Policies, Regulations Forms and Bylaws

7220-10 | Purchasing of Supplies and Equipment Regulation

Date Approved: March 03 2015
Date Reviewed/Amended: September 26 2017


The requirements for written quotes or tenders for the purchase of supplies and equipment are as follows:

Procurement Method Total Value (CDN**) for
Procurement before Taxes
Means of Procurement Purchase Order (PO Approval Authority
Competitive Prices -
Recommended
$0 - $1,000 Pruchasing Card (p-card) n/a
Competitive Prices -
Recommended

40 - $2,000 for a supply item;

$0 - $5,0000 for Equipment repairs / refurbishment;

$0 - $5,000 for total order

Purchase Order (PO); or

Pay on Invoice (Cheque Request with receipts, where applicable)

Administrator,

Supervisor or

Director of Finance

Competitive Bids Required

Over $2,000 - $100,000 for a supply item;

Over $5,000 - $100,000 for Equipment repairs / refurbishment

Purchase Order (PO); or

Pay on Invoice (Cheque Request with receipts, where applicable)

Director of Finance or 

Secretary Teasurer

Open Competition Required Over $100,000 - $249,999

Request for Quotation (RFQ),
Request for Tender (RFT), or
Request for Proposal (RFP) and
PO - Buyer must obtain a minimum of 3 competitive quotes

Superintendent
Open Competition Required Over $250,000 Public RFQ/RFT and
PO-Buyer must obtain a minimum of 3 competitive quotes
Board of Education

At the discretion of the Secretary-Treasurer, exceptions may be made to the calling for tenders when local service is a factor or when standardization is desirable.

Appropriate specifications designed to provide as wide a selection as possible among competing items shall be drawn up and revised as circumstances require.

For purchases over $100,000, BC Bid is the preferred venue to post RFQ, RFT or RFP documents.

The contract will normally be placed with the lowest bidder provided that the bid is within the approved estimate and the bidder meets the specifications.

The purchase must be referred to the Board of Education if:

the recommended bid is in excess of the approved estimate for the item by more than 10%; or
the recommended bid is other than the lowest bid that meets the specifications; or
the bid is over $100,000 and is not within the approved operating budget; or
the bid is over $250,000.


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