 Niagara Catholic District School Board
PURCHASING/SUPPLY CHAIN MANAGEMENT POLICY
STATEMENT OF GOVERNANCE POLICY
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600 – Business Services
| Policy No 600.1
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Adopted Date: February 24, 1998
| Latest Reviewed/Revised Date: June 18, 2024
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In keeping with the Mission, Vision and Values of the Niagara Catholic District School Board, the Board supports the concept of “centralized purchasing” as a means of obtaining maximum value for each dollar expended, consistent with the educational goals of the Board and fair business principles.
The Niagara Catholic District School Board recognizes that fair, open and transparent competition is a basic tenet of public acquisition through the Quotation, Tender and Request for Proposal processes using a variety of source selection methods under varying market conditions, in accordance with the Supply Chain Management regulations. Awards will be given to the qualified bidder(s) who provide the best value to the Board.
All staff involved in purchasing activities shall abide by all applicable Board Policies, Statutory Acts & Regulations and Code of Ethics stipulated by Supply Chain Canada.
The Purchasing/Supply Chain Management activities will be carried out in accordance with the following Approval Authority Limits.
APPROVAL AUTHORITY LIMITS
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Purchase Authority Limit
| Purchase Initiated By
| Purchase Approved By
| Procedure
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| <$5,000
| School Staff
CEC Staff
Program Staff
| Appropriate Supervisor or member of Senior Staff
| Purchases can be paid by petty cash, purchasing card, payment request or purchase order.
|
| >$ 5,001 - $50,000
| Administrators
Principals
Consultants
Senior Staff
| Appropriate member of Senior Staff
| At least three (3) written quotes or a completed Non-Competitive Approval form or referencing a current Vendor of Record agreement (i.e. NPPC, OECM, MGCS) must be attached to the purchase requisition submitted in our finance/purchasing system
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| >$50,001 - $100,000
| Administrators
Principals
Consultants
Senior Staff
| Appropriate member of Senior Staff & Superintendent of Business & Finance
| |
| >$100,001
| Administrators
Principals
Consultants
Senior Staff
| Superintendent of Business & Finance and the Director of Education
| Open Competitive Process -
Tenders/Request for Proposals/Request for Supplier Qualifications issued by Purchasing/SCM Department, Architectural/Engineering Firm, or supported by a Vendor of Record Agreement (i.e. NPPC, OECM, MGCS)
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*all Purchase Authority Limits above are pre-tax amounts.
The following capital projects will require Board of Trustees approval:
i) Non ministry support capital projects
ii) New builds and additions before tendering
iii) Any ongoing capital project that exceeds pre-approved ministry funding sources (i.e. priority capital funding, school condition improvement and school renewal).
All contracts and agreements, including community partner agreements, must be approved by an appropriate staff member who has the designated approval authority for the total procurement value of the contract, in accordance with this Policy. All contractual agreements that extend beyond one school year must be signed by the principal and a member of senior administrative staff.
Subject to the provisions listed above, only members of senior administrative staff or the Director of Education have the authority to contractually bind the school board.
On a yearly basis, a listing of awards of contract and capital projects greater than one million dollars will be brought to the Board of Trustees for information.
Niagara Catholic will give Ontario businesses preference when conducting procurements for goods and services under a specified threshold amount of $121,000. (Building Ontario Businesses Initiative Act, 2022).
The Building Ontario Businesses Initiative Act does not override Niagara Catholic’s requirement to engage in competitive procurement.
The Niagara Catholic District School Board believes it is our responsibility to ensure no product we obtain is the result of any child or forced labour. Niagara Catholic expects its business partners, suppliers and contractors with whom we do business to uphold the similar standards by complying with applicable law in the countries where they operate and not engaging or permitting any child or forced labour.
The Director of Education will issue
Administrative Operational Procedures
for the implementation of this policy
·
Building Ontario Businesses Initiative Act, 2022
Niagara Catholic District School Board Policies/Procedures
o
Accessibility Standards Policy (800.8)
o
Privacy Policy (600.6)
o
Corporate Cards, Purchasing Cards and Petty Cash Policy (600.4)
o
School Generated Funds (301.6) AOP
Adopted Date:
Revision History:
| February 24, 1998
December 21, 2010
April 26, 2011
June 16, 2015
February 25, 2020
June 18, 2024
|
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Purchasing/Supply Chain Management Policy (600.1) Statement of Governance
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