Purchasing: FIN 115

PURCHASING

            FINANCE: 100

Purchasing: FIN 115

Adoption Date: October 25, 1999

Revised: April 2, 2007

Scope             

This policy covers procurement of all goods and services acquired by the Cape Breton-Victoria Regional School Board.

Purpose                      

To procure goods and services in the most cost efficient manner which meet quality standards and provide best terms.

Policy Statement        

It is the policy of the Cape Breton-Victoria Regional School Board to maintain a high level of confidence in the procurement process by ensuring that procurement is carried out in an open, fair, consistent, efficient and competitive manner.  The requirements of the Atlantic Provinces Procurement Policy will be adhered to in carrying out the purchasing function.

Cross Reference

Atlantic Canada Procurement Policy

Authorization             

This policy has been authorized by the Board under motions number....    

Responsibility            

It is the responsibility of the Director of Finance to ensure that this policy and administrative procedures are implemented.

Implementation                     

The Purchasing Agent will implement the policy and administrative procedures.

Procedures                            

1.         Requisitions and Approvals

1.1       School Requisitions:

Requisitions originating from schools for classroom supplies, equipment and services are signed by the Principal and if under $1,000 are forwarded directly to Purchasing Department, if over $1,000 are signed by Principal, forwarded to Director of Finance for approval and then forwarded to Purchasing Department

1.2       Education Administration Requisitions:

Requisitions originating from Central Office are signed by originator and respective Director and if under $1,000 are forwarded directly to Purchasing Department; if over $1,000 are signed by originator, respective Director, forwarded to Director of Finance for approval and then to Purchasing Department.

1.3       Finance and Purchasing Requisitions:

All requisitions originating from the Finance and Purchasing Offices are signed by originator, approved by Director of Finance and forwarded to Purchasing Department.

1.4       Support Services Requisitions

Requisitions originating from Operational Services (Maintenance and Transportation Departments) are signed by originator and Director of Operations and if under $5,000 are forwarded directly Purchasing Department, if over $5,000 are signed by originator, Director of Operations, forwarded to Director of Finance for approval and then to Purchasing Department.

2.         Procurement

2.1       Goods and services with an estimated value of up to $1,000 will  be obtained by requesting prices from a minimum of three vendors.

2.2       Goods and services with an estimated value from $1,000 to $10,000 will be obtained by suppliers filling out "Request for Quotation"  and will be directed to minimum of three vendors.

2.3       Purchases in all cases are evaluated not only on price, but also, on quality, service and the capacity of supplier to meet all stated criteria.

2.4       Purchase of supplies, materials, equipment and services are originated by filling out a requisition form and forwarding same for approval.  When approved, purchase order will be issued in order to acquire goods and services.                   .                

3.         Tenders

3.1        Tenders for supplies/services are advertised in local newspapers. 

3.2       Tenders are also mailed to vendors/contractors who are known to be interested in tendering.

3.3       When tenders are received (by predetermined date and time) tenders are stamped as received and recorded in tender register. 

3.4       Tenders are opened by not less than three individuals, consisting of Purchasing Agent, two staff members, and/or department head for which purchases or services are being procured. 

3.5       Members of the School Board and public may attend bid openings.

3.6       After tenders are opened, they are documented and evaluated.

3.7       When successful vendors/contractor(s) have been selected, letter of notification is forwarded by the Purchasing Agent. 

3.8       Tenders recommended that are not the lowest bid or are for projects that are outside the approved budget and/or Department of Education capital initiatives shall require Board approval.

3.9       Report to Board:

• All accumulated amounts of $10,000 or more paid to a vendor shall be reported to the Board on a monthly basis.
• All accumulated amounts of $100,000 or more paid to a vendor shall be reported to the Board on a year to date basis.

4.         Repairs-Minor Equipment

4.1       Repairs of minor equipment is handled by forwarding the equipment to Purchasing Warehouse with approved requisition attached.

4.2       Estimates are given to Purchasing prior to repairs being done.

4.3       After cost is approved by requisitioner and repairs are completed, equipment is returned to warehouse and then forwarded to particular school.

5.         Standing Purchase Orders

5.1       Standing Orders enable supplies to be picked up or services rendered by different suppliers/contractors up to an approved dollar value as shown on the Purchase Order.

Associated Forms      

Purchase Requisitions

Purchase Orders

Policy Review            

This policy will be reviewed by Director of Finance within three years from the authorization date.

Distribution                

Board Members

All Policy Manual Holders