Procurement Policy

PURPOSE
This policy and procedures manual provides guidelines for Reena staff to work in an ethical, professional and accountable manner when purchasing goods and services for the organization.

SCOPE
This document covers the fundamental methods and a tool used for procurement, and applies to all Reena staff. Reena will continue to be competitive and forthright in obtaining the highest of quality goods and/or services at the best possible price, with integrity and transparent accountability in all our business practices. Reena’s Purchasing Department strives daily to be compliant with all Supply Chain Code of Ethics and Practices as set out in the laws of Canada and Ontario. We will work to improve our knowledge and skill levels daily to keep our company efficient and effective.

PROCEDURES / REQUIREMENTS / RESPONSIBILITIES

A. Purchase Requisition
Authorized staff completes a purchase requisition for the purchase of all goods and services in excess of $5,000.00 and must include the following information:

  •  recommended Supplier of Qualification (if known)
  • date of order
  • delivery address
  • cost center/GL code or house location
  • quantity
  • item description and order number (if applicable)
  • Required delivery date (allow for transit and processing time)

The requisition should be emailed via inter-office mail to the Reena Purchasing Department.

B. Order Processing
Upon receipt of a completed requisition, a numbered purchase order exhibiting an authorized signature shall be issued within three working days. It is the Purchasing Department’s responsibility to notify the originating department of any delays in order processing or delivery date, or any product changes (e.g. discontinued or substituted products). Requested goods or services will be provided from the suggested qualified vendor or, all other factors being equal, an alternative source.

C. Vendors Of Record (VOR)
Reena endeavors to establish a list of pre-approved vendors (VOR) as set out in the Ministry of Government Services’ (MGS) guidelines. Pre-approved vendors help increase efficiency and ensure consistent competitive prices for identified goods and services. To establish a VOR, the process involves:

  • Verifying whether an MGS VOR relationship already exists
  • Identifying the need for a VOR arrangement
  • Identifying the ceiling price for the VOR arrangement
  • Receiving approvals from the appropriate authority before proceeding
  • Vendors who may have previously qualified through the Request For Supplier Qualification (RFSQ) process as mentioned through the RFP or RFB, as found in section G.
  • Our expectation that established VOR’s are not exempt from the bidding, quoting or tendering process, and are required to participate as needed

D. Buying Groups/Authorized Shared Services Organizations
Collaborative procurement is a coordinated process that facilitates purchasing on behalf of multiple organizations. The Government of Ontario, and its many Ministries, sanction organizations that assist non-profit and government funded groups with options in determining suppliers, vendors and VORs. In most cases, these non-profit buying groups and authorized shared service organizations have already negotiated best pricing options. Reena’s Procurement Department considers the use of these services to be best practice and endeavors to use such services whenever possibly in order to save Reena time and money.

E. Request For Information (RFI) / Request For Expressions Of Interest (RFEI)
Reena may use an RFI as a tool to assess market capabilities, as it allows gathering of general supplier or product information. Reena procurement uses the RFI to target questions about the required goods or services, in order to gather information about expertise, risks, recommendations and test product/service awareness of the vendors Reena is considering for the application. This process provides the knowledge of whom and what is available.

Alternatively, an RFEI allows Reena’s Procurement to gather information about a prospective supplier/vendor’s interest in an opportunity or information about a supplier/vendors capabilities and qualifications.

F. Request For Quotes (RFQ)
A request for quote can be issued verbally for procurements up to $25,000.00; but written information is always preferred. For purchases in excess of $25,000.00, an RFQ will be issued in writing, detailing all aspects of the purchasing requirements. Details should include:

  • Current date
  • Detailed explanation of services or goods being procured
  • Total cost of goods or services, excluding any applicable taxes
  • Cost of delivery, if not included
  • Completion date or required due date
  • Penalty fees and terms, if applicable

G. Quotation Guidelines
Purchases up to $5,000.00 are informal and do not require multiple quotes.
Purchases between $5,001.00 and $25,000.00 must have at least two formal or informal quotes. Informal Quotes may be obtained verbally, but must contain all pertinent information relating to the purchase written on the Purchase Order. The information and Purchase Orders should be kept on file in the Property or Purchasing Department, as appropriate, for a seven year period.

