt_~8 Pelicy ~le. §.4§
systems, software, firmware, peripherals and documentation relating to or incorporated within any
of the foregoing items.
Joint Procurement Venture!! means a group of two or more public entities which combines the
13urehasin;::procurement requirements and activities into one joint P-w=£haseProcurement process.
Leasec! means a Contract by which the City is granted the use and possession of personal property
for a specified period of time in exchange for payment of a stipulated price (including a price of
$0).
Doe No. 2786243 PoliE'{ ~lo. S.4S
Manager!! means aR f:mpleJ ee efthe City Staff member holding a position as a Manager,
Superintendent. or Assistant Chief of a City seetieHDepartment or their designate.
Manager of Procurement!! means the person holding the position of Manager of Procurement, or
their designate.
N'NPT/'." means the New West Partnership Trade /\greement entered into b':,1the governments of British
Columbia, Alberta and Sasl~atehev-1an to the extent applieable by its own terms to munieipalities in
British Columbia, and ineludes amendments to that Agreement. In some respeets, ~JWPTA establishes
more stringent general rules than CFTA regarding open and non diseriminatory aeeess to
Proeurements, and narrows or eliminates eertain mwmptions otherwise available under CFT/". to the
general rules.
Officer:2 means a person appointed the position of Officer by way of a City Bylaw.
~Procurement:2 means the acquisition by any means, including by Purchase, rental, Lease or
conditional sale, of Goods, Services and Construction. For the purposes of this Policy it does not
include the purchase or sale of Real Property. It includes contracts, purchase orders, change orders
credit card purchases. and verbal or e-mailed arrangements.
"PrnpeReRt"
Procurement Employee means an Employee of the City employed within the Procurement Section
of the Finance Department.
Proposal means a &w~ier that s1:1bmits awritten submission in response to a OOfflfJet-i-!we-eiaCompetitive
Process inviting the supply of Goods, Services and Construction.
Purchase:.! means the acquisition by any means, including by purchase, Contract rental, Lease or
otherwise of Goods, Services and Construction by the City, but does not include:-W expenditures
in any form of City assistance such as grants or leaRs; er (b) provision by the City of Goods and
Services to other persons or entities.
Purchasing Card:.c means the corporate credit card issued to an Employee for the purposes of
purchasing and paying for small dollar transactions within their established authority in accordance
with the Purchasing Card Program Procedures and Guidelines.
"OperatieAal
Procurement Procedures:2 means the Wfi.tteR--praoos-se-sstandard competitive process and procedures
governing the Purchase by the City of Good5-afle, Services tl'lat ha11e beeA appre ,·eEI by the Chief
AamiAistrati, e Offieer, aAEI iAel1:1aes ameAameRts therete.Jnd Construction.
~Quotation:2 or ~Quote!! means a verbal or written submission from a Supplier in response to an
Invitation to Quote.
"Serviees" means useful labours that do not produee a tangible eommodtty.
"Ser ·iee Pre11iEler"
Real Property means land with or without improvements or buildings, or an interest in land,
including any right. title or estate in it.
Services means any provision of labour or intellectual effort, such as consulting, professional or
maintenance, but excluding Construction.
Qee ~le. 2786213 ~ao_&as Peliev Ne. 5.15
Signing Authority means the ooffif™lj'+person that is hired 1c1Ader aR AgreeH'Hmt er CeAtraet(5) authorized to
~~sign and execute the contract on behalf of the City.
Single Source~ means a Contract directly awarded to a supplier, without a Competitive Process,
where other pe-teH-ttal-spotential suppliers may be available. However, due to defensible conditions, a
Competitive Process was waived.
Sole Source~ means a Contract directly awarded to or negotiated with a sole supplier, without a
Competitive Process. With a sole source, it has been demonstrated thre1c1,,h a Netiee eflAteAt te CeAtreet
er ether meaAs, there is only one capable and available supplier.
Supplier~ means a company which supplies Goods and Services to another company.
::Supplier Performance~ and Conduct means measurable indicators that can be tracked to
assess predetermined Contract performance goals. Supplier performance can include subjective
evaluations of the supplier by CITY steffCity employees during the performance of a Contract.
Term~ means:
E:lee ~le. 2786243 ~21_tl38 Peliey ~le. SAS
i. in the case of a Contract for a Purchase, the initial term of the Contract, not including
any optional renewal term; and
ii. in the case of an optional renewal or 1:1AfereseeA extension of a Contract for a Purchase,
the renewal term or extension period of the Contract, not including the preceding
periods.
!.'.Total Cost!.'. means the sum of all costs, including all contingencies and applioablenon-
recoverable taxes (except credits against such costs, such as trade-in values on existing Assets,
and amounts subject to City recovery, refund or rebate under applicable sales tax legislation) that
are to be paid by the City during the Term for a Purchase of Goods and Services. For greater
oertainty, theThe Total Cost for a particular Purchase made by a Buying Group in which the City
participates is only that portion of the cost attributable to the City (not the entire cost to the joint
proourement).
Doe ~Jo. 2786243 Poliey ~Jo. S.4S
±.
SCHEDULE "B"
Procurement).DELEG0 TED PROGUREMEMT 0UTMORITV LIMITS
-Pesffi0A Delegated Approval Authority Limit
City Couneil $7sG,GGG ans aseve
Chief .'\Elministrative O#ieer blp to $7sG,OOO
General Manager blp to $sOG,GOG
f)i.reetef blp to $200,000
~ blp te $1§0,000
MaHa-gef l:Jp te $ 7s,GGO
· At is sHb;jeet to _the same polie? as materia_ls, eEjHipmeAt or supplies ProeHremeAt. The aAAHal
2. Delegat~El-appro ,·al aHthorit) also aHtlrnrizes the positioA to eJ,eeHte CoAtraets iA r r
traAsaet10As, or a ProGHremeAt traAsaetioA that has eeeA appro"ea ey a1rnther E I e~a ~ to sHe: ProeHr_emeAt ~ mp 0; ee IA aeeor aAee with the
~\l'ritteA CoAtraets are to ee Hsoo-whe h p · · limitea to: CoAtraet s~~ t eroe~remeAt_1s eomple,., aesp1te the aollar .ralHe iAelHaiAg eHt Aot
ProeHremeAt issHea throHgh, a Competiti .~e ~::::osr~.Ag, pr0:Jeet seheaHles, loAg term agreemeAts, aAa aAy
4· Cl;;iai;;i~e1 .. Grd@r5 Fl9ay b@ isnrnd b?· 013tl;;i@ri2:@d Staff .. ithiA the seope of the CoAtraet .,rhere the re •isea =' al~e ao;.s AOtf)e,;eea AH!Honzea Staffs aelegatea approval aHthorit; aAa • 'Here the CoAtraet ,.iill Aot
' e e,.peFI irure u get for the prejeet or Yorl's as appro. ea iA tl~e FiRaAeial Plafl. "
PoliEy ~lo. 5.45
l
1 t
l
J
-" -~
··
~
..
~
·_
-I H
!H
I
j
l
I ( Ju
I j
.
J J J J
I
!
j
~
I
l
3. HEDIUHV6LlJ.E GOODS 61'ID SER'qCES PURCM6 SES (greater tAaR $20,000 aR~
$75,000) and CmJSULTl~JG SERVICES (between $50,000 and $75,000)
a. 6 pplieatieR
This method-w-i-l-l--ae-te4-fef-Goods or 8ervic-es-J::\aving a value greater than $20,000 and less
than $75,000, and Consulting 8ervioes greater than $50,000 and less than $75,000, required
for a one time (non repetitive) Proourement.
b. Preeess
I.
II.
Ill.
Befere iRitiatiAg tAe traAsaetieR Empleyees must be, er eRsure they tiave reeei,.eEI appreval
*m;----th e-A-ut-hemea-&ta-ff
Three writteR Quotes-(i.e. email, fa1t, letter) will be oota-i-ReEI frem a miRimum ef three EliffereRt
suppliers (if pessible).
All suppliers , ill reeei ,re the same QuetatieR iRfermatieR; UflEI
IV. " II Quete EleeumeRtatien will be submitteEI , ·ith the--appreva-l---ffi purehase ferm.
\l,--A.utheri2:eEI Staff are-res-p0Rsible-fer-selee+Hlg-the-S-uppl-ie-H>A--tfle-b-asi-s--e-f.-Bes-t--¥a-l-ue---te--#ie--Gi-ty:-
VI. ",R appreval te puretiase ferm J'Flust be ereated by the ElepartmeRI requestiRg the Ge0Els---aru:l--8e-F¥-i-6e-s
PRIOR te the .. erk startiRg er ttie GeeEls beiRg erElereEI eAEI epprepriele EleeumeRtatieR must be
eelleeteEI (i.e. eertifieatieRs ef iRsuraRee, 1NerkSafeBC, ele.). ORee a CeRtraet er PureAase Orser
has be1m eempleteEI the v·erk eaR begiR aREI the Geo~~
VII. "utti
e-f--the---..vri-tteR-Q1:10t-a-t-i0n-pr-eeess---e-veH---theugh---the-v-att1e-et'.-the---traR-Sa€-ti-eR-i-s-less-~
sueh e ease, Autheri2:eEI Steff .. ill, iR aeeerElasee .. ith the pre. isieAs ef this seheElule, eeAtaet ttie
PreeuremeAt SeetieA.
VIII. Refer te the OperatieRal Pree1:1rem~flt-P-roeeElures fer aEIElitieAal iAst:ruetieAs.
<'I. CO:NSlP TING SERVICES (less tAaA $)0,00Q)
a.-AppH€l¼t½OO
This method will be used for proouring oonsulting 8ervioes valued at less than $50,000 for a
one time (non repetitive) Proourement. Multiple Quotes are not required for oonsulting
8ervioes under this value.
b. Preeess
I.
II.
Ill.
Befere iAitiatiAg the traAsaetieA Empleyees must ee, er tmsure they have reeei ·eEI appre ,ral frem,
the "utAeri2:eEI Staff.
A seepe ef .. erk BREI a prieisg prepesal must be ebteiAeEI frem the Ser. iee Pre. iEler.
AR appre. al te puretiase ferrn l'Flust be erea ·
eertifieates ef iAsHraAee, busiA
Pffij30Sfrh
IV. WritteR CeAtraets •.i,rill be requires fer CeRsultiAg Services greater thaR $20,000.
~t-he-Gpera-t-i-eaal-P-re&ure-RIBRt PreeeElures fer aEIEl-i-tienal iRstructiellS-:
OeE ~le. 2786243 PeliEy ~le. 5.45
5. COt> 4PLEX/ IDGM VALUE PURCI-IASES GOODS 1\ND SER\qCES (greater thaA $75,000) 1\ND
CONSTRUCTlml (greater than $200,000)
a. ApplieatieA
This method will be used for procuring complex Goods and Services (including consulting
Services) exceeding $75,000, and $200,000 for Construction.
