SCHOOL DISTRICT NO. 78 (FRASER-CASCADE)

POLICY NO: 4040 DATE: 97-06-24 REVISED: 2004-03-23

SUBJECT: PURCHASING & TENDERING

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The Board of School Trustees delegates purchasing for School District No. 78 (Fraser-Cascade) to the Superintendent of Schools and/or the Secretary-Treasurer for a single purchase not to exceed $25,000.

School Principals, the Maintenance Supervisor and the Transportation Supervisor have the authority to purchase for a single item not to exceed $25,000.

The Board of School Trustees, as part of the normal annual budget approval process provides each school and department with an annual budget. It is the responsibility of each school Principal, Maintenance Supervisor or the Transportation Supervisor not to exceed the total budget without approval of the Secretary-Treasurer.

The Board of School Trustees will, under normal circumstances, offer to tender any item or service valued over $25,000.

SCHOOL DISTRICT NO. 78 (FRASER-CASCADE)

REGULATIONS NO: 4040 R

DATE: 97-06-24

REVISED: 2004-03-23

SUBJECT: PURCHASING

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1. General Purchasing

a) Purchasing and use of purchase orders is authorized only to procure goods and services for the School District.

b) Purchases up to $10,000 are at the discretion of the Superintendent of Schools, the Secretary-Treasurer, the Principal, the Maintenance Supervisor or the Transportation Supervisor (for items purchased from budgets allocated to the school or department).

c) For purchases between $10,000 and $25,000, written quotes are required from not less than three (3) sources, unless the market is more limited.

d) Purchasing for any item must be in accordance with a purchasing procedure, approved by the Board and attached to form part of this policy.

e) All other factors being equal, the Board's policy is to purchase from local,

Provincial, and Canadian suppliers, in that order of preference.

f) A list of Subcontractors will be provided to the Board through the Operations and Facilities Committee for work completed as part of the Annual Capital Grant.

g) Maintenance work and/or contracts exceeding $25,000 must be tendered.

Purchasing Procedures

The Board of School Trustees supports the concept that decisions and actions be made at the school level. Therefore the responsibility and control of the school (department) budget should be delegated to the school Principal, Maintenance Supervisor or Transportation Supervisor. In order to facilitate this philosophy, purchases will be made in the following manner:

1. Purchase orders will be prepared at the school (department).

2. The purchase order will be approved at the school (department) by the Principal, Vice/Principal, Maintenance Supervisor or Transportation Supervisor.

3. The school (department) sends the purchase order to the supplier, with a copy to the Board Office.

4. The invoice is sent directly to the District Office where payment is made following confirmation by the school (department) that the goods have been received.

5. School (department) budgets are controlled by the District Office and monitored by the school (department). Budget and expenditures are available to schools through the school access program on a daily basis.

6. The school (department) will have the final decision on where to charge costs to the appropriate school (department) budget provided these decisions are made within the rules as set down by the B.C. School District Financial and Accounting Manual.

7. The District Office will monitor the overall school budget (the bottom line). Individual account budgets within the school (department) will be the responsibility of the School Principals, Maintenance Supervisor, or Transportation Supervisor.

8. Expenditures for Capital Budgets and trust Allocations can only be spent for the purpose intended by the Ministry or Board. Capital and Trust expenditures must be within the funds allocated.

9. School (department) surplus and deficits may be carried forward to the following year.

SCHOOL DISTRICT NO. 78 (FRASER-CASCADE)

REGULATIONS NO: 4040 R DATE: 97-06-24 REVISED: 2004-03-23

SUBJECT: TENDERING

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1. General Procedures

a) Invitations for tender will be required on all purchases or services that cost

over $25,000.

b) Tenders for purchases or services under $25,000 are at the discretion of the Board (example Auditing Services).

c) Invitations for tenders will generally be advertised in local papers.

d) The "Requests for Proposal" tender method may be used for a limited tender (example Auditing Services).

e) All tenders must be opened in public on the day of tender closing. The results of the tender are public information.

f) All tenders shall contain the clause "The Board reserves the right to reject the lowest or any tender".

g) For a tender to be considered, it must be received at the Board Office on or

before the time and date of closing. Late tenders will not be considered except in unusual circumstances when a majority of the Board may elect to consider a tender that was received late.

h) All tenders are to be opened by a committee of at least two (2). The committee shall include the Secretary-Treasurer or his delegate. At the time the tenders are opened the names of bidders and bid amounts shall be

recorded.

i) The lowest tender is to be accepted consistent with equal quality and ability to supply.