Policy A7 Advertising for Contracts and Services

Policy No. A-7

CENTRAL COAST REGIONAL DISTRICT

Policy: Advertising for Contracts and Services

Preamble: It is noted that from time to time, individuals are approached to provide labour or services for a fee.  This does not provide a fair opportunity for all interested parties who may wish to participate, nor does it always enable the regional district to receive the most desirable financial advantage.  However, as the Coast Mountain News is only published every two weeks, timing may be a factor.  Therefore, advertising in one issue of the Coast Mountain News and posting the advertisement at public offices and other public notice boards will be deemed as sufficient.  It is also noted that provisions must be made for the Bella Coola Valley as well as the outer coast communities.

Policy: That committees, commissions and others associated with the regional district be required to advertise all contracts and services in one issue of the Coast Mountain News, by posting at Post Offices and public notice boards, and by faxing the advertisement to the following public offices for posting:

Government Agent 799-5450 Nuxalk Nation 799-5426
Career Centre 799-5818 School Board Office 982-2319
Heiltsuk Nation 957-2544 Shearwater Marine 957-2422
Ocean Falls Improvement District 1-866-216-6514

Due to the expense incurred in advertising, contracts and services estimated to be valued at less than $800 may be advertised, but need not.  For multi year contracts, the board of directors may authorize the continuation or extension of the contract by unanimous resolution.

When the board determines that a project is best carried out under direct supervision of the regional district and the hiring of equipment is done by the hour, advertising is not required.  The equipment used will be chosen for its appropriateness for the job required.

Notwithstanding that the preferred practice shall be tendering of works, the Board may from time to time procure goods and/or services from a supplier(s) without tendering of work.  In such cases a written justification shall be prepared, filed and made available to members of the public or other potential suppliers of the good(s)/service(s) on request.  Circumstances providing justification for sole sourcing include but are not limited to:

• existing supplier has satisfactorily provided goods and services and no apparent change has occurred either in the nature of the need or in the market for such goods and services;
• it is known that only one supplier of the goods or services(s) is available within the area of the regional district.

It is recognized that circumstances of an unforeseen nature arise from time to time and advertising is not always an option due to time constraints.  Where the nature of the work is deemed to be of an emergency nature and advertising in the local newspaper is not possible, posting notices at public offices, Post Offices, the regional district office, and public notice boards may be permitted.  Authority for these special circumstances must be obtained from the Electoral Area Director responsible for the function or an alternate appointed by him/her.


Date: September 9, 1998     
Amended: September 12, 2001; November 14, 2001; January 7, 2004
Reviewed: June 01, 2005