&.-------Proeess
I.
II.
Ill.
Before iAitiatiAg the lraAsaetien Employees must be, er ensure they ha ,'e reeeived apprn ,•al
from, tile Autheri:z:ed Staff.
CeAtaet the PrneuremeAt Seetiea as early as pessisle in the plaAning stage. A formal
Cempetiti,10 Prneess will 00 reEJuired.
Refer ts the OperatieAal PrneuremeAt Prneedures feHedilienal instrnetiens.
PAR
'.f...II
1. Sil-lGLE "J'ID SOLE SOURCE PURCHASES
a. Applieatien
In the case where there is Single Source to supply a Good or Service or the decision has
been made to award to a Sole Source.
b. Prneess
I.
II.
/I V'FitteA erplanatieA, eemmenly referred te as a Sele Seuree JustifieatieA, m1c1st be prnvided te
the MaAager ef Prneurement te sup pert a Sele SeuFGe er Single SeuFGe te sup pert PuFGhases ever
~000. The CAO will give fiAal autheri:z:atien .
WritteH apprnval as deserised ia Sehedule "B" Delegated Prneurement Autheril:y Limits nrnst be
~i-v-ee-poor-te~r-eseeEl-i-A-g--Wi-tMl=i~e-:
-1-11 l+l.--i,R;...e!-l'fe~r➔t,o-the--GperatieAal PrneuremeAt Prneedures fur additional iAstmetieAs.
2. EHeRGENCY PURCHASE
cr.------Applreatioo
\r\fhen quicl< or immediate acquisition of Goods or Services is essential to restore or maintain
minimum acceptable levels of community service, or prevent serious delays, ifljury, further
damage or to restore or maintain minimum service.
&.-------Proeess
I. Ia aA emergeney the preparation, d0e1c1meatati0n aad analysis aspeets ef the us1c1al PrnGUfeffieflt
p serised iA tlliS peli . . e
~055lcb1&.--1c::ffa-l-ffiltooJ=t.cal:IBH--wtH-13e----aeeei3tae>le--i¼5--tleseHBe4-lJ~ffi{!jE!-tlJ-€~~c)elt~etl
II. 6 II normal pHFGhasiAg deeurnentatiea aad reporting, G0Hlplete with signed a1c1th0ri:z:ati0ns as
reEJ1:1ired te be eempleted as seen as pessiele after the erner.,ene) .
.J.l.h Refer te the Operational PrneuremeAI Prneedures fur additional instruetiens.
Doc#3650064 ___________ ~Pa=g~e26_gf_38 ______________ ~P=o=lic,.._
APPENDIX 8
MapleRidfe COUNCIL POLICY
Title: Procurement Policy
Effective Date:
May 25, 2021
Policy Statement:
Amended Date:
[TBD]
Policy No: 5.45
Supersedes: 5.45 (May 25, 2021)
Review Date:
2026
The City of Maple Ridge will conduct the Procurement of Goods, Services, Construction and asset
disposal in a manner that:
a) is fair, open, transparent and non-discriminatory;
b) ensures sound management ot and obtains Best Value for, public funds;
c) is cost effective and efficient for both the City and the public;
d) advances the City's commitment to economic, environmentat sustainable and social goals;
and
e) is in accordance with all applicable legislative requirements, obligations under trade
agreements, competitive bidding laws, procurement best practices, and the principles of
the Freedom of Information and Protection of Privacy Act, RSBC 1996, c. 25 (FOIPPA), and
all relevant City bylaws and policies, including this Policy.
Purpose:
The purpose of this Policy is to set out the authorization and competition requirements for
Procurement and asset disposal on behalf of the City, ensure that Procurement items are properly
budgeted for and authorized in the Financial Plan, which includes the approved Capital Plan, that
Best Value is achieved for the City, and that this Policy and best practices are followed when
engaging the marketplace and awarding and managing Procurement Contracts.
Scope:
This Policy applies:
a) to anyone involved in the Procurement of Goods, Services, Construction and asset
disposal on behalf of the City;
b) to the sale or disposal of surplus assets by the City; and
c) even if the City will be reimbursed for the expenditure, such as by way of a grant or
insurance claim.
All Procurement must be within the scope of the Council-approved budget which includes the
approved Capital Plan. Procurement must be authorized by the appropriate authority.
Nothing in this Policy delegates authority to individuals other than City Staff to enter into
Procurement transactions on behalf of the City, unless expressly authorized by the CAO.
Definitions:
Schedule "A" sets out the Delegated Procurement Authority Limits.
Schedule "B" sets out the Exemptions of Procurement Methods from this Policy.
Schedule "C" sets out the Definitions in this Policy, which apply unless otherwise stated herein.
Definitions of key City terms are set out in Schedule A of the Policy Governance Framework No.
3.09.
Any references to a statute, regulation, bylaw, or other policy refers to the most current
enactment, as amended or replaced from time to time.
Procedure:
PROCUREMENT PRINCIPLES
1) No Procurement will:
a) proceed unless the expenditure is in the approved Financial Plan, or approved through
a budget amendment process. Any budget amendments required must be approved
by Council prior to entering into a Contract;
b) be authorized or incurred on behalf of the City except as provided in this Policy;
c) be subdivided in a manner designed to avoid the application of any provision of this
Policy;
d) be made by the City for the personal use of elected officials, appointed Officers, City
Staff or their immediate families; or
e) be made from any elected officials, appointed Officers, City Staff or their immediate
families or from any other source that would result in a conflict of interest.
2) City Staff who have been delegated authority to commit City funds and those City Staff who
are responsible for Corporate Assets will conduct all Procurement in an ethical and
professional manner as described in this Policy and the Code of Conduct Policy No. 30.18, as
it applies to their duties performed on behalf of the City.
PROCUREMENT METHOD AND LIMITS
3) The Procurement method and process is based on the estimated total dollar value,
complexity, risk level, and details of the specific Procurement requirement.
4) The City does not maintain official lists of potential bidders -an open competition, posted on
BC Bid, is the default means of soliciting bids. Participation in a Buying Group, Joint
Procurement Venture or other methods may be used as appropriate and where permitted
under the trade agreements.
5) The type of bid solicitation document and the form of Contract used will be determined by
Procurement City Staff.
2
6) Procurement City Staff may exercise discretion on the appropriate Procurement process for
one-time, non-recurring purchases up to $25,000, and the following will apply:
a) at least one written quote will be obtained;
b) when making a purchase up to $25,000, consideration should be given to Maple Ridge
suppliers; and
c) this section does not apply to recurring purchases that exceed $25,000 per annum.
7) In certain limited circumstances, the requirement for an open Competitive Process may be
waived by the Manager of Procurement or their designate when defensible if:
a) only one party can meet the requirements;
b) where a previous open competition resulted in no bids; or
c) for reasons of urgency, confidentiality, or protection of real interest to follow a
standard Competitive Process.
8) Procurement cannot:
a) be split;
b) structured in a manner that does not include the full scope of work; or
c) valued in such a way as to avoid the obligations set out in this Policy.
9) When the City hires a third-party contractor, such as a broker or construction manager, to
conduct Procurement on its behalf, the Procurement must follow the processes outlined in
this Policy.
10) Procurement methods must be followed in accordance with the following table:
ESTIMATED PROCUREMENT VALUE METHOD
Goods and Services
Less than $25,000 Discretionary. At least one written quotation.
One-time, non-repetitive
$25,001 to $74,999 Request at least three written quotations or
One-time, non-repetitive Formal Competitive Process, or
Request at least one written quotation from
firms prequalified through a Formal
Competitive Process.
Greater than $75,000 Formal Competitive Process
Construction
Less than $200,000 Request at least three written quotations or
Formal Competitive Process.
Greater than $200,000 Formal Competitive Process.
11) Multi-year Contracts, including options to renew, are dollar value accumulative for
determining the estimated Procurement value and applicable thresholds listed above.
12) Project Contingency allowances are to be included in the estimated Procurement value when
obtaining approvals.
13) Construction greater than $200,000 in value require bid security and bonding.
3
REPORTING AND ACCOUNTABILITY
14) Contracts exceeding $750,000 which have been approved by the CAO will be reported to
Council on a quarterly basis.
15) Council approval is required in each individual case when the Procurement is not consistent
with the approved Financial Plan, which includes the approved Capital Plan, as to the nature,
scope, and amount.
PURCHASING CARD
16) Subject to this Policy and within established authority, City Staff may use Purchasing Cards for
small dollar straightforward purchases of Goods and Services, as directed by the Procurement
Section and in accordance with the Purchasing Card Program Procedures and Guidelines.
17) Where Purchasing Cards are not accepted, petty cash may be utilized for approved
expenditures of up to $50.
UNSOLICITED PROPOSALS
18) The City is under no obligation to accept, review or evaluate any unsolicited Proposal and can
reject any unsolicited Proposal in whole or in part at its sole and unfettered discretion.
19) The City is under no obligation to return an unsolicited Proposal to the Proposal owner.
SUSTAINABILITY AND SOCIAL PROCUREMENT
20) The City recognizes its responsibility to mitigate negative impacts on human health and the
environment while supporting a diverse, equitable, and vibrant community and economy. The
City will make efforts to leverage its purchasing power in order to ensure accountability and
efficiency to meet the needs of the community now and to strive for a liveable and sustainable
community in the future.
21) When conducting Procurement, the City will consider, where appropriate, its goals of:
a) protecting the health of the natural environment, mitigating and adapting the impacts
of climate change, and reducing greenhouse gas emissions;
b) social responsibility that ensures human safety and enhances well-being;
c) equity, diversity, and inclusion; and
d) ethical workplace practices.
SUPPLIER PERFORMANCE AND CONDUCT
22) Suppliers must meet the performance standards and expectations required by the City.
4
23) Where required, Supplier Performance and Conduct will be documented by City Staff and may
be taken into consideration for future Contract evaluations.
24) The City will not enter into Contracts with any Supplier where the City is aware that the
Supplier has engaged in illegal or unethical bidding practices, has an actual or potential
conflict of interest or an unfair advantage, or fails to adhere to ethical business practices.
25) The City will report any suspected cases of collusion, bid-rigging or other offences under the
Competition Act to the Competition Bureau or to other relevant authorities.
SUPPLIER CONFLICT OF INTEREST
26) Any Suppliers participating in a Procurement process must disclose any perceived, possible or
actual conflicts of interest to the City.
27) A Conflict of Interest in relation to Suppliers during the Procurement process includes, but is not
limited to, the following circumstances:
a) the Supplier has an unfair advantage or engages in conduct, directly, or indirectly, that
may give it an unfair advantage, including but not limited to:
(i) having, or having access to, confidential information of the City that is not
available to other Suppliers;
(ii) communicating with any person with the intent of gaining preferred
treatment in the Procurement process (such as lobbying of decision makers
involved in the Procurement process);
(iii) engaging in conduct that compromises, or can be seen to compromise, the
integrity of an open and competitive procurement process or render that
process non-competitive or unfair; or
(iv) in the context of performance under a potential Contract, the Supplier1s other
commitments, relationships or financial interests could, or could be seen to:
1) exercise an improper influence over the objective, unbiased and impartial
exercise of its independentjudgement, or
2) compromise, impair or be incompatible with the effective performance
of its contractual obligations.
