Purchasing
Procedures Manual 302-A
Category:
Administered by:
First Adopted:
Revision History:
Next Review:
1.
Finance
Superintendent of Finance
April 1998
February 2010, June 2013, April 2014
2016 School Year
General
1.1
April 2014
The Purchasing Policy applies to the purchase of goods and/or services
except for the acquisition of the following:
•
pupil transportation
•
utilities
•
seminars, conventions, conference fees, workshops, venues,
speakers, training and education courses, membership dues
•
travel expenses for students, employees and Trustees
•
hotel expenses
•
rental or lease of property
•
new building and major renovation construction contracts
•
services provided under an employee-employer relationship paid
through payroll
•
temporary clerical and/or technical employees that are hired directly or
through an agency on a per diem basis
•
projects in which the Board may partner with one or more other boards
or other associations in which a single consultant, chosen by a
procurement process acceptable to all participants, provides services
to the entire group
•
projects in which a government ministry specifies the goods and/or
services to be used
Page 1 of 7
PURCHASING
PROCEDURES MANUAL 302-A
2.
3.
1.2
Superintendents, Principals, and Managers/Supervisors are encouraged
to consult with the Purchasing Manager on these acquisitions.
1.3
This policy operates in conjunction with the Purchasing Handbook as
revised from time to time.
Criteria
2.1
The Board will purchase those goods and/or services which support the
various programs approved by the Board, in its annual budget, through
government grants or independently funded projects.
2.2
All purchases, donations, alterations, modifications or installations will
meet Board specifications and standards, be compatible with other Board
equipment and any current and/or future plans of the Board for all the
buildings and grounds.
2.3
The Purchasing Department shall direct and/or provide assistance for the
purchase and supply of all goods and/or services required by the Board
except as provided in other Board policies.
2.4
The acquisition of real estate or buildings will be approved by the Board
and/or through committees under the direction of the Board.
2.5
The Purchasing Manager is responsible for the disposal of surplus
supplies, furniture and equipment.
2.6
The Purchasing Department is the authority for the purchase of all goods
and/or services except for those items covered in other policies.
2.7
Purchasing authority is limited to that of Board business and no
negotiations will be entered into or transacted on behalf of individuals or
groups in their private capacity.
2.8
The Purchasing Department shall make no purchases on behalf of Board
employees or members of the Board for personal use.
Approval Authority Levels
3.1
April 2014
Authority levels identify the approval required for specific dollar values of
purchasing Goods, Non-Consulting Services as well as Consulting
Services. This delegation of authority corresponds to job roles within the
Board. It is the responsibility of the individual requesting the goods or
services to obtain approval in writing from the appropriate authorized
individual and retain this written approval for 7 years.
Page 2 of 7
PURCHASING
PROCEDURES MANUAL 302-A
3.2
Goods and Non-Consulting Services
Procurement Approval Authority Schedule for Goods and Non-Consulting
Services
Dollar Value
0 to $5,000
0 to $10,000
0 to $50,000
0 to $500,000
0 to $5 million
over $5 million
3.3
Approval Authority
Secondary Department Heads
Administrative employees at the level of Supervisor or
equivalent
Principals, Program Leaders, Managers
Senior Administration
Director
Trustees
Consulting Services
Procurement Approval Authority Schedule for Consulting Services
Procurement
Method
3.4
4.
Dollar Value
Approval Authority
Invitational
Competitive
$0 up to $99,999
Approval Authority Level for
goods and non-consulting
services
Open Competitive
(Formal Advertised
Request for Tender,
Request for
Proposal)
Any value
Approval Authority Level for
goods and non-consulting
services
Any exemptions to the above purchasing methods will be in accordance
with any applicable trade agreements in consultation with the Purchasing
Manager.
Principles
4.1
General
4.1.1 The Board will conduct procurement related activities in an open,
fair and transparent manner and use appropriate purchasing
methods to ensure achievement of maximum value.
4.1.2 The Board will use collaborative purchasing methods in order to
leverage the increased buying power of aggregating the total
spend, standardize processes and generate savings/efficiencies.
April 2014
Page 3 of 7
PURCHASING
PROCEDURES MANUAL 302-A
4.1.3 The Board will ensure that authorized Board employees have the
information required to perform the procurement function on behalf
of their school/department.
4.2
Standardization
4.2.1 Standardization is the management decision-making process that
examines a specific common need or requirement and then selects
a product or service that best fills that need to become a standard.
4.2.2 Wherever possible, for any goods and/or services used in more
than one location, a standard will be established in order to
combine purchasing power, increase efficiencies and reduce
prices.
4.2.3 Purchases of goods and/or services will normally meet the current
standard specifications where established and available.
4.2.4 Current standard specifications, where available, will be
communicated to all Board employees.
4.3
Environment
4.3.1 It is the policy of the Upper Grand District School Board to model
and promote responsible and sound environmental practices within
all operational, teaching and learning, student engagement and
community connections within the Board.
4.3.2 The Board strives to develop and implement environmentally
responsible purchasing practices while considering financial
constraints, quality, price and service.
4.4
Health and Safety
All goods and/or services purchased by the Board will comply with all
appropriate Federal, Provincial and Municipal legislation, regulations and
standards, and all Board policies and procedures.
5.
Ethics
5.1
April 2014
All individuals involved in purchasing or other supply chain-related
activities (all procedures directly or indirectly relating to planning,
sourcing, buying, transporting and paying for products and services) will
comply with this Code of Ethics and the laws of Canada and Ontario. The
Board, in all its procurement decisions, will be guided by the Ontario
Page 4 of 7
PURCHASING
PROCEDURES MANUAL 302-A
Broader Public Sector (BPS) Supply Chain Code of Ethics, as detailed
below.
5.1.1 Personal Integrity and Professionalism
Individuals involved with Supply Chain Activities will act, and be
seen to act, with integrity and professionalism. Honesty, care and
due diligence will be integral to all Supply Chain Activities within
and between BPS organizations, suppliers and other stakeholders.
Respect will be demonstrated for each other and for the
environment. Confidential information will be safeguarded.
Participants will not engage in any activity that may create, or
appear to create, a conflict of interest, such as accepting gifts or
favours, providing preferential treatment, or publicly endorsing
suppliers or products.
5.1.2 Accountability and Transparency
Supply Chain Activities will be open and accountable. In particular,
contracting and purchasing activities will be fair, transparent and
conducted with a view to obtaining the best value for public money.
All participants will ensure that public sector resources are used in
a responsible, efficient and effective manner.
5.1.3 Compliance and Continuous Improvement
Individuals involved with purchasing or other Supply Chain
Activities will comply with this Code of Ethics and the laws of
Canada and Ontario. Individuals should continuously work to
improve supply chain policies and procedures, to improve their
supply chain knowledge and skill levels, and to share leading
practices.
5.2
April 2014
In accordance with the Code of Ethics and primary values as stated
above, the Board’s employees will operate and conduct their procurement
decisions and actions based on the following:

