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Doing
business with Strathcona County
Introduction
Strathcona County spends approximately $36 million (2002 figure) of public funds
annually to purchase goods and services. In buying goods and services, we make
every effort to:
- obtain the best value for the dollars we spend
- manage our purchasing in a way that is fair to all
suppliers
This page explains how Strathcona County conducts its
business. It outlines our policies, practices and procedures related to purchasing,
tenders, awards and invoice payment.
If you have questions or concerns regarding these matters,
please contact Facility Services at (780) 464-8402 or info@strathcona.ab.ca
Philosophy
Strathcona County has a centralized purchasing administration, with both centralized
and decentralized purchasing activity. Departments have the authority to purchase
goods and services or they can use the centralized resources of Facility Services.
When we can obtain the lowest net price by purchasing pooled common commodities,
Facility Services is the designated purchasing agent.
Strathcona County employees follow purchasing practices that
promote the principles of economy, efficiency, effectiveness, equity and environmental
responsibility. Our practices are consistent with the organization's strategic
objectives.
Strathcona
County's purchasing policy
While ensuring all purchasing actions are fair and impartial, Strathcona County
strives to purchase goods and services of the highest value and quality at the
lowest net life-cycle cost. We want to access the broadest market possible to
stimulate competition and achieve the objectives of the purchasing process.
Whenever possible, the County considers the impact of the
product or service on the environment. We may require products to be durable
or reusable, or that they contain the maximum level of post-consumer waste or
recycled content, without significantly affecting the intended use.
Strathcona County employees are responsible to establish a
relationship of mutual confidence with the County's suppliers. Employees shall
ensure competition is open and fair, use consistent buying practices, and remain
free of obligation to any vendor or potential vendor.
Purchasing locally
Strathcona County acknowledges and appreciates the contributions that local
businesses make to the community. The County will employ all reasonable measures
and undertake appropriate action to maximize the purchasing opportunity with
all local business.
All businesses located within our municipal boundaries have
equal opportunity to supply goods and/or services to Strathcona County. Preference
will be given to a local business when all factors (quality, availability of
goods or services, price, warranties, brands, transportation costs, service
availability, qualifications, etc.) are equal.
Introducing your firm to
Strathcona County
Facility Services is responsible for establishing overall programs and guidelines
to assist departments with their purchasing requirements.
Contact us and take the opportunity to introduce yourself
and your firm. Acquaint yourself with our purchasing procedures. Facility Services
can then direct you to departments that may need the services or products you
provide. Contact us periodically to ensure the information regarding your firm
is current and correct.
Competitive process
The competitive process is intended to ensure all interested individuals, organizations
and vendors have equal opportunity to provide Strathcona County with goods or
services.
- Telephone quotations
Telephone quotations may be requested when Strathcona County buys miscellaneous
items of relatively low dollar value, or when circumstances do not permit
written quotations.
- Invitation to tender
The tender process is used when price is the sole award factor, provided all
specifications, terms and conditions have been met.
- Request for quotations
We invite quotations where cost as well as other factors are considered in
the award. Specifications may not be conclusive, and a review may be required
to determine the lowest net life-cycle cost, and appropriate and/or highest
quality prior to awarding the contract.
- Request for proposals
Requests for proposals are used as an alternative to tenders, normally to
provide services or complete a given project. This method provides vendors
with an opportunity to bid on work or service using their unique skills. The
selection of the successful proposal will be based on Strathcona's appreciation
of the firm's experience, knowledge, resources and ability to complete the
project or provide the County with effective, efficient and economical services.
Agreement
on Internal Trade
In accordance with the Agreement on Internal Trade (transactions $100,000 or
greater in the case of goods or services; or $250,000 or greater, in the case
of construction), Strathcona County uses a national electronic tendering system.
Public opening
The time, location and conditions of a public opening will be made known in
advance and included in competition documents.
Only the name of each company and the total bid will be released
during a public opening. The successful bid will not be announced at the opening;
it will be announced once we have evaluated the documents and obtained appropriate
approvals.