28) If a Supplier is retained to participate in the development of a solicitation document or the
specifications for inclusion in a solicitation document, that Supplier will not be allowed to
respond, directly or indirectly, to that solicitation, unless authorized by the Manager of
Procurement.
SUPPLIER ETHICAL BUSINESS PRACTICES
29) The City requires its Suppliers to act with integrity.
30) In providing deliverables to the City, Suppliers are expected to adhere to ethical business
practices, including:
a) performing all Contracts in a professional and competent manner and in accordance
with the terms and conditions of the Contract and the dut of honest erformance;
5
b) complying with all applicable laws, including safety and labour codes (both domestic
and international as may be applicable); and
c) providing workplaces that are free from harassment or discrimination.
31) Illegal or unethical bidding and business practices of Suppliers include:
a) bid-rigging;
b) price-fixing;
c) bribery or collusion, or other behaviors or practices prohibited by federal or provincial
statutes;
d) offering gifts or favours to City Staff, appointed or elected officials or any other City
representative;
e) engaging in any prohibited communications during a Procurement process;
f) submitting inaccurate or misleading information in a Procurement process;
g) engaging in any other activity that compromises the City's ability to run a fair Procurement
process; and
h) editing electronic City documents or Contracts without annotation or the City's approval.
LOBBYING
32) No Bidder, Supplier, or anyone involved in preparing Bids or Proposals may lobby any elected
official or City Staff to try and secure a Contract.
33) During a Formal Competitive Process, all communications are to be made through the City's
Procurement Department unless the Procurement document explicitly states otherwise.
34) Bidders found to be lobbying for a Contract award will be disqualified from consideration for
the Procurement and may be disqualified from future Procurement opportunities.
ETHICAL CONDUCT
35) All individuals with Procurement authority, involved with Procurement activities, and those
responsible for Corporate Assets must perform their duties with a high standard of ethics.
More specifically, these individuals must at all times:
a) act with integrity and professionalism;
b) not engage in any activity that may create, or appear to create, a conflict of interest,
such as accepting gifts or favours, providing preferential treatment, or publicly
endorsing Suppliers or products;
c) abide by this Ethical Conduct as it applies to their duties performed for the City and as
set out in this Policy;
d) not use their authority or office for personal gain;
e) seek to uphold and enhance the standing and image of the City by:
(i) maintaining a standard of integrity beyond reproach in all their business
relationships both inside and outside the City,
(ii) fostering the highest standards of professional competence amongst City Staff,
(iii) optimizing the use of resources for which they are responsible so as to provide
the maximum benefit to the City,
(iv) complying with the principles, standards and policies as they apply to the City
6
and Council,
(v) supporting and complying with policies and direction provided by Council, and
(vi) rejecting and denouncing any business practice that is improper;
f) declare any personal interests which may impinge or might reasonably be deemed by
others to impinge on a member1s impartiality in a matter relevant to their duties and
should be declared to their Manager or the Manager of Procurement;
g) ensure that confidentiality of any information received in the course of duty must be
respected and is not used for personal gain. Information given in the course of duty
must be true and not intended to mislead;
h) avoid any Supplier relationships and arrangements which might, in the long term,
prevent the effective operation of fair competition;
i) ensure that modest hospitality offered does not reach a position whereby a recipient
might be deemed by others to have been influenced in making a business decision as
a result of accepting such hospitality. The frequency and scale of hospitality accepted
should not be greater than the recipient's ability to reciprocate to a similar degree; and
j) not solicit, or accept unsolicited donations of gifts, prizes, money or other benefit from
any person, firm or corporation which is interested directly or indirectly in any manner
in business dealings with the City. This applies to all charitable, social or other events,
in accordance with the City's Code of Conduct Policy No. 30.18. Gifts other than those
of nominal value will not be accepted. Nominal gifts received (e.g. chocolates or small
gift baskets) may be shared by the individual with their department, or donated to a
local charity.
36) If there is any uncertainty about what may be accepted in relation to Procurement activities,
then the offer should be declined and actively discouraged, and advice sought from the
Manager of Procurement.
DISPOSITION OF SURPLUS ASSETS (Except Real Property)
37) For reference purposes only, and subject to the Delegation of Procurement Authority, Bylaw,
and Code of Conduct Policy 30.18, if City Assets have been identified as surplus which are not
useful to any City Department, and which retain some value, then:
a) the Manager of Procurement is authorized to dispose of surplus City Assets through
auction or for value through trade-in or another formal or informal process;
b) the CAO is authorized to approve that the surplus Assets be disposed of by donation,
without compensation, to any non-profit corporation, association, or entity;
c) the Manager or Director is authorized to dispose of such Assets through City recycling
or disposal as garbage, as appropriate.
38) The Manager of Procurement is authorized to determine whether surplus City Assets retain
any value.
39) In accordance with Policy No. 10.01 Disposal of Found Goods, and the Delegation of
7
Procurement Authority, Bylaw, the Manager of Procurement is authorized to dispose of
property that has come into the custody and possession of the RCMP or the City.
TRADE AGREEMENTS AND FOIPPA
TRADE AGREEMENTS
40) The City's Procurement is subject to the obligations of the following national and international
trade agreements:
a) The New West Partnership Trade Agreement (NWPTA);
b) The Canadian Free Trade Agreement (CFT A); and
c) The Canada-European Union Comprehensive Economic and Trade Agreement (CET A).
41) Opportunities to bid on Procurements covered by the trade agreements must be posted
publicly, and competitions will provide a level playing field for all bidders. Application of
protective policies such as local preferences is prohibited. The City of Maple Ridge remains
compliant with the trade agreements by posting its bid opportunities on BC Bid, the site
designated in the trade agreements for the posting of British Columbia's public sector bid
opportunities.
FOIPPA
42) All Procurement documents, including quotations and proposals submitted to the City
become the property of the City and are subject to the provisions of the Freedom of
Information and Protection of Privacy Act.
43) Any unsolicited Proposal received by the City is subject to the provisions of FOIPPA.
Administration:
AUTHORITY FOR PROCUREMENT TRANSACTIONS
44) Procurement must be conducted by qualified Procurement City Staff to ensure the City is
protected through clear contract scope, pricing, contract terms and conditions, appropriate
contractor or consultant qualifications, adequate insurance and bonding, sound evaluation
and supplier debrief procedures, involvement of legal counsel as required, and police
information checks as needed.
45) Procurement City Staff are authorized and responsible for:
a) conducting or facilitating Procurement;
b) ensuring that all Procurement transactions are carried out in accordance with this
Policy and are conducted ethically and in a professional manner that support
openness and transparency according to standard Procurement Procedures;
c) entering into, or facilitating, contracts on behalf of the City; and
d) disposing of surplus assets (excluding Real Property).
8
46) City Staff who have delegated authority through Council may commit the City to any
Procurement of Goods, Services and Construction within the prescribed authorization limits of
this Policy and are responsible for ensuring that their Procurement is carried out in
accordance with this Policy.
47) City Staff involved in Procurement activities must clearly understand their obligations and
responsibilities under this Policy and should consult with the Procurement Department in
respect of any questions regarding the application or interpretation of this Policy,
procurement processes or any relevant procedures.
48) Procurement City Staff may delegate discretionary or one-time, non-repetitive Procurements
to other City Staff. The Procurement must be conducted in accordance with this Policy.
49) All Procurement must be within the scope of the Council-approved budget and Financial
Plan, which includes the approved Capital Plan, and be authorized by the appropriate
authority. No expenditure or commitment shall be incurred or made, and no payment shall
be paid unless provisioned within the approved Financial Plan, and in accordance with the
Delegated Authority limits.
50) Any Goods, Services and Construction must be duly received by the City as expected prior to
payment being made, or according to alternate payment terms as approved by the Manager
of Procurement.
51) The authorization for Procurement transaction limits are set out in the Maple Ridge
Delegation of Procurement Authority Bylaw and are listed for reference in Appendix "A".
52) Other than in an Emergency, Procurement must be in accordance with the Council approved
Financial Plan, which includes the approved Capital Plan, or a funding strategy approved by
the Chief Financial Officer before Procurement begins.
EMERGENCY PROCUREMENT
53) The CAO may approve a Procurement outside of this Policy in the following situations:
a) When strictly necessary if, for reasons of extreme urgency brought about by events
unforeseeable by the City where the goods or services could not be obtained in time
using the standard Procurement Procedures;
b) When the City is under a "declaration of a state of local emergency" as defined in the
Emergency Program Act, RSBC 1996, c. 111 as amended or replaced from time to
time.
(Administration Only) Signature (Council) Date Signed
Resolution No.:
9
APPENDIX "A"
DELEGATED PROCUREMENT AUTHORITY LIMITS
The delegated Procurement authority limits are as stated in the Delegation of Procurement
Authority, Bylaw.
Delegated Signing Authority and Concurring Signature* Delegated Authority Limit
Chief Administrative Officer and Director of Finance (CFO) Over $750,000
Deputy Chief Administrative Officer and Director of Finance (CFO) Up to $750,000
Director and Manager of Procurement Up to $200,000
Deputy and Manager of Procurement Up to $150,000
Manager Up to $ 75,000
*Concurring signature required for Procurements $75,000 and over.
1. Services and Construction Procurement is subject to the same policy as materials, equipment
or supplies Procurement. The total value, including any Contingency allowances and all
extension options throughout the entire agreement duration, determines the authorization
required.
2. Delegated authority also authorizes the position to execute Contracts regarding such
Procurement transactions, or a Procurement transaction that has been approved by an
Authorized City Staff in accordance with the Bylaw, accompanied with a concurring signature
or signatures when applicable.
3. Written Contracts are to be used despite the dollar value, when the Procurement is complex,
taking into account the level of risk to the City. Written contracts will be used in all instances
where there is required Contract security, performance monitoring, project schedules, multi-
year agreements, and any Procurement issued through a Competitive Process. The form of
contract used will be determined by Procurement City Staff.
4. Change Orders may be issued by Authorized City Staff within the scope of the Contract where
the revised Contract value does not exceed Authorized City Staff's delegated approval
authority and where the Contract will not exceed the expenditure budget for the project or
works as approved in the Financial Plan.
