HomeMy WebLinkAboutP 069 FIN - Tendering, Purchasing and Acquisition of Supplies and ServicesTITLE:
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POLICY P.069.FIN
TENDERING, PURCHASING, AND ACQUISITION OF
SUPPLIES AND SERVICES
18 November 1998
07 May 2024 (Tier 1 Minor Housekeeping Edits)
07 May 2024
COMMITMENT TO INDIGENOUS RIGHTS, HUMAN RIGHTS, AND EQUITY
The Board recognizes its responsibility to ensure that this policy and associated procedures promote
and protect Indigenous rights, human rights, and equity. The Board will strive to address and
eliminate discrimination and structural and systemic barriers for students, staff, and community.
1.0 RATIONALE
1.1 To provide authority and guidelines for the acquisition of all materials, equipment,
supplies and services for the Ottawa-Carleton District School Board through a
Competitive Bidding Process that demonstrates transparency, openness, and fairness
to all potential suppliers.
1.2 To comply with public procurement laws and regulations including, but not limited to, the
Canadian Free Trade Agreement, the Canada-Europe Comprehensive Economic and
Trade Agreement, the Agreement on Internal Trade, Ontario-Quebec Procurement
Agreement, Canadian Law of Competitive Processes and Contract Law, the Municipal
Freedom of Information and Protection of Privacy Act and the Broader Public Sector
Supply Chain Guidelines.
2.0 DEFINITIONS
Please refer to Appendix A for a full list of definitions used in this policy.
3.0 GUIDING PRINCIPLES
3.1 Centralized purchasing shall achieve maximum value for each dollar expended while
abiding by all laws, regulations, rules, and acts relative to public procurement.
4.0 SPECIFIC DIRECTIVES
Application and Scope
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4.1 The Supply Chain Management Division of the Financial Services Department shall be
responsible for the procurement,rental,or lease of all materials,equipment,supplies,
and services.
4.2 The acquisition of major services to be provided to the District shall follow the
guidelines established under Policy P.057.FIN:Acquisition of Major Services.
4.3 The acquisition of consulting services to be provided to the District shall follow the
guidelines established under Procedure PR.577.FIN:Acquisition of Consulting and
Professional Services.
4.4 The Purchase Card Program,under Policy P.116.FIN and Procedure PR.651.FIN,is an
exception to this policy,to enable schools and departments to purchase miscellaneous
operating supplies.
4.5 The Supply Chain Management Division shall consider all costs,including acquisition,
operating,and disposal costs (total acquisition cost)in evaluating bid submissions from
responsive and responsible suppliers.
4.6 The Supply Chain Management Division shall follow a public Competitive Bidding
Process which may consist of:
a)a request for tenders;
b)a request for proposals;
c)a request for quotations;
d)a request for interest or Expressions of Interest;or
e)a request for supplier qualifications.
4.7 The Supply Chain Management Division shall be responsible for determining the terms
and conditions of the competitive bid (including the form and amount of financial
security and insurance required)and for administering competitive bid calls and
contracts resulting from the Competitive Bidding Process.
4.8 Under the following circumstances,the requirements for inviting quotations,tenders or
request for proposals may be waived by the Associate Director of Business Operations
and replaced by authorization for the Supply Chain Management Division to negotiate:
a)when goods are in short supply due to market conditions;
b)where there is only one known source (sole source)of supply for the goods and
services to be purchased;
c)where two or more identical bids have been received;
d)where the lowest bid substantially exceeds the estimated cost;
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e)when the extension of an existing contract would prove more cost effective or
beneficial;
f)where compatibility with an existing product or service is required from a single
source;
g)when all bids received fail to comply with the specifications and/or tender terms
and conditions,and it is impractical to recall tenders;or
h)when only one bid is received through the tendering system.
Prohibitions Regarding Purchasing
4.9 No contract or purchase shall be divided into series or issued at varied time intervals
to avoid the requirements of this policy.
