Administrative​ ​Procedure​ ​515

PURCHASING​ ​/​ ​ACQUISITION​ ​AUTHORITY Background The​ ​purchase​ ​or​ ​acquisition​ ​of​ ​real​ ​property,​ ​appropriate​ ​materials,​ ​goods​ ​and​ ​services​ ​in​ ​the​ ​proper quantities​ ​and​ ​of​ ​the​ ​proper​​ ​quality​​ ​for​ ​the​ ​District​ ​is​ ​to​ ​be​ ​done​ ​in​ ​an​ ​efficient,​ ​effective,​ ​open,​ ​fair​ ​and competitive​ ​manner​ ​to​ ​ensure​ ​accountability​ ​and​ ​fiscal​ ​responsibility​ ​in​ ​the​ ​use​ ​of​ ​funds.​ ​Centralized purchasing​ ​of​ ​materials,​ ​goods​ ​and​ ​services​ ​optimizes​ ​the​ ​value​ ​received​ ​through​ ​efficiencies​ ​and volume​ ​price​ ​discounts​ ​and​ ​enables​ ​schools​ ​and​ ​departments​ ​to​ ​focus​ ​on​ ​their​ ​core​ ​responsibilities. Procedures 1. The​ ​Chief​ ​Superintendent​ ​delegates​ ​to​ ​the​ ​Secretary-Treasurer​ ​responsibility​ ​for​ ​ensuring​ ​the purchase​ ​of​ ​real​ ​property,​ ​appropriate​ ​materials,​ ​goods​ ​and​ ​services​ ​at​ ​a​ ​fair​ ​price,​ ​within budgetary​ ​and​ ​legal​ ​constraints. 2. All​ ​funds​ ​available​ ​to​ ​the​ ​District,​​ ​schools​ ​and​ ​departments,​ ​are​ ​considered​ ​public​ ​funds regardless​ ​of​ ​the​ ​source,​ ​and​ ​are​ ​subject​ ​to​ ​District​ ​administrative​ ​procedures. 3. Authority​ ​to​ ​acquire​ ​materials,​ ​goods​ ​and​ ​services​ ​at​ ​a​ ​fair​ ​price,​ ​regardless​ ​of​ ​the​ ​source​ ​of​ ​funds (including​ ​school​ ​generated​ ​funds),​ ​is​ ​delegated​ ​by​ ​the​ ​Secretary-Treasurer​ ​to​ ​the​ ​Manager, Supply​ ​Management​ ​unless​ ​specified​ ​otherwise​ ​by​ ​Administrative​ ​Procedure​ ​or​ ​the Secretary-Treasurer.​ ​The​ ​Manager,​ ​Supply​ ​Management​ ​shall​ ​follow​ ​the​ ​Code​ ​of​ ​Ethics​ ​of​ ​the National​ ​Institute​ ​of​ ​Governmental​ ​Purchasing​ ​and​ ​of​ ​the​ ​Purchasing​ ​Management​ ​Association​ ​of Canada. 4. All​ ​purchases​ ​shall​ ​be​ ​from​ ​District​ ​approved​ ​suppliers,​ ​unless​ ​otherwise​ ​authorized​ ​by​ ​the Secretary-Treasurer​ ​or​ ​as​ ​outlined​ ​in​ ​the​ ​“Acquire​ ​Guide”,​ ​and​ ​shall​ ​not​ ​knowingly​ ​include purchases​ ​from​ ​employees,​ ​their​ ​families​ ​or​ ​a​ ​firm​ ​owned​ ​in​ ​whole​ ​or​ ​in​ ​part​ ​by​ ​an​ ​employee​ ​or​ ​by an​ ​employee’s​ ​family​ ​member​ ​unless​ ​approved​ ​in​ ​advance​ ​by​ ​the​ ​Secretary-Treasurer​ ​due​ ​to exceptional​ ​circumstances. 5. Purchases​ ​(including​ ​those​ ​made​ ​directly​ ​by​ ​schools​ ​using​ ​school-generated​ ​funds​ ​or​ ​made​ ​by School​ ​Councils)​ ​become​ ​the​ ​property​ ​of​ ​the​ ​District​ ​and​ ​are​ ​subject​ ​to​ ​the​ ​same​ ​controls​ ​and procedures​ ​that​ ​govern​ ​the​ ​use​ ​of​ ​all​ ​District​ ​owned​ ​property. 6. To​ ​ensure​ ​accountability​ ​and​ ​fiscal​ ​responsibility,​ ​the​ ​Manager,​ ​Supply​ ​Management recommends,​ ​applies,​ ​and​ ​monitors​ ​appropriate​ ​acquisition​ ​standards​ ​and​ ​procedures​ ​within​ ​the District.​ ​Standards​ ​and​ ​procedures​​ ​are​ ​outlined​ ​within​ ​the​ ​District’s​ ​“Acquire​ ​Guide”.​ ​All​ ​employees of​ ​the​ ​District​ ​shall​ ​comply​ ​with​ ​the​ ​standards​ ​and​ ​procedures​ ​outlined​ ​in​ ​the​ ​District’s​ ​“Acquire Guide”​ ​or,​ ​where​ ​relevant,​ ​standards​ ​established​ ​by​ ​the​ ​Director,​ ​Construction​ ​and​ ​Maintenance. All​ ​exceptions​ ​require​ ​approval​ ​from​ ​the​ ​Secretary-Treasurer. 7. The​ ​Manager,​ ​Supply​ ​Management​ ​and​ ​the​ ​Director,​ ​Construction​ ​and​ ​Maintenance,​ ​where applicable,​ ​shall​ ​develop​ ​product​ ​or​ ​service​ ​specifications​ ​in​ ​collaboration​ ​with​ ​the​ ​end​ ​user​ ​school Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