10
SCHEDULE "B"
EXEMPTIONS
The following expenditures are exempt from the Procurement methods contained in this policy:
a) Financial services including debt payment and insurance policy payments;
b) Payroll and payroll deduction remittances;
c) Revenue contracts requiring no financial investment or expenditure by the City;
d) The rental, lease, purchase and sale of property, land or accommodation;
e) Memberships in professional and vocational associations and their publications,
conferences, conventions, and other professional and training activities including the
directly associated accommodations and travel;
f) Subscriptions to newspapers, magazines or other periodicals;
g) Advertising mediums such as newspapers and websites;
h) Health, dental, and social services expenses;
i) Services provided by lawyers and notaries and payments to expert or factual witnesses
used in legal proceedings;
j) Payments to other public sector entities or non-profit organizations;
k) Payments for regulated tariffed Services e.g., to BC Hydro or Fortis BC;
I) Employment Contracts;
m) Payments required by statute; and
n) All other exemptions as stated in the Applicable Trade Agreement.
Doc#3638570 Page 11 of 15 Policy
APPENDIX "C"
DEFINITIONS
Applicable Trade Agreements means NWPTA, CFT A, CETA and any similar domestic and
international trade agreements that come into force from time to time to the extent applicable
by their own terms to municipalities in British Columbia and includes amendments to those
agreements.
Assets means, without limitation, supplies, equipment, furniture, fixtures, machinery, IT Assets
and vehicles, but does not include real property.
Authorized Employee means the person responsible and authorized to Procure Goods and
Services within the authorized limits as set in this policy.
Best Value means the optimal combination of, Total Cost, performance, qualifications, and
factors related to sustainability and social goals, as determined in accordance with specific
criteria and weighting for each criterion established by the City for the applicable Purchase.
Bid means a written submission in response to a Competitive Process inviting the supply of
Goods, Services and Construction.
Bidder means a Supplier that submits a response to a competitive bid.
Buying Group means two or more members that combines the purchasing requirements and
activities of the group into a joint Procurement process. Buying groups include cooperative
arrangements in which individual members administer the Procurement function for specific
Contracts for the group, and more formal corporate arrangements in which a corporate entity
administers the Procurement for group members. Buying groups may involve a variety of
entities, including public sector, private sector and not-for-profit organizations.
City means the City of Maple Ridge.
City Staff means any person employed by the City or any person who has been assigned or
hired to act on the City1s behalf.
Change Order means a Contract amendment changing the Construction or Services provided
under the Original Contract, including but not limited to specifications, scope, schedule or price.
Chief Administrative Officer (CAO) means the person holding the position of the City Chief
Administrative Officer, or their designate.
Contingency means a monetary allowance that provides project managers with discretion to
meet a requirement that is not perfectly defined.
Doc#3638570 Page 12 of 15 Policy
Competitive Process means a fair and open competition based on functional and generic
specifications.
Construction means a construction, reconstruction, demolition, repair, improvement or
renovation of a building, structural or other civil engineering or architectural work and includes
site preparation, excavation, drilling, seismic investigation. It does not include the routine
operation, routine repair, or routine maintenance of an existing infrastructure, facility, structure,
building, or real property. The procurement of goods or services outside the scope of a
construction contract is not a procurement for construction, and are subject to the thresholds
applicable to Goods or Services.
Contract means an agreement in writing or verbal commitment between the City and one or
more parties which create obligations that are enforceable or otherwise recognizable at law.
Council means the elected Council of the City.
Deputy means a City Staff member holding a position as Deputy Chief Administrative Officer,
Deputy Corporate Officer, Deputy Fire Chief, Deputy Director, or their designate.
Discretionary means a Supplier is invited by the City to negotiate and/or sign a Contract for low
value Goods or Services without going through a Competitive Process.
Director means a City Staff member holding a position as a Director of a City Department,
Corporate Officer, Chief Building Officer, Chief Financial Officer, Chief Information Officer, Fire
Chief, or their designate.
Dispose or Disposition means to transfer by any method including assign, give, sell, grant,
charge, convey, Lease, divest, dedicate, release, exchange, alienate or agree to do any of those
things;
Emergency Purchase means a Purchase made due to an unexpected and urgent request which
may affect the health, safety, environment, life and or property, or the welfare of the public.
Immediate acquisition of Goods or Services is essential to provide community service, prevent
serious delays, injury, further damage or to restore or maintain minimum service.
Executive Director means a City Staff member holding a position as an Executive Director of a
City department or their designate.
Financial Plan means the Financial Plan Bylaw as adopted by Council.
Formal Competitive Process means a public Procurement process that is competitive, open,
transparent, non-discriminatory and compliant with the laws of competitive bidding and
requirements of the Applicable Trade Agreements.
Doc#3638570 Page 13 of 15 Policy
Goods and Services means, without limitation, Construction, supplies, equipment, furniture,
fixtures, machinery, IT Assets, software, vehicles, insurance, Employee benefits, labour and
materials, maintenance, services, but does not include real property.
IT Assets means personal computers, computer servers, fax machines, cellular telephones and
other handheld devices, printers, scanners, copiers and other multi-functional information
technology equipment, together with any power supplies, storage media, user manuals,
operating systems, software, firmware, peripherals and documentation relating to or
incorporated within any of the foregoing items.
Joint Procurement Venture means a group of two or more public entities which combines the
procurement requirements and activities into one joint Procurement process.
Lease means a Contract by which the City is granted the use and possession of personal
property for a specified period of time in exchange for payment of a stipulated price (including a
price of $0).
Manager means City Staff member holding a position as a Manager, Superintendent, or
Assistant Chief of a City Department or their designate.
Manager of Procurement means the person holding the position of Manager of Procurement,
or their designate.
Officer means a person appointed the position of Officer by way of a City Bylaw.
Procurement means the acquisition by any means, including by Purchase, rental, Lease or
conditional sale, of Goods, Services and Construction. For the purposes of this Policy it does not
include the purchase or sale of Real Property. It includes contracts, purchase orders, change
orders, credit card purchases, and verbal or e-mailed arrangements.
Procurement Employee means an Employee of the City employed within the Procurement
Section of the Finance Department.
Proposal means a written submission in response to a Competitive Process inviting the supply
of Goods, Services and Construction.
Purchase means the acquisition by any means, including by purchase, Contract rental, Lease or
otherwise of Goods, Services and Construction by the City, but does not include expenditures in
any form of City assistance such as grants or provision by the City of Goods and Services to
other persons or entities.
Purchasing Card means the corporate credit card issued to an Employee for the purposes of
purchasing and paying for small dollar transactions within their established authority in
accordance with the Purchasing Card Program Procedures and Guidelines.
Doc#3638570 Page 14 of 15 Policy
Procurement Procedures means the standard competitive process and procedures governing
the Purchase by the City of Goods, Services and Construction.
Quotation or Quote means a verbal or written submission from a Supplier in response to an
Invitation to Quote.
Real Property means land with or without improvements or buildings, or an interest in land,
including any right, title or estate in it.
Services means any provision of labour or intellectual effort, such as consulting, professional or
maintenance, but excluding Construction.
Signing Authority means the person(s) authorized to sign and execute the contract on behalf
of the City.
Single Source means a Contract directly awarded to a supplier, without a Competitive Process,
where other potential suppliers may be available. However, due to defensible conditions, a
Competitive Process was waived.
Sole Source means a Contract directly awarded to or negotiated with a sole supplier, without a
Competitive Process. With a sole source, it has been demonstrated there is only one capable
and available supplier.
Supplier means a company which supplies Goods and Services to another company.
Supplier Performance and Conduct means measurable indicators that can be tracked to assess
predetermined Contract performance goals. Supplier performance can include subjective
evaluations of the supplier by City employees during the performance of a Contract.
Term means:
i. in the case of a Contract for a Purchase, the initial term of the Contract, not
including any optional renewal term; and
ii. in the case of an optional renewal or extension of a Contract for a Purchase, the
renewal term or extension period of the Contract, not including the preceding
periods.
Total Cost means the sum of all costs, including all contingencies and non-recoverable taxes
(except credits against such costs, such as trade-in values on existing Assets, and amounts
subject to City recovery, refund or rebate under applicable sales tax legislation) that are to be
paid by the City during the Term for a Purchase of Goods and Services. The Total Cost for a
particular Purchase made by a Buying Group in which the City participates is only that portion of
the cost attributable to the City (not the entire cost to the joint Procurement).
Doc#3638570 Page 15 of 15 Policy
~ Maple Ridee
~
TO:
FROM:
His Worship Mayor Dan Ruimy
and Members of Council
Chief Administrative Officer
MEETING DATE:
FILE NO:
MEETING:
January 30, 2024
01/0640/30
Council Workshop
SUBJECT: Building Safer Communities Fund -The Board of Education of School District No. 42 Fee
for Service Agreement
EXECUTIVE SUMMARY:
The collaboration between the City of Maple Ridge's Building Safer Communities Project and School District
No. 42 (SD42) aims to address gang and gun-related behaviors among high-risk vulnerable youth in Maple
Ridge. Recognizing SD42 as a key community .stakeholder, the partnership focuses on implementing
initiatives aligned with the Community Engagement, Education, Prevention, and Intervention pillars outlined
in the Building Safer Communities Project Action Plan .
Through the partnership, SD42, in collaboration with the Building Safer Communities Project, will introduce
recreation-based prevention programs, offering .safe spaces for youth aged 10-18 to engage in social,
physical, and educational activities such as Ju Jitsu Martial Arts and Sound Engineering. These programs
aim to foster positive connections, improved socialization, communication skills, and positive peer
relationships, enhancing the overall sense of belonging within the community.
Moreover, SD42 will conduct educational workshops and training sessions for staff, parents, caregivers, and
community partners, with a focus on early identification and integrated case management of high-risk youth
involved in or susceptible to gang and gun violence. The comprehensive strategy, including the hiring of a
teacher and a youth outreach worker, underscores a holistic commitment to building safer communities
and nurturing the well-being of Maple Ridge's youth.
RECOMMENDATION:
THAT the Corporate Officer be authorized to execute the agreement attached to the report titled
"Building Safer Communities Fund -The Board of Education of School District No. 42 Fee for Service
Agreement" of January 30, 2024, with School District No. 42 for Building Safer Communities
programming in the amount of $243,820.28.
DISCUSSION:
a) Background Context:
The purpose of this report is to seek approval from Council to execute an agreement with SD42 for the
provision of school-based programs to prevent youth from engaging in gang-entanglement and negative
social behaviours. As the primary youth-serving organization in the community, the partnership with SD42
is integral to creating a network of support and service providers working in unity to strengthen protective
factors preventing youth gang-entanglement.
Doc # 3656675 Page 1 of 6
Building Safer Communities Fund Background
Public Safety Canada selected Maple Ridge as 1 of 22 municipalities in British Columbia to develop and
implement prevention and intervention initiatives addressing risk factors associated with gun and gang
violence.
In order to advance the development of a multi-year program in alignment with the funding received in
2022, the City of Maple Ridge activated a working group consisting of internal stakeholders with an interest
in community and public safety. Representatives included staff from Ridge Meadows RCMP, Police Services,
Youth Services, and various City departments.
