Purchasing Procedure

1.0 The Purchasing Department shall be responsible for the procurement of all goods and services acquired by the Board in accordance with Board policies and procedures. The Board uses leading purchasing methods and procedures to support a competitive bidding process that demonstrates openness and fairness to all potential suppliers.

This procedure applies to purchases from all sources of funds including school generated funds.

1.1 DDSB School Purchases

These are purchases which are generally classified as orders less than $10,000.00. 
Purchases under $10,000.00 require a minimum of one quotation. 
Purchases less than $100.00 

May be permitted via Petty Cash Funds in accordance with Appendix A - Petty Cash Funds or a Purchasing Card in accordance with Appendix B - Purchasing Card Use and Purchasing Regulation.

Purchases less than $2,000.00

Should be acquired with the use of a Purchasing Card except for furniture, equipment, software and unique technologies which require a purchase order.

Purchases above $2,000.00 to $10,000.00

Require a purchase order for Board Approved Vendors. Pricing is located on the Staff Portal Purchasing page. Purchases above $10,000.00 generally apply to Facilities and IT Department purchases, however a school may purchase a Sound System and therefore must follow the bidding process. Purchasing will assist in facilitating the bidding process for these types of requests and obtain the quotes.

Exception to the use of a purchase order are as outlined in Appendix C - Cheque Requisition.

A Purchasing Card may only be used for exceptional circumstances above $2000.00 with prior approval by the Manager of Purchasing.

Business Meetings, and Business Travel refer to Appendix "D ” along with the Travel outside of Ontario and Canada approval form.

1.2 The overall value of procurement must not be reduced (e.g., dividing a single procurement into multiple procurements) in order to circumvent the competitive procurement process thresholds. The total value of procurement must include the total aggregate value based on the full term of the contract.

1.3 It is implied herein that all references to Board officials or staff will include the designate of position referenced.

2.0 In accordance with leading procurement practices, the Purchasing Department will ensure that the widest possible selection of suppliers/contractors will be given an opportunity to compete for Board business using the following methods:

• Request for Tenders (RFT): A sealed bid document used to request supplier responses to supply goods or services based on stated delivery requirements, performance specifications, terms and conditions. An RFT usually focuses the evaluation criteria predominantly on price and delivery requirements.
• Request for Proposals (RFP): A sealed bid document used to request a proposal for the provision of various products or services or to provide alternative options or solutions. It is a process that uses predefined evaluation criteria to determine award.
• Request for Quotations (RFQ): The requisitioner has described exactly what needs to be purchased and the evaluation is made on price, quality, delivery and other related factors and specifications which can be defined by a threshold value within the organization. • Request for Information (RFI): A document issued to potential suppliers to gather general supplier, service or product information. It is a procurement procedure whereby suppliers are provided with a general or preliminary description of a problem or need and are requested to provide information or advice about how to better define the problem or need, or alternative solutions.
• Request for Expression of Interest (RFEI): A document used to gather information on supplier interest in an opportunity, or supplier capabilities/qualifications. This mechanism may be used when an organization decides to gain a better understanding of the capacity of the supplier community to provide the services or solutions needed.
• Request for Supplier Qualifications (RFSQ): A document used to gather information on supplier capabilities and qualifications, with the intention of creating a list of pre-qualified suppliers/contractors. This mechanism may be used to identify qualified candidates in advance of expected future competitions.

2.1 Soliciting bids for goods and services will be conducted by the authorized Purchasing Department staff and will normallybe in accordance with the following:

• For purchase requests of goods and/or services having an estimated value of less than $10,000.00, bids will be solicited, verbally or written, where possible;
• For purchase requests of goods and/or services having an estimated value of $10,000.00 or more, but less than $100,000.00, a minimum of three (3) written bids will be requested where possible;
• For purchase requests of goods and/or services having an estimated value of $100,000.00 or more, Request for Tender (RFT) or a Request for Proposal (RFP) will be advertised unless previously advertised through a related process, such as a Request for Supplier Qualification (RFSQ). Methods of bid solicitation will follow the prescribed terms and conditions e.g. evaluation criteria, debriefing, and bid protest procedures will be incorporated in the process.

