Contract management policy

Contract Management Policy
(Article 938.1.2, Municipal Code)
December 2010

The Municipality of Austin, like all municipalities and MRCs and intermunicipal boards (Régies) must adopt a contract management policy by January 1, 2011, which respects the requirements set out in the Municipal Code.

The objective of adopting this policy is to ensure that the sums spent for the purchase of goods and services are in compliance with the principles of transparency and proper management that the taxpayers have a right to expect.

To ensure a minimum structure, as required by the law, but adapted to the size of the municipality and its needs, seven series of contract management measures are set out in this policy. The director general and secretary treasurer will be responsible for its application.

The policy applies to the members of the council and the staff of the municipality, and binds the suppliers and bidders and any person who wishes to enter into a contract with the Municipality. The policy will be reviewed periodically as needed.

Contract management measures:

1. A series of measures intended to ensure that any bidder or his representatives has not communicated or tried to communicate with a member of the selection committee with regard to a bid or submission he is presenting, with the intention of influencing him.

2. A series of measures to promote respect of the laws to control bid rigging.

3. A series of measures designed to ensure that the Lobbying Transparency and Ethics Act (ch. T011.011) and the Lobbyists’ Code of Conduct are respected.

4. A series of measures intended to prevent intimidation, influence peddling and corruption.

5. A series of measures to prevent situations in which a conflict of interest might arise.

6. A series of measures intended to prevent any other situation that could compromise the impartiality and objectivity of the call for tenders procedure and the contract management process that follows.

7. A series of measures to provide a structure for any decisions to modify a contract.

Finally, the policy provides for sanctions and penalties for council members, staff and contractor-bidders who contravene the terms of the policy.

For the complete text, in French, see the document: Politique de gestion contractuelle.