The Ridge Meadows RCM P and City of Maple Ridge collaboratively focused on informing this project
though community specific data. Research and analysis were conducted to determine community-specific
trends, identify risk-factors, and protective-factors and examine the prevalence of gun and gang related
violence amongst youth in Maple Ridge. The research was conducted in collaboration with SD42, the City
of Maple Ridge Youth Services, the Ridge Meadows RCMP; amongst other stakeholders. The findings of this
research were used to empirically inform the Action Plan and the development of its initiatives and
programs.
The data suggested that, for youth in Maple Ridge, gang and gun violence is not yet deeply embedded.
However, all youth are vulnerable and at-risk. The research recommendations included:
• dedicated youth outreach worker;
• improve access to substance support services;
• improve access of mental health services;
• increase access to appropriate housing;
• support and involvement of caregivers;
• increase availability of low barrier youth programming; and
• improve data collection methodology.
With these recommendations in mind, the Building Safer Communities Project was designed from a
prevention lens to address the underlying causes of gun and gang related behaviours impacting our youth
by reducing risk factors and increasing protective factors at the individual, family, peer, school, and societal
levels.
Risk factors are defined as negative influences in the lives of individuals or a community. They may increase
the presence of violence, victimization, or fear of crime in a community and may increase the likelihood that
individuals engage in violence or become victims. Protective factors are positive influences that can improve
the lives of individuals or the safety of a community.
These may decrease the likelihood that individuals engage in violence or become victims. The initiatives
and programs developed within the Building Safer Communities Project support existing protective factors,
building resilience within individuals for a stronger community.
The project has three pillars, as shown in the figure below.
Doc # 3656675 Page of
Progress to Date
Family & Youth Resource Support Team (FYRST) The Ridge Meadows RCMP have partnered with the
City of Maple Ridge to develop and implement the Family and Youth Resource Support Team (FYRST).
FYRST is an early intervention program lead by Police Services and the RCMP that works with youth grades
4-11 (ages 10-17), and their families, who may be demonstrating risk factors of negative decision making
(mild-moderate negative choice behaviour) which could lead to a gang entrenched lifestyle and criminal
activity. The objective of the program is to build resilience through connections to school, community, and
each other by building a trusting and positive relationship. The program identifies individual and family
strengths to build support plans to enhance knowledge and capacity. Families join program staff in goal
setting while being supported with specific interventions through external referrals.
FYRST has been operational since November 30th, 2023, and has received an influx of referrals from youth-
serving community partners since its launch date and has been providing services to a variety of youth
and families in our community. The Maple Ridge Family & Youth Resource Support Team is a multi-
disciplinary team made up of an RCMP Youth Liaison Officer, Youth & Family Counsellor, and a Youth
Outreach Worker to provide a wrap-around approach to the youth, families and service providers
engaged with FYRST. This program aligns with the intervention pillar of the Building Safer Communities
project.
City of Maple Ridge, Community Recreation -Youth Services
The City of Maple Ridge, Community Recreation -Youth Services have partnered with the Building Safer
Communities project and Night Hoops Basketball Society to develop and implement a variety of new and
engaging recreation-based programs for pre-teens and youth ages 10-18. Recreation-based prevention
programs utilize social and physical recreation as a foundation for positive connection, life skills
development, and strengthens participants resiliency and sense of community. Youth Services is providing
the following programs and opportunities for youth to participate in a variety of engaging, supervised,
inclusive, safe, and fun activities, as outlined below. These programs align with the Prevention pillar of the
Building Safer Communities project.
Program Description
School's Out School's Out is a program for pre-teens offering a variety of play-
based indoor and outdoor activities, with a focus on active games,
arts and social recreation in a fun, safe and inclusive environment.
After School Active After School Active is a supervised drop-in program for pre-teens
offering a variety of youth-initiated indoor activities (ping pong,
billiards, arcade qames, rock climbinq, skateboardinq/scooterinq,
Doc# 3656675 Page 3 of 6
boardgames), with a focus on active and social recreation in a fun,
safe and inclusive environment.
Movie Night's This movie night series provides pre-teens and youth with a safe,
fun, supervised and inclusive environment to hang out with friends
and make new ones.
Girls Only Basketball Girls Only Basketball provides a safe and inclusive experience for girls
to participate in recreational basketball. Girls Only Basketball offers
participants a chance to learn and grow in a supervised and
supportive environment. There are no, skill-level, or economic
barriers to participation.
The Studio The Studio at the Greg Moore Youth Centre *COMING SOON
Podcast Recording, Mixing Music, Photo & Video Editing program.
Youth will have access to record, edit, mix, and master digital audio
usinq industry standard recordino studio technoloov.
Night Hoops Basketball Night Hoops Basketball provides an inclusive experience for youth to
participate in late night basketball programming and offers them a
chance to learn and grow in a supervised and supportive
environment. A fundamental principle of Night Hoops is inclusion;
there are no qender, skill-level or economic barriers to participation.
Positive and Adverse Childhood Experiences (PACEs) Workshop -Fraser Health
This educational workshop facilitated by Fraser Health, in partnership with the Building Safer Communities
project, engaged youth services providers from the Ministry of Child and Family Development (MCFD),
SD42, City of Maple Ridge, Community Recreation -Youth and Children's Services, RCMP and the Family
and Youth Resource Support Team in understanding Positive and Adverse Childhood Experiences (PACEs)
and their impact on lifelong development including early adolescence. Furthermore, participants explored
strategies to build resilience, mitigate and prevent ACEs and how everyone has a role in building resilient
individuals and communities. Training education for our community partners and stakeholders are a
priority throughout this project, as we strive to provide opportunities for education and training that will
build a foundational understanding of youth service providers in Maple Ridge and a sustainable future
and supportive community for our young people. This initiative aligns with the Community Engagement
and education pillar of the Building Safer Communities project.
Community Youth Summit -Community Services (pending contract)
Community Services will be working in partnership with the Building Safer Communities project and a
variety of young people and youth service providers in Maple Ridge to host a community youth summit
initiated and led by youth. The intention of this youth summit is to empower youth voices in our community
and provide them with an opportunity to come together to share, educate and engage service providers
on their thoughts, ideas, and visions on issues that matter to them. This initiative aligns with the Community
Engagement and education pillar of the Building Safer Communities project.
Youth Snack and Meal Program-Friends in Need Food Bank Society (pending contract)
The Friends in Need Food Bank will be working in partnership with the Building Safer Communities project
to significantly enhance a variety of snack and meal programs for children and youth within Maple Ridge.
The Friends in Need Food Bank provides snacks and meals at the beginning of each week during the school
year to elementary schools, high schools, and outreach/alternate education programs in SD42 based on the
needs identified by participating schools. Schools may provide a sit-down breakfast, lunch and/or snacks
prepared on site for anywhere from 5 to 180 students per day. The intention of this program is to build
Doc # 3656675 Page 4 of 6
sustainable food security for children and youth in our community. This initiative aligns with the Prevention
pillar of the Building Safer Communities project.
b) Desired Outcome:
The purpose of this report is to obtain Council approval to execute the agreement with SD42 to deliver
programming that aligns with objectives in the City's Building Safer Communities project. Key projects and
deliverables that will result from the agreement include:
• To hire a youth outreach worker that works during school hours as part of a multi-
disciplinary team.
• To hire a teacher that works two days a week to support students associated with BSCF
programming. They will work during school hours as part of a multi-disciplinary team.
• Develop and implement programming to be offered once a week at the Greg Moore Youth
Centre (i.e., Mixing Music, Ju Jitsu Martial Arts, 1 :1 educational opportunities with Safer
Schools Together).
• Programming to be offered once a week at Connex -SD42 Alternate Program (Sound
Engineering & Ju Jitsu).
• The development of a sound engineering class for students.
• To provide training for teachers to instruct Ju Jitsu for students.
• To provide educational workshops and training to students, faculty members, youth serving
organizations in Maple Ridge.
c) Strategic Alignment:
This project and its associated programs align with that of an engaged, healthy community by
ensuring the safety and well-being of residents. Additional strategic goals advanced through the
project's Action Plan include; strengthening community connections and fostering a sense of
belonging, improving community engagement with the City of Maple Ridge; and providing diverse,
inclusive, and accessible recreation opportunities for youth.
d) Citizen/Customer Implications:
The primary objectives of the initiative are twofold: first, to establish sustainable programs and
services dedicated to identifying and providing comprehensive support for high-risk vulnerable
youth, particularly those at risk of or susceptible to engaging in gang-related behaviors; and
second, to optimize engagement opportunities for youth, parents, caregivers, and youth service
providers. The focus is on creating a sustainable framework that not only identifies and addresses
the needs of at-risk youth but also promotes active involvement and collaboration among various
stakeholders, fostering a holistic and supportive environment to mitigate the risks associated with
gang-related activities.
e) Business Plan/Financial Implications:
The City of Maple Ridge has secured funding from Public Safety Canada through March 2025 to
deliver Building Safer Communities Fund programs. The agreement with SD42 spans the funding
period with regular reporting intervals to meet funding requirements in the City's agreement with
Public Safety Canada. All expenditures related to the agreement will be reimbursed to the City by
Public Safety Canada.
Doc # 3656675 Page 5 of 6
CONCLUSION:
The City of Maple Ridge and the Ridge Meadows RCMP will continue to work collaboratively with its
community partners and stakeholders to ensure the success of the Building Safer Communities project and
its associated programs and initiatives that align with its project pillars; Community Engagement &
Education, Prevention, and Intervention. Specifically, in partnership with the Board of Education, SD42, we
will collaboratively provide the community with a variety of empirically informed programs and initiatives
that will work to provide education and training to support the prevention, early-identification, and wrap-
around supports and services for high-risk and vulnerable youth in our community.
Achieving program sustainability will require commitment from project partners and stakeholders to ensure
a continuum of support for young people in our community. A sustainable approach will strengthen safety,
wellbeing, resiliency, and engagement within the Maple Ridge community.
Prepared by: Melissa Malo
Prevention and Intervention Coordinator
Reviewed b~: Allison MacRae
Manager of Police Services
/\~
Approved by: Director of Bylaw, Licensing & Community Safety
Michelle Adams
Concurrence: Scott Hartman
Chief Administrative Officer
Attachments:
Appendix 1 -School District No.42 Fee for Service Agreement
. Doc # 3656675 Page 6 of 6
Appendix 1
FEE FOR SERVICE AGREEMENT
THIS AGREEMENT made the 1st day of February 2024. BETWEEN:
AND
THE CITY OF MAPLE RIDGE
11995 Haney Place, Maple Ridge, BC V2X 6A9
(the "City")
The Board of Education of School District No. 42 (Maple Ridge -Pitt Meadows)
22225 Brown Ave, Maple Ridge, BC V2X 8N6
(the "Recipient")
City and Recipient may hereinafter collectively be referred as the "Parties," or individually be referred to
as "Party."
WHEREAS:
A.
