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District School Board of Niagara
Policy Business

B-01 Purchasing of Goods and Services

Date Jun 2018
Review Jun 2023

The District School Board of Niagara (DSBN) is committed to fair and equitable purchasing practices that are in accordance with the Government of Ontario Broader Public Sector Procurement Directives, the Canadian Free Trade Agreement and the Comprehensive Economic and Trade Agreement, and to obtaining maximum value for each dollar spent on its purchases of goods and construction contracts that are consistent with the educational goals of the DSBN and fair business principles.

Definitions

Total Life Cycle Cost: Refers to the sum of all costs including acquisition cost (purchase price and other initial costs), warranty, ongoing maintenance and support, operating and disposal costs.

Requisitioning: is the process of justifying and specifying the need for goods or services, construction contracts and requesting that Purchasing Services proceed to source the good or service.

  1. General Policy Objectives

    The DSBN Shall:

    • Comply with the Government of Ontario Broader Public Sector Procurement Directives, the Canadian Free Trade Agreement and the Comprehensive Economic and Trade Agreement.
    • Consider Accessibility for Ontarians with Disabilities Act (AODA) requirements when developing competitive bids
    • Provide open competitive bidding on the acquisition of all goods, services and construction where feasible, practical and cost effective.
    • Provide transparent and non-discriminatory procurement practices by providing access to information on procurement opportunities and processes.
    • Select vendors on the basis of appropriate evaluation criteria, including (but not limited to) meeting required technical and business performance specifications, expertise and approach, and lowest total life cycle costs (not just lowest purchase price).
    • Implement the necessary procedures, systems, administrative controls and trained personnel to ensure compliance with professional practices, public accountability, public sector supply chain code of ethics and DSBN Purchasing Services code of conduct and conflict of interest guidelines.
    • Incorporate responsible environmental criteria in procurement practices where feasible
  2. Scope and Application

    • This policy governs the acquisition of goods and services with funds from all sources including Ministry of Education grants, other Ministry or government funding, fundraising activities, donations and/or other school funds.
    • This policy applies to all DSBN trustees, employees, and agents involved in the requisitioning and purchasing of goods and services and shall be implemented in accordance with authorized procedures, authorities and within approved budgets
    • The Superintendent of Business Services has overall responsibility for administering this policy, supported by the Manager of Purchasing and Central Services.
    • The DSBN encourages cooperative purchasing with other school boards and broader public sector agencies when it is in the DSBN’s best interest to do so. The procedures and policies of the agency calling the tender, proposal or quotation will be followed and must be in compliance with the Broader Public Sector Procurement Directives, the Canadian Free Trade Agreement and the Comprehensive Economic and Trade Agreement.
  3. Approvals and Delegation of Signing Authority

    1. Purchase Requisition Approval: The DSBN delegates authority to requisition goods or services as follows:
      Total Contract Value / Purchase Amount Delegated Authority Level
      Less than $3,000 – Non- Contracted Goods and Services (Cumulative spend over one year with same vendor) Cost Centre Owner under local purchasing authority and paid by P-Card, Petty Cash, Cheque or Expense Reimbursement
      Less than $100,000 and within authorized budget limit Cost Centre Owner
      Less than $100,000 and outside of authorized budget limit Cost Centre Owner, Area Superintendent and Superintendent of Business Services or Director of Education or Delegate
      $100,001 - $500,000 Cost Centre Owner and Manager of Purchasing & Central Services or Purchasing & Central Services Supervisor and Superintendent of Business Services or Director of Education or Delegate
      $500,001 - $1,000,000 Superintendent of Business Services or Director of Education and Manager of Purchasing and Central Services or Purchasing and Central Services Supervisor.
      Greater than $1,000,000 Director of Education and Superintendent of Business Services or Manager of Purchasing & Central Services.
      Consulting Services greater than $100,000 All non-competitive consulting services require the approval of the Director of Education
    2. Purchase Order Approval: The DSBN delegates the authority to process purchases orders on behalf of the DSBN as follows:
      Total Contract Value / Purchase Amount Delegated Authority Level
      $3,001 to $5,000 General Business Clerk (process requisitions only for tendered items) or Buyer or Purchasing Coordinator or Purchasing & Central Services Supervisor or Manager of Purchasing & Central Services
      $5,001 to $100,000 Buyer or Purchasing Coordinator or Purchasing & Central Services Supervisor or Manager of Purchasing & Central Services
      $100,001 - $500,000 Manager of Purchasing & Central Services or Purchasing & Central Services Supervisor or Purchasing Coordinator
      Greater than $500,000 Manager of Purchasing & Central Services or Purchasing & Central Services Supervisor
    3. On a quarterly basis, a listing of Awards of Contract greater than $750,000 will be brought to the Board of Trustees for their information.

References

  • Broader Public Sector Procurement Directive (BPS)
  • Canadian Free Trade Agreement (CFTA)
  • Comprehensive Economic and Trade Agreement (CETA)