HomeMy WebLinkAboutPR 557 FIN - Acquisition of Major Services
-1- PR.557.FIN
PROCEDURE PR.557.FIN
TITLE: ACQUISITION OF MAJOR SERVICES
Date issued: 18 November 1998
Last revised:
Authorization: Senior Staff: 07 October 1998
1.0 OBJECTIVE
To establish provisions to allow competent and qualified firms that express interest in providing
services to the Board to be considered in the selection process for the acquisition of major
services.
2.0 RESPONSIBILITY
Chief Financial Officer
3.0 PROCEDURES
3.1 The Board will develop a source list by advertising for proposals or expressions of
interest. This advertisement will outline the criteria which will be used in the evaluation
and selection of the candidates.
3.2 The appropriate Superintendent in consultation with the Chief Financial Officer will
review and select the best qualified persons or firms appropriate for a short-list. The
following factors will be considered in the selection process:
a) expertise;
b) experience;
c) cost; and
d) effectiveness.
3.3 The short-listed candidates will be invited to submit a proposal, including a fee schedule
to be considered by a selection committee based on the services required.
3.4 The composition of the selection committee will vary depending on the type of service
required and will be determined by the appropriate Superintendent in consultation with
the Chief Financial Officer.
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3.5 The Purchasing Department will administer the process to ensure that a competitive
bidding process that demonstrates openness and fairness to all potential suppliers is
followed and that all laws, rules and regulations pertaining to public procurement are
respected including, but not limited to, the Ontario/Québec Procurement Agreement.
3.6 The Purchasing Department will oversee the terms and conditions of the request for
tender/proposal to ensure that the Board’s interests are protected, including, but not
limited to, proper liability insurance coverage, Workplace Safety and Insurance Board
Certification, compliance with all government regulations pertaining to the services
performed, performance security, bonding requirements, and subcontracting of work.
3.7 For purposes of selecting the best proposal, the factors for consideration by the
selection committee will include, but not be limited to:
a) completeness of the proposal;
b) degree of similar work experience;
c) past performance on Board projects;
d) qualifications, capabilities and availability of staff;
e) workload; and
f) references from previous clients.
3.8 The selection committee will establish evaluation criteria and associated rating scales
and/or weighting factors.
4.0 SELECTION GUIDELINES
4.1 After the selection committee has evaluated the proposals received, a short-list will be
established for interviews.
4.2 Upon completion of the interview process, the selection committee will make a
recommendation to the appropriate Standing Committee of the Board.
4.3 The Purchasing Department will notify the successful bidder of the intent to award the
contract and follow up with a formal contract agreement/purchase order in writing as
well as the satisfactory execution of the requirements noted in 3.6 above, in order to
protect the Board’s interests throughout the life of the contract.
4.4 The Purchasing Department will ensure the tenders and contract documents are
maintained and safeguarded in compliance with Board Policy P.027.GOV: Corporate
Records Management Policy.
4.5 Any complaints or disputes arising from bidders as a result of the evaluation and the
award of contract process will be investigated and dealt with by a Supe rintendent or
designate as approved by the Director of Education.
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5.0 REFERENCE DOCUMENTS
The Education Act, 1998, ss. 170, 171, 181 (2)
Policy P.007.FIN: Signing Authority and Spending Controls
Policy P.027.GOV: Corporate Records Management Policy
Policy P.057.FIN: Acquisition of Major Services
Policy P.069.FIN: Tendering, Purchasing and Acquisition of Supplies and Services
Procedure PR. 502.FIN: Spending Authorization and Controls
Procedure PR.558.FIN: Tendering, Purchasing and Acquisition of Supplies an d Services