8.
The City has requested Recipient provide certain services set out in the attached
Schedule A (the "Services");
The Parties desire to set forth their respective rights, duties, obligations and
procedures in regard to the provision and costs of the Services.
NOW, THEREFORE, for the mutual covenants contained herein and for other good and valuable
consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereto agree
as follows:
1.0 DEFINITIONS
1.1 In this Agreement:
(a) "Agreement" means this agreement, including the Schedules attached hereto, as
amended or supplemented by the Parties from time to time;
(b) "Business Day" means a day other than Saturday, Sunday, or statutory holiday
observed in the City of Maple Ridge;
(c) "Fiscal Year" means the twelve (12) month period commencing April 1st to March 31st,
inclusive;
(d) "Confidential Information" means non-public information, whether in written, oral,
graphic or any other form, of a Disclosing Party that is disclosed to the another
Receiving Party including without limitation: (i) proprietary planning tools, intellectual
property, third party agreements, commercial arrangements, financial information,
information in respect of operation, facilities, techniques and technology, personnel
training and management, business process, any marketing strategies, community
outreach, plans, projections, operations, sales estimates, business plans and
performance results relating to the past, present or future business activities of such
party, its subsidiaries and affiliated entities; (ii) plans for products or services, and
customer, supplier lists; (iii) any scientific or technical information, invention, design,
process, procedure, formula, improvement, technology or method; (iv) any concepts,
reports, data, knowhow, works-in-progress, designs, development tools, specifications,
computer software, source code, object code, flow charts, databases, inventions,
information and trade secrets; and any other information in respect of the Disclosing
Party, all non-public combinations of separate items that individually may or may not be
generally known, items for which the Disclosing Party is under an obligation of
confidentiality to Third Parties, as well as all analyses, reports and compilations
prepared by or for the Disclosing Party in respect of a specific purpose, including any
information or data on which such ana·lyses, reports or compilations are based, and all
copies and tangible embodiments of the foregoing in all media and any summaries of
or extracts or quotations from, Confidential Information prepared by the Receiving
Party that include information that would be Confidential Information if provided by the
Disclosing Party.
Confidential Information does not include information that is:
(i) publicly available without breach of this Agreement;
(ii) already known to or in the possession of the Receiving Party prior to receipt of
such information from the Disclosing Party as evidenced by written records;
(iii) received from a Third Party having the right to disclose such information
without restriction; and
(iv) independently developed by the Receiving Party without access to, or use of,
any information disclosed by the Disclosing Party as evidenced by written records;
(e) "Operating Funds" means the funding advanced by the City for the Recipient to provide
Services;
(f) "Personal Information" means recorded information about an identifiable individual,
other than contact information, collected or created by the City as a result of the
Agreement or any previous agreement between the Recipient and the City dealing with
the same subject matter as the Agreement;
(g) "Recipient" means the vendor selected by the City for the provision of Services
requested in the RFP;
(h) "Disclosing Party" means a party that discloses Confidential Information to a Receiving
Party;
(i) "Equipment" means any physical or digital resources, including interconnected
systems or subsystems of resources, software and networks, used or to be used by the
Recipient to provide the Services;
U) "Facilities" means any physical structure or building at which the Recipient provides or
is to provide the Services;
(k) "Insolvency Event" means any of the following events, as applicable:
i. an order is made, a resolution is passed or a petition is filed, for the Recipient's
liquidation or winding up,
ii. the Recipient commits an act of bankruptcy, makes an assignment for the
benefit of its creditors or otherwise acknowledge its insolvency,
iii. a bankruptcy petition is filed or presented against the Recipient or a proposal
under the Bankruptcy ahd Insolvency Act (Canada) is made by the Recipient,
iv. a compromise or arrangement is proposed in respect of the Recipient under
the Companies' Creditors Arrangement Act (Canada),
v. a receiver or receiver-manager of any of the Recipient's property is appointed,
or
vi. the Recipient ceases, to carry on business as a going concern.
(I) "Receiving Party" means a party that receives Confidential information from a
Disclosing Party;
(m) "Record" as defined in the Interpretation Act "includes books, documents, maps,
drawings, photographs, letters, vouchers, papers and any other thing on which
information is recorded or stored by any means whether graphic, electronic,
mechanical or otherwise";
(n) "Recipient's Records" means all accounting and administrative records, books of
account, invoices, receipts or vouchers produced or received by the Recipient or any
Subcontractor pertaining to the.Services as a result of this Agreement; and
(o) "Third Party" means a party other than the Parties to this Agreement.
2.0 RECIPIENT'S OBLIGATIONS
2.1 Unless the Parties otherwise agree in writing, the Recipient must supply and pay for all
labour, materials, Facilities, Equipment, storage, approvals, licenses and permits necessary
to perform Services and their obligations under the Agreement in accordance with Eligible
Expenses in Schedule B.
2.2 Unless otherwise specified in the Agreement, Recipient must perform the Services to a
standard of care, skill, and diligence maintained by persons providing, on a commercial
basis, services similar to the Services. Recipient must comply with any program standards
applicable to the Services, as amended from time to time.
2.3 Recipient must ensure that all persons employed or retained to perform the Services are
competent to perform them and are properly trained, instructed, and supervised.
2.4 Recipient must, upon our request, fully inform the City of all work done by Recipient or a
Subcontractor in connection with providing the Services.
2.5 The Recipient shall, during the whole of the Term and any renewal term, take out and maintain
the following insurance, at the Recipients sole expense:
(a) comprehensive general liability insurance against claims for bodily injury, including
death, and property damage or loss arising out of the Recipient's activities and delivery
of Service; such insurance shall be in the joint names of the Recipient and the City so
as to indemnify and protect both the Recipient and the City and shall contain a "cross
liability" or "severability of interests" clause so that the City and Recipient may be
insured in the same manner and to the same extent as if individual policies had been
issued to each, and shall be for the amount not less than $5,000,000.00 combined
single limit or such other amount as may be reasonably required by the City from time
to time; such comprehensive general liability insurance shall, for the Recipient's
benefit only, include contractual liability insurance in a form and of a nature broad
enough to insure the obligations impo_sed upon the Recipient under the terms of this
Agreement;
2.6 The policy of insurance referred to above shall contain the following:
(a) provisions that the City is protected notwithstanding any act, neglect, or
misrepresentation of the Recipient which might otherwise result in the avoidance of
claim under such policies and such that such policies shall not be affected or
invalidated by any act, omission or negligence of any third party which is not within the
knowledge or control of the insured(s);
(b) provisions that such policy of insurance shall not be cancelled without the insurer
providing the City thirty (30) days written notice stating when such cancellation shall
be effective.
2. 7 Evidence satisfactory to the City of all such policies of insurance shall be provided to the City
upon request in the form of a Certificate of Insurance.
2.8 The Recipient shall provide the City at the end of each third month (3rd) in the term with the
following:
(a) general ledger listing of expenses incurred in the prior quarter categorized by budget
allocation as provided in Schedule B;
(b) a non-financial activity report as provided in Schedule D; and
(c) Quarterly cashflow statement as provided in Schedule E.
2.9 The Recipient shall provide the City at the end· of each twelfth month (12th) month in the Term
with the following:
(a) audited financial statements for the Recipient including all financial statements
related to its operation and a report of the previous years' activities, for the period of
April 1 through March 31, in the provision of Services, including Key Performance
Indicators associated with each deliverable;
(b) adhere to all applicable regulations and rules related to employment standards and
health and safety for employees and volunteers.
2.10 The Recipient must maintain records and books of account, invoices, receipts, and vouchers
of all expenses incurred in relation to the Agreement, in a form and with content that enables
the City to verify expenditures for Services and must provide these records upon request by
the City.
2.11 The City may at its expense, conduct audits of the Services upon reasonable notice and the
Recipient shall fully cooperate with such audits.
2.12 The Recipient agrees the City may enter any Facilities used to provide Services or to keep any
Records, in order for the City to inspectthe Facilities and any Equipment located there.
2.13 If the City makes available to the Recipient any Facilities or Equipment of the City for the use
of the Recipient in providing the Services, the Recipient must comply with all applicable laws,
and any policies and procedures provided to them by the City on acceptable use, protection of,
and access to or attendance at, such Facilities or Equipment. The Recipient must ensure that
all of its employees, agents and Subcontractors comply with all such laws and policies in their
performance of any obligations under the Agreement.
3.0 TERM OF AGREEMENT
3.1 The term of this Agreement is for the period commencing on February 1, 2024 and terminating
on March 31, 2025 subject to earlier termination or extension under Section 9. (the "Term").
4.0 OPERATING FUNDS
4.1 The City agrees to pay to the Recipient the following funds to provide Services during the Term
(a) For the 2023/24 Fiscal Year, an annual amount of $85,634.84 to be paid by February
1, 2024;
(b) For the 2024/25 Fiscal Year, an annual amount of $158,185.94 to be paid in two
equal installments on the first day of May 2024 and November 2024;
4.2 All Operating Funds payments shall be subject to deduction of any amounts paid by the City
under this Agreement on behalf of the Recipient, and of any amounts owed by the Recipient to
the City.
4.3 The obligation of the City to pay the Operating Funds in any year is subject to the
establishment of the City's annual budget, approval by City Council and Public Safety Canada.
The City shall budget for the Operating Funds; however, it is understood and acknowledged
that if the Operating Funds budgeted by the City are reduced, the City and the Recipient agree
to review and proportionally reduce the level of operating responsibilities to be provided by the
Recipient under this Agreement. The City will act in good faith and endeavor to provide
reasonable notice of funding reductions to the Recipient.
5.0 CITY'S COVENANTS
5.1 The City covenants and agrees:
(a) to assign Chad Cowles (the "Staff Liaison") designated to be the manager of this
Agreement on behalf of the City.
6.0 RECIPIENT'S COVENANTS
6.1 The Recipient covenants and agrees:
(a) to adhere to the expense limitations detailed in Schedule C;
(b) that ineligible expenses incurred resulting from the performance of this agreement are
the responsibility of the Recipient;
(c) to use good board governance practices and procedures including understanding of
fiduciary duties, the Recipient will support integrity, financial accountability, and
compliance with all statutory and contractual requirements;
7.0 RELATIONSHIP BETWEEN PARTIES
7 .1 The Parties acknowledge and agree that they do not intend, by entering into this
Agreement, to form a partnership of any nature whatsoever between them, nor is it
intended by carrying out the terms hereof, that they should be characterized as carrying on
business in partnership. No Party shall take or omit to take any action whatsoever which
might reasonably result in any Person (including any creditors of any Party) believing that the
Parties are carrying on business in partnership.
7 .2 The Parties agree that the manner and means by which the Recipient provides the Services
are under the Recipient's sole and exclusive control; provided however, that the Services
should meet the City standards regarding quality and timeliness and are in accordance with
the terms of this Agreement.