maintain an unimpeachable standard of integrity in all business
relationships both inside and outside the Board

do not use the authority of public office for personal benefit

consider first the interest of the Board and its students in all
transactions

preserve the image and integrity of the Board
Page 5 of 7
PURCHASING
PROCEDURES MANUAL 302-A
6.

safeguard confidential information and comply with the Municipal
Freedom of Information and Protection of Privacy Act

accept no business gifts other than items of small intrinsic value

seek counsel from the Board’s Purchasing Department as required

buy without prejudice

subscribe to and work for honesty in buying, and denounce all forms of
improper business practice

work with the highest ideals of honour and integrity in all public and
personal relationships in order to merit the respect and inspire the
confidence of the Board and the public being served

seek or dispense no personal favour

handle each situation objectively and empathetically, without
discrimination
Conflict of Interest
6.1
Board employees, advisors, external consultants, or suppliers shall abide
by the conflict of interest guidelines as noted below.
6.1.1 A conflict of interest exists where the decisions made and/or the
actions taken in the exercise of duties by Board employees,
Trustee, member of a statutory committee or council of the Board,
including School Council members, could be, or could be perceived
to be, affected by the personal, financial or business interests of
that person or that person’s family or business associates.
6.1.2 Board employees are responsible and accountable for using good
judgement in the exercise of the Board’s duties and will:
•
•
disclose in writing any conflict of interest in a purchasing
decision to their supervisor, and
avoid situations which may present a conflict of interest while
dealing with persons or organizations doing business or seeking
to do business with the Board.
6.1.3 In a conflict of interest situation, Trustees and members of statutory
committees or councils of the Board are governed by the Municipal
Conflict of Interest Act.
April 2014
Page 6 of 7
PURCHASING
PROCEDURES MANUAL 302-A
6.1.4 School Council members are governed by their individual School
Council’s Conflict of Interest By-laws (as required by Ontario
Regulation 612/00).
6.1.5 In addition, the Education Act of Ontario in Chapter E.2, Section
217 states:
“No teacher, supervisory officer or other employee of a Board or
of the Ministry shall, for compensation of any kind other than his
or her salary as such employee, promote, offer for sale or sell,
directly or indirectly, any book or other teaching or learning
materials, equipment, furniture, stationery or other article to any
board, provincial school or teacher’s college, or to any pupil
enrolled therein.
No person or organization or agent thereof shall employ a
teacher, supervisory officer or other employee of the Board or of
the Ministry to promote, offer for sale or sell, directly or
indirectly, any book or other teaching or learning materials,
equipment, furniture, stationery or other article to any board,
provincial school or teacher’s college, or to any pupil enrolled
therein, or shall, directly or indirectly, give or pay compensation
to any such teacher, supervisory officer or employee for such
purpose.”
6.1.6 A conflict of interest may arise as a result of Board employees,
advisors’, external consultants, or suppliers’ involvement in
purchasing activities. Individuals involved in purchasing activities
will declare actual or potential conflicts of interest. Where a conflict
of interest arises, it will be evaluated and an appropriate mitigating
action will be taken.
7.
Dispute Resolution
7.1
Dispute resolution procedures are outlined within the Board’s competitive
procurement documents (bidding or proposal process) to ensure that any
dispute is handled in an ethical, fair, reasonable and timely fashion.
7.2
Bid Dispute resolution procedures comply with bid protest or dispute
resolution procedures set out in the applicable trade agreements.
April 2014
Page 7 of 7