Purpose

1. This directive governs the procurement and purchase of goods and services within the municipality of Glarus Nord, unless the procurement requires approval by the Municipal Council or the Municipal Assembly by virtue of the Municipal Charter or the subsequent provisions.

2. This directive shall be applied in compliance with the Intercantonal Agreement on Public Procurement (IVöB).

1. All procurement activities within the municipality of Glarus Nord must be handled professionally, at optimal costs, with contractual security, traceability, and in a uniform manner. This guideline must be consistently observed and implemented.

1. Glarus Nord is the first Fair Trade Town in Switzerland and supports long-term and fair trade relations, stable and transparent prices, social working conditions, and sustainable cultivation methods.

1. Department-Specific Materials, Maintenance, Capitalizable and Non-Capitalizable Acquisitions and Services (criteria for capitalization according to the chapter on Investment Accounting in the HRM2 Handbook) are procured directly by the departments.

2. General Consumables, Maintenance, Capitalizable and Non-Capitalizable Acquisitions and Services, which are used across all departments, are coordinated by the Finance and Investments Division.

1. Procurements requiring approval by the municipal council shall be proposed by the departments.

1. The selection of suppliers must be objective, comprehensible, transparent, and ensure equality of opportunity.

1. The tender and award criteria are based on the provisions of the Federal Act on Public Procurement and the cantonal regulations.

1. The tender must ensure competition and the economically most advantageous offer must be selected. The number of offers is to be determined objectively, comprehensibly, and transparently.

1. Before placing an order, the requirement must be clarified and aligned with the respective budget. Cost control must be strictly adhered to.

2. Direct awards are permissible under the following conditions

a) Acquisitions (one-off and recurring) for materials, services, and maintenance

1. Awards with a total value of less than CHF 15,000.00 may be procured under known, agreed conditions;

2. For awards with a total value of CHF 15,000.00 up to CHF 30,000.00, at least two written offers must be obtained;

3. For awards with a total value of more than CHF 30,000.00, at least three written offers must be obtained;

4. Supply agreements for recurring awards must be re-tendered every four years.

b) Consultations and fees of external specialists

1. With a total value of less than CHF 50,000.00 may be engaged under known, agreed conditions;

2. With a total value of more than CHF 50,000.00, at least three written offers must be obtained.

c) Urgent replacement procurements, particularly in cases of apparatus or machine failures that do not permit the solicitation of offers, may be awarded through direct award. For replacement procurements with a total value of more than CHF 15,000.00, the subsequent approval of the Municipal Council must be obtained.

d) The awarding of a contract with fewer than the required number of written offers must be justified, approved by the head of department, and documented in the files.

e) Services from external specialists who are regularly engaged may be utilized for similar matters without obtaining comparative offers. In each individual case, it must be justified what special case it is and within what timeframe comparative offers will again be requested.

1. Awards must be made in writing. The awards and settlements must be provided with an account assignment (cost type / cost center or investment project / cost center).

2. One-off and recurring procurements under CHF 15,000.00 annually or urgent replacement procurements may exceptionally be awarded by telephone. In the case of telephone awards, traceability must be ensured.

1. For procurement under a private contract, cost control from a budget owner must always be obtained. The contract shall generally be awarded to the offer with the best economic value. Overall responsibility for the budget per department lies with the Head of Division. They may delegate sub-budgets to Heads of Department, Heads of Specialist Units, School Principals, Clerks, and Secretariats.

2. Awards exceeding CHF 30,000.00 must be approved in writing by the Head of Division.

1. Procurements must be delivered directly to the ultimate recipient. Control of the order, the quantity contained therein, and the signing of the delivery note are mandatory. The delivery note must be reconciled with the invoice.

2. Incomplete or damaged/defective deliveries must be reported to the supplier without undue delay.

1. **Control of Stored Material**

A control system must be maintained for stored material. Inventory levels should be kept low. The stock range should be limited to one quarter's supply. Procurement quantities may be expanded if more economically advantageous offers can be secured, such as higher discounts, wholesaler prices, elimination of small quantity surcharges, no freight costs, etc. Before awarding a contract, demand, stock levels, and stock range must always be reviewed. Fundamentally, the supplier is responsible for inventory management and must be ready to deliver on demand at any time.

1. The tender for contracts in open and selective procedures must be carried out in accordance with the Intercantonal Agreement on Public Procurement (IVöB) and other superior legal bases.