8.0 INDEMNIFICATION
Each Party shall indemnify, protect, defend, save and hold the other Party, its officers,
employees, and agents, harmless from any and all claims or causes of action for death or
injury, or damage to property, and against any and all damages, costs, expenses and fees
including, without limitation, any reasonable legal expenses incurred by or on behalf of any of
the foregoing in the investigation and defence of any and all such suits, proceedings, claims,
demands or actions resulting from errors, or omissions claimed against either Party, their
officers, employees, volunteers, and agents during performance of this Agreement or the
Services, or from any violation of any federal, provincial, or municipal law or ordinance, to the
extent caused, in whole or in part, by the willful misconduct, negligent acts, or omissions of
the other Party or its officers, employees, volunteers and agents.
9.0 WITHDRAWAL FROM AGREEMENT OR TERMINATION
9.1 A Party may withdraw from this Agreement by giving one hundred eighty (180) days prior
written notice to the other Parties provided, however, that the requirement for such notice may
be waived by the City at any time in writing.
9.2 In the event the Recipient is in material breach or default of its obligations under the terms of
this Agreement, and the material breach or default continues for a period of five (5) Business
Days, then the City, in its sole and unfettered discretion, may terminate this Agreement upon
five (5) Business Days notice to the Recipient, and the Recipient shall remit the pro-rated
balance of the Operating Funds received from the City for the remainder of the Term and any
excess paid by the City shall be considered a debt due and owing to the City.
10.0 FORCE MAJEURE
10.1 Neither party shall be liable for damages caused by delay or failure to perform it obligations
under this Agreement where such a delay or failure is caused by a "Force Majeure" event
beyond their reasonable control. Without limiting the generality of the foregoing, the parties
agree that Force Majeure events shall include natural disasters, acts of war, governmental
restrictions put in place to combat pandemics (including by the City) that render delivery of the
Services impossible, insurrection and terrorism but shall not include shortages or delays
relating to supplies or services, the non-payment of any amount due to financial circumstances
of the Recipient or the City or general economic conditions. If a party seeks to excuse itself
from its obligations under the Agreement due to a Force Majeure event, that party shall
immediately notify the other party of the delay or non-performance, the reason for such delay
or non-performance and the anticipated period of delay or non-performance. If the anticipated
or actual delay or non-performance exceeds 60 Business Days, the other party may
immediately terminate the Agreement by giving notice of termination and such termination
shall be in addition to the other rights and remedies of the terminating party under the
contract at law or in equity.
11.0 CONFIDENTIAL INFORMATION
11.1 Confidential Information and Personal Information (as defined below) shall be returned to the
Disclosing Party providing the Confidential Information upon the termination of this
Agreement and within five (5) Business Days upon request from the disclosing Party.
11.2 All Confidential and Personal Information is and shall continue to be the exclusive property of,
and under the control of the Disclosing Party. This Agreement is not intended to and does not
grant, expressly or by implication, any right or license to any intellectual property right or similar
proprietary right of any kind that the Disclosing Party may possess.
11.3 The Receiving Party agrees to exercise the same standard of care in safeguarding the
Confidential Information against loss, theft, destruction or inadvertent disclosure as it would in
respect of its own confidential information.
11.4 The Receiving Party shall notify the Disclosing Party immediately upon discovery of, or suspicion
of, (1) any unauthorized use or disclosure of Confidential Information by Receiving Party; or (2)
any actions by Receiving Party inconsistent with their respective obligations under this
Agreement, Receiving Party shall cooperate with any and all efforts of the Disclosing Party to
help the Disclosing Party regain possession of Confidential Information and prevent its further
unauthorized use.
11.5 The Parties agrees that they will preserve all Confidential Information and refrain from directly or
indirectly utilizing, disclosing, divulging or disseminating to any person or persons, association,
syndicate, company, corporation or entity any Confidential Information except as may be
required by law or with the express written approval of the Disclosing Party.
11.6 The Parties will not collect, use or disclose any recorded information about an identifiable
individual that is:
(a) disclosed by a Party to the Recipient; or
(b) otherwise collected or created by another Party or the Recipient under or in
connection with this Agreement,
("Personal Information") except with the written permission of the Disclosing Party or as
required by law.
11. 7 Unless the Agreement otherwise specifies or the Disclosing Party otherwise directs in writing,
the Receiving Party may only collect, use, disclose or store personal or confidential information
that relates directly to and is necessary for the performance of the obligations or the exercise
of rights under the Agreement.
12.0 GENERAL PROVISIONS
12.1 Invalidity of Provisions. In the event that .any particular prov1s1on or prov1s1ons of this
Agreement is or are determined by a court of competent jurisdiction to be invalid, illegal or
unenforceable such provision will be modified, rewritten or interpreted to include as much of
its nature and scope as will render it enforceable. If it cannot be so modified, rewritten or
interpreted to be enforceable in any respect, it will not be given effect, and the remainder of
the Agreement will be enforced as if such provision was not included and this Agreement will
not in any way be affected or impaired, unless as a result of any such determination this
Agreement would fail in its essential purpose ..
12.2 Waiver. No failure on the part of the City to exercise any right or remedy in respect of this
Agreement will operate as a waiver thereof, unless it is in writing and signed by the City. Unless
expressly provided for therein, such waiver will not limit or affect the rights of the City with
respect to any other or subsequent breach of the same or any other provision. No single or
partial exercise of any right or remedy in respect of this Agreement will preclude any other or
further exercise thereof or the exercise of any rights or remedy at law in equity or by statute or
otherwise conferred.
12.3 Notice. Any notice, report, statement or invoice which will or may be given pursuant to or in
addition to this Agreement will be in writing and shall be conclusively deemed to be validly
given or delivered to and received by the Parties when addressed to the Designates below: (a)
if hand delivered, including by bonded courier, to a Party atthe address specified in this Section,
on the date of that personal delivery; or (b) if mailed, on the third Business Day after the mailing
of the same by prepaid post to the addresses specified in this Section; or (c) if sent by email
as of the time of verified reception to an email address specified in this Section. The onus of
proving reception lies with the mailing Party, by copy of an email confirmation to the appropriate
email address.
To The Board of Education of School District No. 42 (Maple Ridge -Pitt Meadows)
Attention: Secretary Treasurer
22225 Brown Ave,
Maple Ridge,
BC V2X 8N6
To the City:
Attention: Michelle Adams, Director of Bylaw, Licensing & Community Safety
11995 Haney Place,
Maple Ridge, BC V2X 6A9
madams@mapleridge.ca
12.4 Time of Essence. Time will be of the essence in this Agreement and, without limitation, will
remain of the essence after any modification or extension of this Agreement, whether or not
expressly restated in the document effecting the modification or extension.
12.5 Survival. All of the Recipient's obligations under this Agreement that are outstanding on the
date that this Agreement expires or is terminated (including the obligation to indemnify the City
set out in Section 8, the dispute resolution process in Section 13, governing law in Section
12.6) will survive the expiry or termination.
12.6 Governing Law. The validity and interpretation of this Agreement and the legal relations of the
Parties will be governed by and construed in accordance with the laws in force from time to
time in the Province of British Columbia and the federal laws of Canada applicable therein.
12. 7 Entire Agreement. This Agreement (including any modification of it) states and comprises the
entire agreement between the parties in connection with the subject matter of this Agreement
and replaces any previous oral or written agreements between the Parties for the provision of
Services. There are no representations, warranties, terms, conditions, undertakings or
collateral agreements express or implied between the parties other than expressly set forth in
this Agreement.
12.8 Interpretation. As used in this Agreement, the neuter gender will include the feminine or
masculine gender, and the plural will include the singular wherever appropriate.
12.9 Costs. Except as provided in this Agreement, each Party will perform its obligations under this
Agreement at its own cost and expense.
12.10 No Third Party Beneficiaries. Nothing in this Agreement will entitle any person other than the
Parties to any claim, cause of action, remedy or other rights of any kind in respect of the subject
matter hereof.
12.11 Assignment. The Recipient must not assign any of its rights or obligations under this
Agreement. Upon providing written notice to the other Parties, the City may assign to any person
any of the City's rights under this Agreement.
12.12 Subcontracting. Neither the whole, nor any part, of the Services may be subcontracted without
the written consent of the City.
12.13 Independent Legal Advice. The Parties agree that the contents, terms and effect of this
Agreement have been explained to them by a lawyer and are fully understood.
12. 14 Counterparts and Delivery by Fax. This Agreement may be executed electronically, including
through DocuSign and similar applications, in any number of counterparts (including
counterparts by scanned or electronic signature), each of which will be deemed to be an
original, but all of which shall constitute one and the same document. Delivery of a counterpart
of this Agreement electronically (including by email, fax or over an electronic signature
platform) will be for all purposes as effective as if the parties had delivered an original executed
Agreement.
12.15 Remedies Cumulative. No reference to or exercise of any specific right or remedy by the City
shall prejudice or preclude the City from any other remedy, whether allowed at law or in equity
or expressly provided for herein. No such remedy shall be exclusive or dependent upon any
other such remedy, but the City may from time to time exercise any one or more of such
remedies independently or in combination.
13.0 DISPUTES
In the event of a dispute arising between the Parties under this Agreement, each Party
shall be entitled to give the other Parties written notice, within ten (10) Business Days
of that Party's awareness of such a dispute, and the Parties shall use the below
process to address disputes:
(i) Designates for each Party will meet and work to resolve the dispute. If a
resolution cannot be reached .within ten (10) Business Days, or such time as
agreed by all Parties, the dispute will be escalated in accordance with
Subsection 12 (ii) below.
(ii) All disputes arising out of or in connection with this contract, or in respect of
any defined legal relationship associated herewith or derived therefrom, shall
be referred to and finally resolved by arbitration in accordance with the
arbitration rules of the ADR Institute of British Columbia. The appointing
authority shall be the ADR Institute of British Columbia. The case shall be
administered by the ADR Institute of British Columbia in accordance with its
arbitration rules. The place of arbitration shall be Vancouver, or, if agreed to
between the parties, any other location in the province of British Columbia.
IN WITNESS WHEREOF this Agreement has been executed by the Parties hereto as of the date and
year first above written.