Evaluation of bids
After the closing, we review all submissions to make sure they meet the specifications
required and to confirm pricing, extensions, delivery date, environmental requirements
and an authorized signature. In the case of a tender process, all other requirements
being equal, the lowest bid will receive the award.
Notification
The successful company will be notified as soon as possible after the selection
is made. A purchase order or other legal agreement will be issued to confirm
the award. Unsuccessful bidders will be notified of the successful supplier
and total cost.
Payment of invoices
Strathcona County recognizes the need for prompt and accurate payment of your
invoices.
- We process invoices only after goods and services have
been received and accepted at the destination specified.
- Standard payment terms are net 30 to 45 days. Discounts
for early payment, if offered, may be negotiated with the County.
Include both the purchase order number and the name of the
receiving department, and submit your invoice to:
Strathcona County
Financial Services
2001 Sherwood Drive
Sherwood Park, Alberta T8A 3W7
Commodities and services required
The f ollowing is a list of items most frequently required by Strathcona County:
- Advertising
- Ambulance equipment
- Automobile parts
- Building materials
- Cold mix
- Communication equipment
- Computer equipment
- Computer software
- Consultants
- Contractors
- Food services
- Janitorial services
- Janitorial supplies
- Landscaping supplies
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- Medical supplies Office equipment
- Office furniture
- Office supplies
- Paving services
- Petroleum
- Petroleum products
- Printing
- Rental equipment
- Safety supplies
- Sand & gravel
- Signs
- Trucking services
- Vehicles
- Vehicles - lease
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Further information
Strathcona County
Facility Services
County Hall
2001 Sherwood Drive
Sherwood Park, Alberta T8A 3W7
(780) 464-8402
Department contacts
Information (all departments): (780) 464-8111
Assessment & Tax
Manager: John Elzinga
Phone: (780) 464-8165
Fax: (780) 464-8270
Communications
Manager: Jocelyn Tennison
Phone: (780)464-8023
Fax: (780) 464-8009
Corporate Planning & Intergovernmental Affairs
Manager: Kevin Glebe
Phone: (780) 417-7130
Fax: (780) 464-8050
Economic Development & Tourism
Manager: Gerry Gabinet
Phone: (780) 464-8257
Fax: (780) 464-8444
Emergency Services
Manager: Dwight Osbaldeston
Phone: (780) 464-8458
Fax: (780) 467-5217
Engineering and Environmental Planning
Manager: Mike MacGarva
Phone: (780) 417-7120
Fax: (780) 464-8116
Facility Services
Manager : Diehl Townsley
Phone: (780) 464-8408
Fax: (780) 464-8404
Buyer: Elli Partridge
Phone: (780) 464-8402
Fax: (780) 464-8404
Fleet Services
Manager: Stan Sullivan
Phone: (780) 417-7171
Fax: (780) 449-1478
Family & Community Services
Manager: Jackie Winter
Phone: (780) 464-8449
Fax: (780) 449-1220
Financial Services
Manager: Christine Jackson
Phone: (780) 464-8190
Fax: (780) 464-8050
Human Resources
Manager: Al McCalder
Phone: (780) 464-8429
Fax: (780) 464-8521
Information Technology
Manager: Richard Kirke
Phone: (780) 464-8052
Fax: (780) 464-8026
Legislative & Legal Services
Manager: Glenna Kemp
Phone: (780) 464-8137
Fax: (780) 464-8050
Planning & Development Services
Manager: Peter Vana
Phone: (780) 464-8127
Fax: (780) 464-8109
Recreation, Parks & Culture
Manager: Russ Pawlyk
Phone: (780) 464-8490
Fax: (780) 449-1906
Strathcona Transit
Manager: Ian Gray
Phone: (780) 417-7181
Fax: (780) 417-7176
Transportation & Agriculture Services
Manager: Ian Gray
Phone: (780) 417-7129
Fax: (780) 417-7109
Utilities
Manager: Jeff Hutton
Phone: (780) 464-8175
Fax: (780) 464-0557
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