April​ ​2016 Page​ ​1​ ​of​ ​3

or​ ​department.​ ​If​ ​a​ ​dispute​ ​arises​ ​regarding​ ​product​ ​or​ ​service​ ​specifications​ ​the​ ​matter​ ​is​ ​to​ ​be referred​ ​to​ ​the​ ​respective​ ​superintendent(s)​ ​and​ ​Secretary-Treasurer​ ​for​ ​resolution. 8. All​ ​purchases​ ​shall​ ​be​ ​within​ ​approved​ ​budget​ ​levels​ ​and​ ​only​ ​for​ ​appropriate​ ​purchases​ ​approved in​ ​the​ ​budget,​ ​unless​ ​approved​ ​in​ ​advance​ ​by​ ​the​ ​Secretary-Treasurer.​ ​All​ ​purchases​ ​will​ ​be recorded​ ​/​ ​encumbered​ ​to​ ​the​ ​appropriate​ ​account​ ​by​ ​the​ ​school​ ​or​ ​department​ ​making​ ​the purchase. 9. All​ ​fixed​ ​asset​ ​purchases​ ​($5,000​ ​or​ ​greater​ ​including​ ​un-recovered​ ​GST)​ ​shall​ ​require​ ​approval​ ​of the​ ​Secretary-Treasurer​ ​through​ ​the,​ ​Manager,​ ​Supply​ ​Management,​ ​unless​ ​where​ ​an Administrative​ ​Procedure​ ​allows​ ​otherwise,​ ​or​ ​the​ ​Secretary-Treasurer​ ​approves​ ​acquisition through​ ​the​ ​Director,​ ​Construction​ ​and​ ​Maintenance. 10. All​ ​non-school​ ​based​ ​furniture​ ​and​ ​equipment​ ​purchases​ ​(with​ ​the​ ​exception​ ​of​ ​chairs,​ ​file​ ​cabinets and​ ​bookcases,​ ​with​ ​a​ ​value​ ​of​ ​$500​ ​or​ ​less)​ ​require​ ​the​ ​prior​ ​approval​ ​of​ ​the​ ​Secretary-Treasurer. 11. All​ ​rental-purchase​ ​equipment​ ​agreements​ ​shall​ ​be​ ​established​ ​through​ ​the​ ​Manager,​ ​Supply Management​ ​or,​ ​where​ ​applicable,​ ​the​ ​Director,​ ​Construction​ ​and​ ​Maintenance. 12. Purchasing​ ​functions​ ​delegated​ ​to​ ​the​ ​Director,​ ​Construction​ ​and​ ​Maintenance,​ ​but​ ​requiring Secretary-Treasurer​ ​approval,​ ​are: 12.1