CITY OF MAPLE RIDGE, by its
authorized signatory(ies):
Name:
Name:
The Board of Education of School District No. 42 (Maple Ridge -Pitt
Meadows), by its
authorized signatory(ies):
Name:
Name:
Schedule "A" -Services
The Board of Education of School District No. 42 (Maple Ridge -Pitt Meadows ("SD42") will provide the
following services for the duration of this agreement February 1, 2024 -March 31, 2025
Description of SD42 Services:
a. Hire a Youth Outreach Worker that works during school hours as part of a multi-disciplinary
team.
b. Hire a Teacher that works two days a week to support students associated with BSCF
programming. They will work during school hours as part of a multi-disciplinary team.
c. Programming to be offered once a week on Friday's at the Greg Moore Youth Centre (i.e., Sound
Engineering, Ju Jitsu Martial Arts, 1:1 educational opportunities with Safer Schools Together).
d. Programming to be offered once a week on Friday's at Connex (Sound Engineering & Ju Jitsu).
e. Development of a Sound Engineering course for students.
f. Providing training for teachers to instruct Ju Jitsu for students.
g. Educational workshops and training to be offered to students, faculty members, youth serving
organizations in Maple Ridge (Gang Reduction Through Informed Practice (GRIP) Training /Gang
Digital Behavioural Threat Assessment Training (Toolkit)).
h. Program details to be collaboratively decided by mutual agreement (with the purpose of
maximising engagement opportunities', reduction of duplication and program overlap) with two
(2) months prior to every third month in the term for the subsequent three (3) month
programming period.
i. Eligible participants include young people ages 10-18.
j. Programs prioritize referrals from Building Safer Communities ("BSCF") associated programs.
k. Collect and track statistics of program participants and outcomes as related to BSCF.
I. All services and programs supported by BSCF are designated for Maple Ridge specifically.
Communications and Marketing:
Building Safer Communities Fund ("BSCF") -Mapl_e Ridge associated logos must be added to all Sd42
promotions and notices pertaining to programming in Maple Ridge that are supported by the BSCF
Project, for the purpose of cross-promotion and alignment. All promotions created by School District No.
42 will be provided in print and/or electronic format to the BSCF project manager. All verbiage
pertaining to BSCF supported programs in Maple Ridge will be provided to the BSCF Project manager
for comment.
Reporting -Payment Schedule as Required by Public Safety Canada:
Fiscal Year 2023-2024
Period Reporting Due Dates Required Documents
Cashflow Statement
February 1 -March 31, 2024 April 12, 2024 Non-Financial Activity Report
Evaluation & Engagement Data
Cashflow Statement
April 1 -September 30, 2024 June 10, 2024 Non-Financial Activity Report
Evaluation & Engagement Data
Cashflow Statement
October 1, 2024 -March 31, April 12, 2025 Non-Financial Activity Report
2025 Evaluation & Engagement Data
Schedule UB" -Budget Allocation
BUILDING SAFER COMMUNITIES FUND (BSCF}
Project Budget
_ ,._ February 1-March 31, 2024 . , . . ... :
Eligible Expenditures: Cash '
Eligible Expenditures Details --
Salaries and wages and CYCW Outre.achworkerfromJanuarv to March 58,160.00
benefits Te.ache, from January to March S10,274.34
Professional and
consultant: c,osts
Recruitment and
train,ngcosts
Traver•
Studio11to13 GMYC 11:30.AM-2:30PM 3 hours onFridaysSFridays@50per hr =$750.00
Studio 14 to 18 APC 9 AM -3 PM 6 hours on Fridays S Fridays @SO per hr= S 1,500.00
Jujitsu 11 to 13 GMVC 11 :30AM -2:30 PM 3 hours on Fridays S Fridays @50 per hr: $675.00
Jujitsu 14 to 18APC 8-9& 11:30-12:30 2 hours on Tuesdays4 Tuesdays@SOper hr= $450.00
Game Ready and Other service Providers S 10,000
SST1 to 1-$3000
Gang Reduction Through Informed Practice (GRIP)Tra ning -Full-day training (Max 100 Attendees) x 1 day
of training x SS,100.
Gangs Trends seuion/Community Capacity Building Full day $8100
Grip Gang Av.rareness Parent/CareGiver Session -2 Sessions S2,000.00
Grip Gang Awareness Student Session1 -4 sessions X S 1500 = S 6,000.00
Grip cutomited Student Sessions -3 sessions X $2000 = $6000
Online Prep Course Dev-200 hours develop and record studio prep course @50 per hr= S 10,000
Jujitsu Teacher Training-APC 3 PM -4 PM 1 hour on Tuesdays9Tuesdays @S0perhr = $450
Program vehicle & mileage for Transportation
SD42 Prevention Program -Mileage+ lnsurance+Fuel -$3,000 (3 months is $1500)
Office equipment, Physical +Social Recreation Program Equipment -10 Ghees@ $100 each = $1000 X 2 .sessions:: $2000
supplies and materials S3000for misc. incidentals and programming needs as they arise
Meals arid/or
refreshments for
participants•
Rec;reation Programming S 150/week •3 months•SD42 • $2,775.00
Stakeholder Seuions $300 X 6 -$900.00
Subtobl -Cash
$18,434.34 S l&,434.34
S16,375.00 S 16,375.00
$40,650.00 S 40,650.00
$1,500.00 $ 1,500.00
SS,000.00 S 5,000.00
$3,675.00 S 3,675.00
$85,634.34 S 85,634.34
••• c"°"°·,ty
BUILDING SAFER COMMUNITIES FUND (BSCF)
Eligible Expendrtures Details•Subject to change as program needs develop 11111
Salaries and ages and CYCW Outreach worker for 10 months $40,800.00 S91,78S.94 s beoefit.s Teacherfror 1 months $50,98S.9 91,785.94
Studio 11 to 13 GMYC ll:30AM -2:30 PM 3 hours on Fridays 5 Fridays@SOper hr =S2,500.00
Studio 14 to 18 APC 9 AM • 3 PM 6 hours on Fridays S Fridays @50 per hr = $5,000.00
Professional and Jujitsu 11 to 13 GMYC 1.1: 30 AM• 2 :30 PM 3 hours on Fridays 5 Fridays @SO per hr = $2,250.00 SSl,250.00 s 51,250.00 coos ltant costs Jujitsu 14 tolSAPC 8-9& 11:30-12:30 2 hours on Tuesdays Tuesdays @50 per r:S1,500.00
Game Ready and Other servic;e Providers S 30,000.00
SSTl to 1-S10,000
N/A •oetalls are subject to change as programs develop.
Recr itment and training s -costs
Program vehicle & mileare for Transportation
Travel• S 4 Prevention Program• MIieage +Insurance+ F el· SS,000.00 SS,000.00 s 5,000.00
Offic equipment, N/A • et ails are subject to change as programs develop.
supplies and materials s
ealsand/or Recreation Programming S 15 ee •10 months• SO 2 • S9,250.00
refreshments for Stakeholder Sessions S X6-S900.00 Sl0,1S0.00 s 10,1S0.00
participants•
onoraria• IN/A •oeta Is are subject to change as programs develop. s
C It rally Appropriate IN/ • etails are subje(:t to change as programs de"elop.
E11:pe diture s .
Subtotal-cati $158,185.94 s 158,185.94
Schedule "C" -Eligible Expenditures
# Eligible ExQenditures
Salaries, wages and benefits for temporary professional,
1 clerical, technical and administrative services, and stipends
(including expenses for international staff);
Professional and consultant costs, not limited to audit and
2 evaluation expenses and professional fees related to the
preparation of financial statements
3 Recruitment and Training Costs (e.g. courses, workshops,
etc.);
Reasonable Travel, accommodations and related expenses in
5 accordance with National Joint Council Guidelines as well as
bus tickets, tokens, and other reasonable participant related
transportation reimbursements;
Office equipment, supplies and materials, including
7 computers, printers/scanners, and communications
equipment and associated costs
10 Meals and/or refreshments for participants in activities and
workshops directly related to the project
# Ineligible ExQenditures
Goods and services that, in the opinion of the Government
1 of Canada, are normally provided by the First Nation
community or by the federal, provincial, territorial or local
municipal government
2 Cannot be used to pay for regular or ongoing police
services
3 Core or ongoing operating expenses
4 Hospitality, that does not meet the eligible expenses
criteria
5 Interest charges or costs of borrowing; and
6 Amortization
Ql&Q2
Prepared by :
Fiscal Year :
Schedule "D" -Non-Financial Report Template
ANNEXE
NON-FINANCIAL REPORT TEMPLATE
IDENTIFICATION
E-mail:
i.e. 2019-2020 Date of the
Report:
Period Select all that apply
Covere □ Ql -April pt to June 30th
d by □ Q2 -July pt to September 30th
this □ Q3 -October pt to December 31st
report □ Q4 -January pt to March 3pt
SECTION 1: REPORT ON PROGRESS OF EACH PLANNED ACTIVITY
(Add all activities listed in the Annex
E of the Contribution Agreement) Completed In progress
1. Activity 1
Not yet
started
Describe the progress achieved this period for each of the activities. Please use concrete
Late/
aband
oned
examples and reference your project milestones. If behind schedule, indicate what additional
measures will be taken.
2. Activity 2
3. Activity 3
Add m re activities as necessary)
SECTION 2 : EXPECTED OUTCOMES/RESULTS
Is the project on track to meet the expected outcomes/results in your agreement? If not, please
explain.
Describe any partnerships/networks that were involved during this reporting period, including
any activities that occurred with them if not already described above. (i.e. meetings; financial
nature; someone who provides advice, etc.)
SECTION 4 :,JN.;.KINDCONTRIBUTIONS
Describe in-kind contributions made by your organization or project partners during this period.
(Note -an in-kind contribution is the provision of goods or services not involving monetary
transactions.)
Is there any other information about your project that you want to share with us? (successes,
challenges, and lessons learned)
The information you provide is collected under the auspices of Public Safety Canada for the
purpose of administering programs. The information collected will be subject to the Access to
Information Act.
The undersigned hereby certifies that the above information is in accordance with the Terms and
Conditions of the funding agreement.
Authorized Recipient Name: _________________ _
Signature: __________ _ Date: --------
Schedule "E" -Cashflow Statement Template
Combined Expenditures Combined Expenditures Combined Expenditures Combined Expenditures Total Fiscal Year 01 Q2 Q3 04
Expenditure Categories as identified Tot.I All other Sources Total Annual Project Total Actual Total PS Actual Total PS Actual Total PS Actual Accumulated Accumulated Total funding+ In-Project Project Project Project Actual in Program Tem1s and Conditions Funding Kind Budget Forecast EHpendlluros forecast EHpenditures fo,ecast EHpenditures Forecast E•penditures EHpenditures Variance
000 0.00 0.00
Costs IISSOCl3ted to conferences 000 0.00 0.00
Cutural\l approl!fllle expendlures 0.00 0.00 0.00
Honorana 0.00 0.00 0.00
!.teals and/or refreshments for parbc1>3nts 0 00 0.00 0.00
,Office equ,pment, supJ>'es and materials 0.00 0.00 0.00
Plofesu,naf and consulant costs 0.00 0,00 0.00
Recru1men1 and tra11mo costs 0.00 0,00 0.00
Salanes and waoes and benefu 0.00 0.00 0.00
lranstaiJon and sm,la eous rilerpretallon 0.00 costs 0.00 0.00
Tra• el a=nm>dali>ns and related 0.00 0.00 0.00 ~oenses
Total Expenditures 0.00 0.00 0.00 0.00 0.00 0,00 0.00 0.00 0.00 0.00 0.00 0.00