Rainy River District School Board
Procurement Plan Approval
The Procurement Plan Approval Form is used to obtain management approval to purchase goods and/or services over $5,000 in
total value. Projects of any kind must be supported by an appropriate analysis of the need or rationale for that product or service.
Date:
I.D.
(To be completed by the
Purchasing Clerk)
Procurement Project:
Initiated By:
Title:
Department:
Total Contract Value:
(Contracts cannot exceed 5
years plus 2 year extension
for a total of 7 years.)
a)
Annual Contract Value (Volume):
b) Initial Contract Term:
c)
Extensions:
None
1 year
2 years
d) Funding Source:
1. Procurement
Goods
2. Procurement Type:
Direct Award (Non-Competitive)
3. Does a Vendor of Record exist:
STAGE 1:
1.
a)
Non-Consulting Services
Yes
RFP
Consulting Services
RFQ
RFSQ
RFI
No
Procurement Project Summary
Purpose of the Procurement Project
General statement on what we are buying.
b) Explain if supports ongoing operations, new
project/initiative, or one-time requirement.
c)
What is the objective of the procurement project?
2.
a)
Why Undertake this Procurement?
Describe why invest the resources in pursuing this
procurement (validate situation, contract expiry,
performance, cost/price, technology, quality, client
requirements, client feedback, new product/service, etc.)
b) Describe changes in the marketplace since the business
was last awarded, if applicable.
3.
a)
Project Timelines
When is the project to be completed by? (Note: projects
take between 4-12 weeks)
b) When are the goods/services required for?
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Procurement Plan Approval
STAGE 2:
1.
Deliverables:
This is the scope of work that includes a detailed outline of what we are buying and detailed specifications/requirements.
What is the current situation/status; background information;
intent/purpose of tender request? Any additional services
required, i.e. legal?
IF Goods Purchase (not equipment):
a) Details of goods need to be purchased in brand neutral
language.
b) Provide any detailed specifications for goods.
IF Equipment Purchase:
a) Provide details and specifications for the equipment
requirements and what is required if any in regards to the
installation portion.
b) Does the required equipment need to meet any specific
operation performance or guarantees?
c)
Is there any specifications or nameplate data on the
existing equipment that can be used as a reference, or
exact replacement?
d) Is there any preference to manufacturer of equipment?
e)
Is there any pre-installation work required?
f)
Does it require special consideration/technical skills?
g)
Is there a timeframe for completion?
IF Site Renovations/Construction Work Purchase:
a) Provide, in detail, the construction work required and if
there are any drawings or consultant/engineering
specifications to be included with the tender.
b) What is the timeframe for starting and completing the
project?
c)
Will a site visit be required and is it mandatory?
Yes
No
Date:
d) What other mandatory items are to be included in the
tender documents?
e)
f)
Are there risks associated with the project? Identify the
risk and how to mitigate it. For example, reputational risk,
financial risk, operational risk.
Quality standard required?
IF Consultant Services or Services of a Professional Service Provider Purchase:
a) Provide in detail what is required, and indicate any special
programs or service requirements.
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Rainy River District School Board
Procurement Plan Approval
b) How long do you require this service in terms of months,
years, etc.
c)
Is there an absolute date this tender must be posted and
awarded?
Yes
No
Date:
d) Are there risks associated with the project? Identify the
risk and how to mitigate it. For example, reputational risk,
financial risk, operational risk.
e) Quality standard required?
2.
a)
Material Disclosures:
Are there any unforeseen conditions that may cause the
proponent to seek additional costs, or that we should
make them aware of? (i.e. ground conditions, hazards of
any sort, special material requirements, working
conditions, specific code requirements, quantities, roof
warranty conditions, etc.)
b) Relevant performance timeframes, start-up assistance,
warranty requirements, etc.?
c)
Insurance coverage, security clearance, WSIB, etc.
3. Pricing Structure:
The pricing structure is the foundation of the contract. For example:
Lump Sum (flat fee, firm price, total price) – Firm
Unit Prices – Firm
Lump Sum or Unit Prices with Adjustments (for market conditions or pre-determined formula)
Time and Materials with clear metrics (hourly rates, material pricing)
a) Pricing Structure
b) Payment Structure:
How will we pay? (monthly on invoice, end of project,
percent completion based)
4. Evaluation Plan
a) Who is the Evaluation Team?
b) How are bids being evaluated? RFQs are price evaluation only.
RFPs are combination of rated criteria and price for total score (% quality / % cost).
Criteria
Weighting (price component must be highest weight)
5. Preferred Vendors:
Please identify at least three vendors to receive the procurement document (if under $100,000).
1.
2.
3.
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Procurement Plan Approval
STAGE 3: DIRECT AWARD (NON-COMPETITIVE)
Must be completed in addition to Stages 1 and 2.
1.