Bidding timetables will be established by the Purchasing Department. The closing date and time will be specified in all formal bid documents and postings.

All sealed bids received by the Board Purchasing office must be date and time stamped.

Bid submissions that are received after the closing time will be returned unopened to the respective bidder.

The Manager of Purchasing will have the latitude to determine the method by which goods/services will be acquired, having regard for all the factors of the purchasing request and the use of leading practices notwithstanding the above.

2.2 Procedures for Request for Tenders (RFT) will be administered in accordance with the following:

• All RFT's will be advertised unless previously advertised through a related process such as a Request for Supplier Qualification (RFSQ).
• Closing time and dates will permit reasonable time for preparation and bid submission.
• All RFT's will be received by the Board Purchasing Department, date and time stamped and retained in a locked receptacle until the closing time. 
• A public tender opening meeting will be conducted by a Purchasing Official and a designated Board witness immediately after the closing time. Interested parties will be permitted to attend.
• All RFT's will be opened, and the Bidder name along with total bid amount will be read aloud.
• Minor and major bid irregularities will be subject to the criteria as outlined in the bid documents and in 
  accordance with generally accepted principles.
• Addendums to bid solicitations will be issued as authorized by a Board Purchasing Official.
• Bidders will be permitted to withdraw a RFT confirmed in writing or in person, prior to the closing date and time.
• Bidders requesting to withdraw a RFT after the closing date and time and prior to bid opening will be at the discretion of the Manager of Purchasing

2.3 All purchase requests shall be initiated by the requisitioned and approved in accordance with the following authorization limits: A purchase request is necessary to conduct the bid process. It is for internal purposes only and it does not bind the Durham District School Board to any contracts or purchase orders.

The above chart excludes all tangible capital assets i.e. furniture, equipment, which require the authorization of the Manager of Capital Budget or Manager of Finance.

2.4 All purchase orders for the Board shall be approved in accordance with the following authorization limits:

2.5 Major capital construction projects are subject to Board approval where applicable (Reference Policy No. 7415 Tenders for Building Construction Projects). Change orders initiated by the Supervisor or Manager of the project are to be signed by their immediate supervisor. Change orders estimated at over $25,000 are to be signed by the Supervisory Officer responsible for the Business function or designate.

2.6 Under normal circumstances, Consultant and Consulting Services will be procured in accordance with Section 2.1 of this regulation. Any non-competitive procurement for Consultant and Consulting Services must be approved in accordance with the following:

Definitions of a Consultant and Consulting Services will be understood in accordance with the following:

• "Consultant" a person or entity that under an agreement, other than an employment agreement, provides expert or strategic advice and related services for consideration and decision making.
• "Consulting Services" is the provision of expertise or strategic advice that is presented for consideration and decision making.

2.7 Exceptions to the bidding process as set out in this regulation will be permitted in accordance with the Canada-European Union (EU) Comprehensive Economic and Trade Agreement (CETA) and Canadian Free Trade Agreement (CFTA) for NonCompetitive Procurement consisting of single, sole source and non-application requirements. The justification is to be documented and submitted to the Purchasing Department for approval by the Supervisory Officer responsible for the Business function or designate and the Director of Education where applicable.

2.8 Purchase orders, contracts (including construction), and agreements e.g. purchase, lease, rent or commitments of Board funds for all goods and services will be authorized by the Manager of Purchasing and administered under the direction of the Supervisory Officer responsible for the Business function or designate.

2.9 Environmental and Health and Safety concerns must be incorporated, where applicable and possible, in all aspects of the procurement function.

3.0 Decisions to exclude any supplier from access to Board contracts must be approved by the Manager of Purchasing inconjunction with the requisitioner.

3.1 Purchasing Department will ensure that all methods and practices will be executed in compliance with all local, municipal, provincial and federal laws, regulations, ordinances and directives.

3.2 Contract Management issues will be administered by the Purchasing Department responsibly and effectively as required. This will include authorization of contracts, vendor performance and bid dispute resolution.

3.3 DDSB employees may not purchase from relatives. A Conflict of Interest must be declared in advance of purchase.

3.4 School trips are to be authorized by the school principal and the Family of Schools Superintendent without exception.