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Administrative Procedures

Administrative Procedure 517

Purchasing

Background

Preamble:

 

Wild Rose School Division purchases competitively and seeks to achieve maximum value for every dollar expended, consistent with good purchasing practices.  All items purchased in the name of a school or the Division shall become the property Wild Rose School Division.  

Procedures

General:

Purchases with a value of under $1,000.00 may be purchased by:

 

a)      purchase order

b)      accounts payable voucher

c)      ordering directly from supplier

 

Purchases with a value in excess of $1,000.00 may only be made by way of purchase order.

 

Quotations:

 

Purchases with an aggregate value of less than $5,000 may be made without having to obtain quotations.

 

Purchases with an aggregate value of $5,000.00 but less than $10,000.00 may be made after obtaining verbal or written quotations from suppliers.  Where available, a minimum of three quotations should be obtained.

 

Purchases with an aggregate value in excess of $10,000.00 may be made based on formal written quotations.  Where available, a minimum of three quotations should be obtained.

 

Purchases having a unit price in excess of $10,000.00 and not specifically approved in the budget shall be subject to the approval of the Superintendent or designate prior to calling for quotations.

 

Purchases in excess of $100,000 may need to be tendered and advertised through the provincial electronic tendering system.  All such purchases should be referred to the Secretary-Treasurer for determination and assistance with meeting provincial requirements.

 

Other:

 

Normally, the lowest bid consistent with specifications shall be accepted.  However, a bid other than the lowest may be accepted, subject to the approval of the Superintendent or designate, if it can be demonstrated that such a decision is in the best interests of the Division.

 

Purchasing locally is encouraged where prices are competitive.  Therefore, opportunities should be provided for local suppliers to bid on purchases.

 

 

Reviewed:               December, 2011

Next Review by:      December, 2016

References

Legislative References:

 

School Act Section 60, 61

 

Board Policy:

 

Policy 11 Delegation