Sole Sourcing
Single Sourcing
Code:
Code:
Identify non-competitive procurement type:
Identify the Exception Code – Sole Sourcing
Identify the Exception Code – Single Sourcing
Where only one supplier is able to meet the requirements of a
procurement, Organizations may conduct non-competitive
procurement in the circumstances listed below (also known as
sole source situations) provided that they do not do so for the
purposes of avoiding competition between suppliers or in
order to discriminate against suppliers:
Organizations may conduct non-competitive procurement in
the circumstances listed below (also known as single source
situations); provided that they do not do so for the purposes of
avoiding competition between suppliers or in order to
discriminate against suppliers.
a. To ensure compatibility with existing products, to recognize
exclusive rights, such as exclusive licences, copyright and
patent rights, or to maintain specialized products that must
be maintained by the manufacturer or its representative;
b. Where there is an absence of competition for technical
reasons and the goods or services can be supplied only by a
particular supplier and no alternative or substitute exists;
c. For the procurement of goods or services the supply of
which is controlled by a supplier that is a statutory
monopoly;
d. For the purchase of goods on a commodity market;
e. For work to be performed on or about a leased building or
portions thereof that may be performed only by the lessor;
f. For work to be performed on property by a contractor
according to provisions of a warranty or guarantee held in
respect of the property or the original work;
g. For a contract to be awarded to the winner of a design
contest;
h. For the procurement of a prototype of a first good or
service to be developed in the course of and for a particular
contract for research, experiment, study or original
development, but not for any subsequent purchases;
i. For the purchase of goods under exceptionally
advantageous circumstances such as bankruptcy or
receivership, but not for routine purchases;
j. For the procurement of original works of art;
k. For the procurement of subscriptions to newspapers,
magazines or other periodicals; and
a. Where an unforeseeable situation of urgency exists and the
goods or services cannot be obtained in time by means of
open procurement procedures;
Failure to plan and allow sufficient time for a competitive
procurement process does not constitute an unforeseeable
situation of urgency.
b. Where goods or services regarding matters of a confidential
or privileged nature are to be purchased and the disclosure
of those matters through an open tendering process could
reasonably be expected to compromise government
confidentiality, cause economic disruption or otherwise be
contrary to the public interest;
c. Where a contract is to be awarded under a cooperation
agreement that is financed, in whole or in part, by an
international cooperation organization, only to the extent
that the agreement between the entity and the
organization includes rules for awarding contracts that
differ from the obligations set out in the Directive;
d. Where construction materials are to be purchased and it
can be demonstrated that transportation costs or technical
considerations impose geographic limits on the available
supply base, specifically in the case of sand, stone, gravel,
asphalt, compound and pre-mixed concrete for use in the
construction or repair of roads;
e. Where compliance with the open tendering provisions set
out in the Directive would interfere with the entities’ ability
to maintain security or order or to protect human, animal
or plant life or health; and
f. In the absence of a receipt of any bids in response to a call
for proposals or tenders made in accordance with the
Directive.
l. For the procurement of real property.
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Procurement Plan Approval
2.
Explain the product or service (what it is, how it is used,
where it is used, why it is needed, who made the request).
3.
Describe how the product or service fits with
organizational objectives.
4.
Describe the circumstances that have created this
situation.
5.
Describe any risks or implications.
6.
8.
Explain why approval is requested for a single or sole
sourcing award. Need to clearly explain why bypassing the
competitive process is necessary and justify why this
exception is required. Provide details on what due
diligence was performed to confirm the situation.
Explain the cost/benefit analysis (if applicable) including
details of the value proposition for the organization given
the single or sole sourcing circumstances.
State when the product or service is required.
9.
Name of Recommended Supplier.
7.
10. Has the Recommended Supplier previously received a noncompetitive award?
11. Has the requesting department previously asked for a noncompetitive award?
12. Is the recommended supplier the manufacturer?
13. Does the manufacturer sell the item(s) through
distributors?
Yes
No
Yes
No
Yes
No
n/a
Yes
No
n/a
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Rainy River District School Board
Procurement Plan Approval
BUDGET MANAGER APPROVAL
There are funds available for this procurement:
Yes
No
Yes
No
G.L. Account Code:
Other Funding:
This is a good use of funds:
Name:
Title:
Signature:
Date:
SUPERINTENDENT OF BUSINESS APPROVAL
I have reviewed the procurement business case:
Yes
No
I authorize the funds to be used for this procurement
Yes
No
I authorize the commencement of the procurement type:
Yes
No
(specify)
Name:
Title:
Signature:
Date:
ADDITIONAL APPROVALS (if necessary)
Approval Committee
Date:
Approved
Denied
Reason: (if not approved)
Finance Committee
Date:
Approved
Denied
Reason: (if not approved)
Board of Trustees
Date:
Approved
Denied
Resolution #
Reason: (if not approved)
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