Administrative Procedure 515

Purchasing

Background

The District supports competitive methods of purchasing in order to ensure effective use of its financial resources. All pricing will be evaluated on the basis of quality, service, availability, environmental impact and other criteria as deemed appropriate.

Procedures

  1. The objectives related to procurement are to:
    1. Maintain continuity of supply with the minimum in inventory, consistent with educational needs, safety, and economic advantage;
    2. Avoid duplication, waste, obsolescence of materials and equipment;
    3. Maintain standards of quality in relation to suitability of use;
    4. Acquire materials and equipment at a cost consistent with quality and service required;
    5. Maintain a record-keeping system that provides administration with useful reports;
    6. Provide a process for procurement that is consistent with legal requirements.
  2. Authority to Purchase
    The Principal/Department Manager/or designate is granted the specific authority to purchase goods and services in accordance with approved annual budgets. Exceptions to the specific purchasing authority outlined above are:
    1. Construction Contracts - Associate Superintendent, Business and Finance (or designate)
    2. Land Acquisitions - Associate Superintendent, Business and Finance (or designate)
    3. Employee Fringe Benefit Contracts - Associate Superintendent, Business and Finance (or designate)
    4. Legal and other consultative services - Associate Superintendent, Business and Finance (or designate)
    5. School Building Construction Contracts exceeding $200,000 – Board
    6. Any goods or services exceeding $50,000 must be procured through the Purchasing Officer excepting Operation and Maintenance purchases exceeding $50,000 which will be approved by the Associate Superintendent, Business and Finance (or designate)
    7. Any other exceptions must receive prior written approval of the Associate Superintendent, Business and Finance.
  3. Tendering/Quotes Procedures
    1. All tenders/quotes received will be obtained in accordance with the following procedures:
      1. Purchases up to $15,000.00 may be done without written or verbal quotes but must follow procedures that are established from time to time.
      2. At least two preferably three written quotes must be obtained for purchases between $15,000.01 - $74,999.99
      3. Tenders must be issued for purchases of supply only or services only exceeding $74,999.99 in accordance with local public body procurement rules as set out in New West Partnership Trade Agreement between British Columbia, Saskatchewan and Alberta.
      4. All tenders for supply only or services only over $74,999.99 must be posted on Alberta Purchasing Connection.
    2. All tenders shall follow a formal tender process.
  4. School Building Construction Contracts Procedures
    1. Tender Procedure:
      1. Contract values of over $200,000 - sealed tenders
      2. Bidder selection, approval will considered for approval by the Board on the recommendation of the Associate Superintendent, Business and Finance.
      3. All construction (supply and installation) tenders over $200,000 must be posted on Alberta Purchasing Connection.
  5. Delegated Purchases - Legal and Other Consultative Service
    1. Selection and Award Process:
      1. Written proposal outlining credentials, understanding of scope of work, and basis of compensation;
      2. Invitee list prepared by Associate Superintendent, Business and Finance; and
      3. Approval of contract recommended by Associate Superintendent, Business and Finance and approved by the Board.

Adopted:

September 21, 2016

Amended:

 

Reference:

Section 20, 60, 61, 80, 113, 116, 121 School Act

Freedom of Information and Protection of Privacy Act

School Buildings and Tendering Regulation 383/88

Agreement on Internal Trade; Annex 502.4

New West Partnership Trade Agreement

Trade, Investment and Labour Mobility Agreement

Cross References:

AP 403 Duty to Report

AP 404 Conflict of Interest

AP 515 Appendix Purchasing of Hazardous Materials