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7220-10 | Purchasing of Supplies and Equipment Regulation

Date Approved: March 03 2015
Date Reviewed/Amended: September 15 2022

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 - $2,000

Purchasing Card (p-card)

n/a

 

 

 

Competitive Prices -

Recommended

$0 - $2,000 for a supply item;

 

$0 - $50,000 for Equipment repairs / refurbishment;

 

$0 - $5,000 for total order

 

Purchase Order (PO); or

 

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

 

Principal,

 

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-Treasurer

 

 

 

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

 

If an urgent purchase requires the use of a credit card for purchases over $2,000, the cardholder must contact the Superintendent for approval.  If the Superintendent is not available, the request can be made to the Secretary-Treasurer.

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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