bidding requirements for acquisition of materials, goods and services

Administrative​ ​Procedure​ ​515​ ​-​ ​Appendix

BIDDING​ ​REQUIREMENTS​ ​FOR​ ​ACQUISITION​ ​OF​ ​MATERIALS, GOODS​ ​AND​ ​SERVICES Background Facilitating​ ​full​ ​and​ ​open​ ​competition​ ​among​ ​suppliers​ ​of​ ​materials,​ ​goods​ ​and​ ​services,​ ​subject to​ ​the​ ​requirements​ ​of​ ​law​ ​and​ ​District​ ​administrative​ ​procedures,​ ​demonstrates​ ​fiscal responsibility​ ​and​ ​accountability. Streamlining​ ​purchasing​ ​processes​ ​by​ ​establishing​ ​cooperative​ ​purchasing​ ​initiatives,​ ​and centralizing​ ​the​ ​negotiation,​ ​administration​ ​and​ ​maintenance​ ​of​ ​purchase​ ​and​ ​rental agreements,​ ​where​ ​appropriate,​ ​optimizes​ ​the​ ​value​ ​received​ ​for​ ​materials,​ ​goods​ ​and​ ​services acquired​ ​by​ ​the​ ​District. Procedures 1. The​ ​Chief​ ​Superintendent​ ​delegates​ ​to​ ​the​ ​Secretary-Treasurer​ ​the​ ​responsibility​ ​to​ ​ensure full​ ​and​ ​open​ ​competition​ ​among​ ​suppliers​ ​of​ ​materials,​ ​goods​ ​and​ ​services.​ ​The Secretary-Treasurer​ ​delegates​ ​facilitating​ ​competitive​ ​bidding​ ​processes​ ​to​ ​the​ ​Manager, Supply​ ​Management​ ​and,​ ​where​ ​more​ ​appropriate,​ ​to​ ​the​ ​Director,​ ​Construction​ ​and Maintenance. 2. Competitive​ ​bidding​ ​requirements​ ​are​ ​as​ ​follows: 2.1

Bid​ ​Method Price

Purchase (excluding​ ​GST)

Verbal​ ​Request​ ​for​ ​Quotations​ ​(3​ ​if​ ​possible) ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​$501​ ​to​ ​$4,999 Written​ ​Request​ ​and​ ​Response​ ​for​ ​Quotations​ ​(3​ ​if​ ​possible)​ ​ ​ ​ ​ ​ ​ ​ ​$5,000​ ​to​ ​$20,000 Tenders​ ​or​ ​Request​ ​for​ ​Proposals ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​ ​$20,001​ ​to $100,000 Defined​ ​by​ ​the​ ​Agreement​ ​on​ ​Internal​ ​Trade ​ ​$100,001​ ​and​ ​over 2.2

The​ ​Secretary-Treasurer​ ​may​ ​waive​ ​the​ ​need​ ​for​ ​competitive​ ​bidding​ ​in​ ​special circumstances,​ ​such​ ​as: 2.2.1

When​ ​the​ ​materials,​ ​goods​ ​or​ ​services​ ​are​ ​urgently​ ​needed​ ​to​ ​continue essential​ ​service,​ ​provide​ ​essential​ ​materials​ ​or​ ​goods,​ ​or​ ​when​ ​there​ ​is​ ​a threat​ ​to​ ​health,​ ​welfare​ ​or​ ​safety​ ​of​ ​people​ ​or​ ​property.​ ​Under​ ​these circumstances,​ ​prior​ ​approval​ ​may​ ​not​ ​be​ ​possible;

2.2.2

When​ ​the​ ​materials​ ​or​ ​services​ ​are​ ​of​ ​a​ ​proprietary​ ​nature,​ ​obtainable​ ​from only​ ​one​ ​source​ ​of​ ​supply;

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

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2.2.3

When​ ​the​ ​service​ ​is​ ​to​ ​be​ ​provided​ ​under​ ​the​ ​terms​ ​outlined​ ​in​ ​the​ ​District Administrative​ ​Procedures​ ​-​ ​Contracted​ ​Consulting​ ​and​ ​Other​ ​Services;

2.2.4

When​ ​the​ ​District​ ​as​ ​a​ ​result​ ​of​ ​changing​ ​suppliers​ ​or​ ​service​ ​providers​ ​would incur​ ​significant​ ​costs;

2.2.5

When​ ​existing​ ​suppliers​ ​or​ ​service​ ​providers​ ​continue​ ​to​ ​provide​ ​acceptable materials,​ ​goods​ ​and​ ​services​ ​at​ ​fair​ ​and​ ​competitive​ ​value;​ ​and,

2.2.6

When​ ​service​ ​or​ ​provision​ ​of​ ​goods​ ​is​ ​short​ ​term​ ​and​ ​not​ ​of​ ​an​ ​ongoing nature.

