DK-P0 - Purchasing

FUNCTION AND AUTHORITY

1. The Board authorizes the Secretary Treasurer to establish and maintain procedures to ensure that purchasing is conducted according to policy and the requirements of the Public Schools Act. Authority to purchase may be delegated to other administrators within their areas of responsibility.

2. In its purchases, the Board declares its intention to seek maximum value for each dollar expended.  The purchase of supplies, equipment and services will be done in accordance with provisions made in the Budget as approved by the Board, or by Board motion.

3. Opportunity shall be provided to all responsible suppliers to do business with the Prairie Spirit School Division.  In this regard, the Division shall take into consideration the past and projected performance of a company as it pertains to such areas as the procurement of goods, the quality of goods provided, and the satisfaction of service.

4. As stated in Section 230 (2) of the Public Schools Act, no employee of the School Division shall act as agent for any person in promoting the sale of anything for use in a school in the School Division, or receive any remuneration or other compensation for the sale or promotion thereof.

5. Subject to Section 70 of the Public Schools Act, all expenditures for provision of goods and/or services exceeding $50,000 shall be made by public tender, except when emergency situations exist requiring immediate availability of goods or services.  As per New West Partnership Trade Agreement, all tender notices must be posted on MERX, a Canadian Public Tender website.

• • • Expenditures for goods and / or services over $50,000 will be made by public tender.  For further clarity, tendering is required for a purchase of goods and/or services single item exceeding $50,000 and/or the purchase transaction where the aggregate of the same goods and/or services exceeding $50,000.

    • The purchase of tangible capital assets (as defined by Manitoba Education FRAME Manual) meeting or exceeding the capitalization threshold but is below $50,000 so as not requiring tender shall require a minimum of three (3) written quotes.  The Division will post on the website inviting quotations be received by an established deadline. Annually an advertisement will be placed in all local newspapers indicating to follow the website for invitations to quote.

Table as per Manitoba Education FRAME Manual

• • • Expenditure purchases less than $50,000 and not meeting the capitalization threshold of a tangible capital asset will be made at the discretion of the Division, with the intention to seek maximum value for each dollar expended.

    • Summaries on tenders received for goods or services over $50,000 shall be made to the Board who shall accept said tender by Board resolution.  Administrative reports on quotations for tangible capital assets received having meet the capitalization but less than $50,000 shall be made to the Board who shall accept said report by Board resolution.

6. Tenders for goods and/or services regardless of dollar value may be made when, in the opinion of Secretary Treasurer or designate, it is to the advantage of the Division to do so.

7. Purchases are usually awarded to the lowest tender where specifications are met within budgeting limits.  A tender which is incomplete or does not meet specifications will be rejected.  The Division reserves the right to reject any or all tenders.

8. Items commonly used in one or more locations shall be standardized whenever:

• 1. An increase in efficiency and economy will result; and,

  2. Consistency with educational goals is a factor.

9. The materials, equipment, supplies and/or services to be purchased shall be of the quality required to serve the function in a satisfactory manner, as determined by the specifications and the judgment and expertise of appropriate Division Office personnel.

10. The Division’s purchasing activity is designed solely to serve the school system.  Major purchases for individuals will not be made through the Division or through the schools, unless authorized by the Secretary Treasurer, or the Board.