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PURCHASING REGULATIONS
1. Tenders shall be made according to accepted tendering procedures which shall include:
a) Advertising in the Daily Papers (Free Press when deemed appropriate) for a minimum of 7 days in advance of the closing date;
b) Tenders received after the stated closing date/time will be returned unopened;
c) Detailed specifications for goods and/or services will be stated in the tender or supporting documents;
d) Sealed, written tenders are to be received by the office of the Division Office by 12:00 P.M. noon on the closing date.
2. Two or more purchase orders for work or material may not be issued for portions of any single transaction in an attempt to circumvent the stated limits.
3. Summaries and recommendations on all tenders shall be made for presentation to the Board at a regular or special meeting for final acceptance.
PROCEDURES FOR SCHOOLS
1. The following dates will apply for submission of school orders to the Division Office:
a) November 15 - Requisitions for major items on the appropriate forms, for either tendering or direct order.
b) May 1 - Purchase requisitions will be accepted by the Business and Finance Department up until this date. This would normally include all items purchased from school discretionary funds which would not require tendering.
Any requests submitted after May 1 should be arranged in consultation with appropriate Division Office personnel.
2. Purchase requisitions must be approved by the principal or designate and account coding must be indicated.
3. All pertinent information e.g. suggested supplier, catalogue number, description and estimated cost shall be supplied to assist the Division Office in obtaining the desired items.
4. Separate requisitions are required for each supplier.
5. Purchase requisitions should normally be made in duplicate with one copy being retained in the school.
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