HomeMy WebLinkAbout17.7 Report 23-055 Approval for the Chair and Director to Approve Contracts for the Summer Period
Report 23-055 Approval for the Chair and Director to Approve Contracts for the Summer
Period 1
BOARD (PUBLIC) 26 June 2023
Report 23-055
Approval for the Chair and Director to Approve Contracts for the
Summer Period
Key Contact: Randy Gerrior, Associate Director, Business Operations (613) 596-8211
ext. 8810
PURPOSE:
1. To seek approval to provide authorization for the 2023 summer period, to the
Chair and Director, to sign necessary approvals and contracts above the regular
signing authority limits of $500,000 for specific co ntracts: notwithstanding, the
existing Signing Authority and Spending Controls policy.
SUPPORTING OUR STRATEGIC PLAN:
2. The temporary authority being requested will provide for appropriate review and
approval processes while helping to facilitate the progress of projects which will
contribute to our objective of providing safe and healthy learning and working
environments for its students and staff. This proactive approach supports a
culture of social responsibility and demonstrates leading practices in the area of
governance.
CONTEXT:
3. Board policy, P.007.FIN, Signing Authority and Spending Controls, authorizes
staff to sign contracts and commit the Board financially within the limits
established in the Board’s annual budget, and provided that tendering or other
approved processes for acquiring goods and services have been followed.
In accordance with Board policies, P.057.FIN, Acquisition of Major Services, and
P.069.FIN, Tendering, Purchasing and Acquisition of Supplies and Services,
Board approval is required before staff can enter into a contract.
There are a number of Request for Proposals (RFPs) estimated in excess of
$500,000 (value over the life of the contract) expected to close just prior to or
during the summer period and are planned for within the operations budget.
Ordinarily, these contracts would come to Board for approval due to the size of
the financial commitment.
Report 23-055 Approval for the Chair and Director to Approve Contracts for the Summer
Period 2
The RFPs which are in progress and at various stages of the procurement
process mainly include facilities and school condition improvement projects
previously approved as part of the FRP/SCI Report. There are various pre-
approved projects for the Facilities department that are in the process of
competitive bidding or are planned to be completed in the next several months.
Due to global supply issues, ever increasing prices in building supplies and
supplier price guarantees only available for a short period of time; it is imperative
that staff be able to proceed with project awards as quickly as possible.
KEY CONSIDERATIONS:
4. The Policy requires Board approval of these major contracts, due to their size
and duration, and to ensure that the appropriate procurement practices have
been followed. To avoid the need for extraordinary meetings during the summer,
and the associated challenges, staff is recommending that the Director (or
designate) and the Chair (or designate) be authorized to execute contracts with
values between $500,000 and $3,500,000 during the period of 1 July 2023 and
15 September 2023. The Associate Director, Business Operations or designate
will certify that the procurement process was carried out in accordance with
Board policy, and the amounts have been provided for in either the Board’s
operating budget or approved project budgets.
Our current policies have not been revised since 2012 for both values and
process. When compared to other boards of similar size within Ontario we
require an update which I will prioritize in the Fall of 2023.
FINANCIAL CONSIDERATIONS:
5. The contracts will be awarded within the approved operating and capital budgets.
This temporary change will facilitate the ability to expedite contracts and avoid
cost increases by awarding the contracts in a timely manner. If we do not take
these steps we will fall significantly behind in the FRP/SCI plan approved by the
board.
COMMUNICATION/CONSULTATION ISSUES:
6. If this recommendation is approved, staff will inform the Board in October of any
contracts that were exceptional in nature and not part of the planned activities of
the FRP/SCI or Minor Tangible Capital Activities plans.
RECOMMENDATION:
THAT notwithstanding the provisions of P.007.FIN, Signing Authority and Spending
Controls policy:
THAT the Chair (or designate) and Director (or designate) be given authority to
award necessary contracts above the regular spending signing authority limits of
Report 23-055 Approval for the Chair and Director to Approve Contracts for the Summer
Period 3
$500,000, up to a limit of $3,500,000 per contract without prior Board approval,
for the 1 July 2023 to 15 September 2023 period subject to the following
conditions:
I. The Associate Director, Business Operations or designate will certify that
the appropriate procurement policies have been followed and the amounts
have been approved in the budget; and
II. That staff will inform the Board in October 2023 of any contracts awarded
under this temporary authority that are exceptional in nature and not part of
the planned activities of the FRP/SCI or Minor Tangible Capital Activities
programs.
Randall Gerrior
Associate Director Business Operations
Michèle Giroux
Director of Education and
Secretary of the Board