3. A​ ​record​ ​of​ ​all​ ​written​ ​Request​ ​for​ ​Quotations,​ ​Tenders​ ​and​ ​Request​ ​for​ ​Proposals​ ​shall​ ​be kept​ ​by​ ​the​ ​Manager,​ ​Supply​ ​Management​ ​or​ ​Director,​ ​Construction​ ​and​ ​Maintenance,​ ​as applicable,​ ​for​ ​the​ ​time​ ​period​ ​required​ ​by​ ​the​ ​District​ ​Records​ ​Management​ ​Manual​ ​and​ ​the Administrative​ ​Procedure​ ​185​ ​–​ ​District​ ​Records​ ​Management.​ ​Where​ ​purchasing​ ​authority has​ ​been​ ​delegated​ ​to​ ​a​ ​school​ ​or​ ​department​ ​the​ ​same​ ​record​ ​retention​ ​requirement​ ​will apply. 4. A​ ​time​ ​shall​ ​be​ ​set​ ​for​ ​the​ ​opening​ ​of​ ​bids​ ​for​ ​Tenders​ ​and​ ​Request​ ​for​ ​Proposals.​ ​Bids received​ ​shall​ ​remain​ ​sealed​ ​or​ ​electronically​ ​secured.​ ​No​ ​bids​ ​shall​ ​be​ ​opened​​ ​before​ ​the appointed​ ​time​ ​and​ ​late​ ​bids​ ​shall​ ​not​ ​be​ ​accepted. 5. The​ ​appropriate​ ​Selection​ ​committee​ ​as​ ​established​ ​by​ ​the​ ​Manager,​ ​Supply​ ​Management and/or​ ​the​ ​Director,​ ​Construction​ ​and​ ​Maintenance​ ​will​ ​evaluate​ ​tenders​ ​and​ ​Requests​ ​for Proposal​ ​awards​ ​for​ ​materials,​ ​goods​ ​and​ ​services​ ​using​ ​prior​ ​established​ ​criteria. Selections​ ​shall​ ​require​ ​the​ ​approval​ ​of​ ​the​ ​Secretary-Treasurer​ ​prior​ ​to​ ​award​ ​(see​ ​Form 515-1​ ​for​ ​details). 6. In​ ​all​ ​cases,​ ​the​ ​qualified​ ​bid​ ​most​ ​advantageous​ ​to​ ​the​ ​District​ ​will​ ​be​ ​accepted.​ ​Awarding purchases​ ​to​ ​other​ ​than​ ​the​ ​lowest​ ​bidder​ ​requires​ ​prior​ ​approval​ ​by​ ​the​ ​Secretary-Treasurer based​ ​on​ ​other​ ​considerations​ ​offering​ ​value​ ​where​ ​allowable​ ​by​ ​law. Approval​ ​Date:

April​ ​12,​ ​2016

Reference:

Section​ ​20,​ ​60,​ ​61,​ ​80,​ ​113,​ ​116,​ ​121​ ​School​ ​Act Freedom​ ​of​ ​Information​ ​and​ ​Protection​ ​of​ ​Privacy​ ​Act School​ ​Buildings​ ​and​ ​Tendering​ ​Regulation​ ​383/88 Agreement​ ​on​ ​Internal​ ​Trade;​ ​Annex​ ​502.4 Trade,​ ​Investment​ ​and​ ​Labour​ ​Mobility​ ​Agreement New​ ​West​ ​Partnership​ ​Trade​ ​Agreement National​ ​Institute​ ​of​ ​Governmental​ ​Purchasing​ ​–​ ​Code​ ​of​ ​Ethics Purchasing​ ​Management​ ​Association​ ​of​ ​Canada​ ​– Code​ ​of​ ​Ethics Acquire​ ​Guide CIBC​ ​VISA​ ​Purchasing​ ​Card​ ​Program​ ​User’s​ ​Guide Records​ ​Management​ ​Procedures​ ​Manual

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

April​ ​2016 Page​ ​2​ ​of​ ​2