Purchasing Procedures Manual 302-A

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1 Purchasing Procedures Manual 302-A Category: Finance Administered by: Superintendent of Finance First Adopted: April 1998 Revision History: February 2010, June 2013, April 2014 Next Review: 2016 School Year 1. General 1.1 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 April 2014 Page 1 of 7

2 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. 2. 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. 3. Approval Authority Levels 3.1 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. April 2014 Page 2 of 7

3 3.2 Goods and Non-Consulting Services Procurement Approval Authority Schedule for Goods and Non-Consulting Services Dollar Value Approval Authority 0 to $5,000 Secondary Department Heads 0 to $10,000 Administrative employees at the level of Supervisor or equivalent 0 to $50,000 Principals, Program Leaders, Managers 0 to $500,000 Senior Administration 0 to $5 million Director over $5 million Trustees 3.3 Consulting Services Procurement Approval Authority Schedule for Consulting Services Procurement Method Invitational Competitive Open Competitive (Formal Advertised Request for Tender, Request for Proposal) Dollar Value $0 up to $99,999 Any value Approval Authority Approval Authority Level for goods and non-consulting services Approval Authority Level for goods and non-consulting services 3.4 Any exemptions to the above purchasing methods will be in accordance with any applicable trade agreements in consultation with the Purchasing Manager. 4. Principles 4.1 General 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 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

4 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 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 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 Purchases of goods and/or services will normally meet the current standard specifications where established and available Current standard specifications, where available, will be communicated to all Board employees. 4.3 Environment 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 The Board strives to develop and implement environmentally responsible purchasing practices while considering financial constraints, quality, price and service. 4.4 Health and Safety 5. Ethics 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. 5.1 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 April 2014 Page 4 of 7

5 Broader Public Sector (BPS) Supply Chain Code of Ethics, as detailed below 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 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 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 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 April 2014 Page 5 of 7

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 6. Conflict of Interest 6.1 Board employees, advisors, external consultants, or suppliers shall abide by the conflict of interest guidelines as noted below 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 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 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

7 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) 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 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

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