Policies, Regulations Forms and Bylaws

7220-30 | Tendering for Maintenance and Renovation Projects

Date Approved: February 19 2015
Date Reviewed/Amended: July 31 2019

The requirements for written quotes or tenders for maintenance or renovation projects which are not undertaken by district employees are as follows:

Procurement Method


Total Value (CDN**)

of Procurement

before taxes

Means of Procurement


Purchase Order


Approval Authority


Prices -


$0 - $5,000

Purchase Order ("PO"); or

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


Supervisor or

Director of Finance




Over $5,000 - $100,000

PO - Buyer must obtain a

minimum of 3 competitive quotes

Director of Finance

or Secretary-Treasurer




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





Over $250,000

Public RFQ/RFT/RFP and PO - Buyer must obtain a minimum of 3 competitive quotes

Board of Education


Specifications and/or drawings shall be prepared where appropriate. Requirements of the BC School District Facility Plan and Capital Asset Management Framework shall be considered.

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

  • the recommended bid is in excess of the approved estimate for the project 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.

For construction projects over $250,000, BC Bid is the preferred venue to post RFQ, RFT or RFP documents.

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

In emergent circumstances, the Secretary-Treasurer may approve maintenance work to be done by contractors, regardless of the amount, and report on this approval to the Board of Education at their next meeting.

Reference Title View


Purchasing and Tendering Policy

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Buildings and Grounds Projects Regulation

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