Design​ ​and​ ​construction​ ​of​ ​new​ ​buildings,​ ​improvements,​ ​additions​ ​and​ ​restorations;

12.2

Ongoing​ ​maintenance​ ​or​ ​caretaking​ ​contracts;

12.3

Building​ ​permits;

12.4

Furnishings,​ ​equipment​ ​and​ ​other​ ​materials​ ​required​ ​for​ ​the​ ​completion​ ​of​ ​capital​ ​or upgrading​ ​projects​ ​that​ ​are​ ​not​ ​normally​ ​provided​ ​through​ ​the​ ​Manager,​ ​Supply Management,​ ​including,​ ​but​ ​not​ ​limited​ ​to: 12.4.1 Carpeting​ ​and​ ​flooring​ ​permanently​ ​affixed; 12.4.2 Millwork; 12.4.3 Lockers; 12.4.4 Whiteboards,​ ​chalkboards​ ​and​ ​tack​ ​boards; 12.4.5 Bleachers; 12.4.6 Light​ ​fixtures; 12.4.7 Window​ ​coverings; 12.4.8 Painting;​ ​and, 12.4.9 Telephone,​ ​communications,​ ​lighting​ ​and​ ​sound​ ​systems.

12.5

Other​ ​materials,​ ​goods​ ​or​ ​services​ ​as​ ​approved​ ​prior​ ​to​ ​purchase​ ​by​ ​the Secretary-Treasurer.

13. Principals​ ​and​ ​department​ ​managers​ ​are​ ​delegated​ ​by​ ​the​ ​Secretary-Treasurer​ ​the​ ​authority​ ​to purchase,​ ​without​ ​following​ ​the​ ​required​ ​purchasing​ ​or​ ​ordering​ ​procedures,​ ​the​ ​following​ ​goods​ ​or services:

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

April​ ​2016 Page​ ​2​ ​of​ ​3

13.1

Tuck​ ​shop​ ​sales​ ​material;

13.2

School,​ ​class​ ​or​ ​student​ ​photography;

13.3

Yearbooks;

13.4

Milk​ ​programs​ ​in​ ​elementary​ ​and​ ​junior​ ​high​ ​schools;

13.5

Miscellaneous​ ​instructional​ ​supplies​ ​approved​ ​prior​ ​to​ ​purchase​ ​by​ ​the​ ​Manager,​ ​Supply Management;

13.6

Professional​ ​development​ ​workshops​ ​under​ ​$500;​ ​and,

13.7

Individual​ ​honoraria​ ​to​ ​District​ ​employees​ ​under​ ​$200​ ​(processed​ ​through​ ​the​ ​District’s Payroll​ ​department​ ​with​ ​appropriate​ ​statutory​ ​deductions).

14. This​ ​delegation​ ​allows​ ​schools​ ​or​ ​departments​ ​to​ ​order​ ​the​ ​above-named​ ​goods​ ​and​ ​services directly​ ​from​ ​a​ ​supplier​ ​without​ ​going​ ​through​ ​the​ ​Manager,​ ​Supply​ ​Management,​ ​but​ ​does​ ​not relieve​ ​them​ ​of​ ​any​ ​of​ ​the​ ​other​ ​approvals​ ​or​ ​limitations​ ​placed​ ​by​ ​District​ ​procedures. 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

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

April​ ​2016 Page​ ​3​ ​of​ ​3

purchasing / acquisition authority

Apr 12, 2016 - National Institute of Governmental Purchasing and of the Purchasing Management Association of. Canada. 4. All purchases shall be from ...
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