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COUNCIL POLICY RES~LUTI~N
POLICY NUMBER: I-180
POLICY TYPE: ADMINISTRATION
DATE: MAY 21, 1996
amended: JANUARY 13, 2003
SUBJECT: AGREEMENTS & CONTRACTS -EXTENSION, RENEWAL
OF ORAMENDMENTTO
POLICY CONTENT:
1. Pur ose:
To ensure that Council is given the opportunity to consider and determine
the appropriateness of an extension, renewal or amendments to existing
material or service contracts before substantive contractual negotiations
take place at the staff level.
And further to ensure that Council is kept informed of Existing Contracts
and in particular their expiry date and any terms respecting renewal or
extension.
2. Definition(s)
For the purpose of this policy, "Existing Contracts" means all contracts that
the City has entered into with a third party but does not include:
a) construction contracts;
b) agreements of purchase and sale respecting lands (including
easements and encroachments);
c} "one ofd' agreements for materials or services;
d) routine maintenance agreements; and
e) routine software licensing agreements.
KITC H E N E R Page 1 of 2 JANUARY 2003
POLICY NUMBER: I-180
SUBJECT: AGREEMENTS &CONTRACTS-EXTENSION, RENEWAL OF OR
AMENDMENT TO
3. Where staff believe that the circumstances warrant that the City should
renew or extend an existing material or service contract without putting the
matter out for formal quotation, public tender, request for proposal or other
public process, staff shall, within a reasonable time before expiry of the
contract, present the circumstances to, and obtain approval from, Council
before entering into substantive contractual negotiations regarding renewal,
extension or other amendments.
4. On an annual basis, each Department shall prepare and submit to the City's
Finance and Corporate Services Committee an inventory of all Existing
Contracts, parties thereto, general subject matter, commencement date,
expiry date and any terms respecting renewal or extension.
KITC H E N E R Page 2 of 2 JANUARY 2003