Awarding of Contracts

Awarding of Contracts

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CCOC will promote fair and objective business practices by:

1. 1. Ensuring a documented approval process which requires the next highest level of authority to be responsible for approving the awarding of a contract if the lowest bid is not chosen by the person ordinarily responsible for making this decision. The reasons why the lowest quote is not chosen must be documented;
   2. All procedures must be clear, fair and objective. Suppliers are to be made aware of the appropriate policies and procedures;
   3. When choosing a bid, CCOC must:
      • consider quality of goods and services to be provided, and
      • base its decision on resources, timing, cost and fees.
   4. The guidelines for the awarding of contracts for the purchase of goods and services are as follows:
      • Under $2,499 contracts may be awarded at the discretion of the department manager. However, procedures must be clear, fair and objective;
      • Between $2,500 and $14,999 contracts are to be awarded to the lowest bidder after obtaining a minimum of 3 quotes.
      • Over $14,999 contracts are to be awarded based on invitation qualification tenders (minimum 3 invitations).

Background

The Ministry of Housing, in its conflict of interest policy had put forward the above as a minimum policy.

Item 4.  The housing provider must promote fair and objective business practices by:

1. implementing a documented approval process which requires the next highest level of authority of the housing provider to be responsible for approving a contract if the lowest bid is not chosen by the person ordinarily responsible for making this decision. In many cases, this may involve the final approval of the Board of Directors (as the highest approval authority).  The reasons why the lowest quote is not chosen by the housing provider must be documented and will be subject to audit;
2. implementing a mandatory public tendering or invitation (minimum 3 invitations) qualification tenders for any and all contracts costing over $14,999. (or a consistent predetermined lesser amount set by the housing provider for all contracts). When choosing a bid, the housing provider must:
   • consider quality of goods and services to be provided, and
   • base its decision on written specifications outlining resources, timing, cost and fees;
3. obtaining a minimum of 3 written quotes for any contract costing between $2,000 and $14,999.
4. implementing clear, fair and objective procedures for the awarding of contracts under $2,000 (or a consistent predetermined lesser amount set by the housing provider for all contracts);

Approved by the Board August 1995.

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