4.10 No employee or elected official shall purchase or offer to purchase,on behalf of the
District or Board of Trustees,any goods or services,except in accordance with this
policy and procedure PR.558.FIN.Tendering,Purchasing and Acquisition of Supplies
and Services.
4.11 No personal purchases shall be made by the District or Board of Trustees for elected
members,or any appointed member of the Board,or for any District employees.
4.12 In accordance with the Education Act,no teacher,Supervisory Officer or other
employee of the District may promote or sell goods or services for compensation to
any school district,provincial school or teachers’college or pupil enrolled therein
except as permitted by the Act.
4.13 Lobbying during a competitive bid call is prohibited.
4.14 An official point of contact shall be named and communication with any other than the
official point of contact from the time of issuance,up to and including the time of
award,is prohibited.
Unauthorized Purchases
4.15 Purchases made in the name of the Ottawa-Carleton District School Board without
using a District authorized process are considered an obligation of the person making
the purchase and not an obligation of the District.Such processes are unauthorized
and are subject to suspension of purchasing privileges.
Emergency Purchasing
4.16 Emergencies are usually defined as circumstances or situations which may result in
the shutdown of a school,have potential health or safety concerns,could result in
undue financial loss or to prevent serious delays or further damage.
4.17 In the case of emergency,the Associate Director of Business Operations shall
authorize a single source purchase to obtain goods and/or services in the most
expedient manner.
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4.18 Sole Source or Single Source purchases in unique situations must be pre-authorized
by the responsible Superintendent,the Associate Director of Business Operations
and/or Director of Education as defined in PR.558.FIN.Tendering,Purchasing and
Acquisition of Supplies and Services and in compliance with Board Policy P.007.FIN:
Signing Authority and Spending Controls,and Board Procedure PR.502.FIN:
Spending Authorization and Controls.
Co-Operative Purchasing
4.19 Under the direction of the Director of Education and/or the Associate Director of
Business Operations,the Supply Chain Management Division shall lead or participate in
cooperative purchasing with other school districts and public institutions or join existing
government contracts whenever the best interest of the District will be served.
4.20 In such cases,the Supply Chain Management Division may accept pricing obtained by
other public institutions and shall not be required to solicit independent pricing
quotations,tenders,or request for proposals.
Environmental Purchasing
4.21 Where practical and financially feasible,acquisition of goods and services that are
environmentally appropriate and ecologically sound,while giving suppliers fair and
equitable access,will be considered.
Communication of Policy
4.22 All Supervisory personnel are responsible for ensuring that their immediate staff are
properly informed of and comply with this policy and the associated procedures.
5.0 APPENDICES
Appendix A:Policy Definitions
6.0 REFERENCE DOCUMENTS
The Education Act,1998,ss.170,171
OCDSB Policy P.007.FIN:Signing Authority and Spending Controls
OCDSB Policy P.057.FIN:Acquisition of Major Services
OCDSB Procedure PR.502.FIN:Spending Authorization and Controls
OCDSB Procedure PR.557.FIN:Acquisition of Major Services
OCDSB Procedure PR.558.FIN:Tendering,Purchasing and Acquisition of Supplies and
Services
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APPENDIX A:POLICY DEFINITIONS
In this policy,
Board means the Board of Trustees.
Competitive Bidding Process means that supplies,equipment,and services must be
acquired through a competitive bid process that ensures the best value for the funds
expended,while meeting the specific stated needs and while promoting transparency,fair
dealings,and equitable relationships.
District means the Ottawa-Carleton District School Board.
Expression of Interest means a submission from a supplier,as a result of a formal request for
an expression of interest,wishing to enter into business with the District by describing that the
supplier has the ability,skills and expertise to perform the scope of work desired.
Single Source is a term used when,usually due to an emergency,only one supplier is
approached for a particular good or service.
Sole Source means one supplier only can supply the goods or services required,normally the
manufacturer of the item.
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