Purchases valued between $25,001.00 and $100,000.00 must have at least three formal written quotes from qualified vendors using the appropriate method of RFQ (Request for Quote), or Proposal Requests. Purchase will not be considered unless a properly completed request for approval form has been submitted and appropriate signing authorities have been obtained. Upon completion of purchase, an RFQ Submission Form must be completed and all quotes attached for back up.

Any Consulting Services required by Reena will similarly be subject to a Request for Proposal, Request for Information or a Request for Bid as outlined below in Section E.

H. Request For Proposal/Request For Information Or Request For Bid (Herein known as “Requests”)
Reena will issue a Request for Proposal / Request for Information or a Request for Bid for all purchases, including consulting services, in excess of $100,000.

These requests will be sent through an electronic tendering system such as Merx. During this process, the Procurement Department will issue detailed instructions explaining the full requirements of the bid, with attachments for cover sheet, bid form, and references. Vendors will have a minimum of fifteen calendar days to respond to any requests, and up to thirty days to respond to requests of a more complex nature. All bids will be subject to a full scrutiny to ensure vendors comply with all requirements. Vendors who do not meet the requirements will be removed from the bidding process. Once the bids are shown to be in accordance with the procedures, they will be forwarded to a committee chosen to analyze and determine the outcome. All bids will remain confidential to the participants to encourage fair evaluations for all vendors. The committee will consist of Reena employees, who will discuss and mark each bid to determine the outcome. The outcome will then be communicated to the Procurement Department, which will issue the appropriate documentation.

  • Suppliers who participate in any Request Process must first be qualified through the Request for Supplier Qualification (RFSQ) standards. Capabilities and qualifications will be checked to Ministry standards, thus allowing Reena to call upon these suppliers whenever future bids or requests are needed. Reena will add the qualified suppliers to the Reena approved vendor of record list (VOR).
  • Notification of awarded vendor will be posted electronically after the agreement between the successful vendor/supplier has been executed. Contract award notification will list the name of the successful vendor, agreement start and end dates, and any extension options.
  • Unsuccessful vendors will be notified that they may have a debriefing of the outcome of the Request or Bid procedures. They may contact Reena Purchasing up to sixty days after the contract has been awarded, to receive this debriefing.
  • Any vendor who disputes a request or bid is entitled to bring their dispute forward to be handled ethically, fairly and in a timely fashion. These directives are listed in all bids and requests that Reena issues.

I. Blanket Purchase Orders
When goods or services are required from the same vendor over a period of a one year term, the Procurement Department will issue a Blanket Purchase Order to cover the twelve month term. The cost for goods and/or services will be determined – either by quote, or by previous year’s totals. Reena’s Accounting Department will then pay all invoices from the selected vendors up until the total amount quoted on the Purchase Order is met. All additional purchases require a new purchase order to be processed.

CONSTRUCTION HOLDBACKS AND ADVANCES

  • A portion of the payment issued to a contractor will be held for forty-five days (45) from completion of the finished project until the Reena Property Manager is completely satisfied that the work has been completed in acceptable condition.
  • Holdback will be ten percent (10%) of the total invoiced amount, unless a special condition is reached by the vendor and Reena before the project commences.
  • Holdbacks will be taken on all construction work over twenty-five thousand Dollars ($25,000.00). The Property or Purchasing Department can amend this according to circumstance.
  • A vendor must be notified in advance that a holdback will be issued on their project and the holdback must be noted on the subsequent purchase order.
  • Holdbacks will not be released until the 45 day period has lapsed, even when the job has been deemed totally satisfactory.
  • Holdbacks may be retained longer if the job is not completed to Reena’s satisfaction. In such cases, holdbacks will NOT be released until Authorizing Reena Personnel are completely satisfied with the finished product.
  • Holdbacks cannot be taken on chattels or removable items.
  • Holdbacks will not be taken from advance payment amounts, but will be calculated and deducted from the final invoice.
  • When entering into a contract with a vendor for the construction or services to a Reena property, it may be necessary to advance funds to enable the vendor to purchase materials to complete the project. Reena strives to work with companies that have the means and finances to enable them to complete their projects without advanced funds. If an advance is required, it must meet the following conditions:
    • An advance will only be issued when the project or Purchase Order is valued for more than twenty-five thousand dollars ($25,000.00).
    • Vendors must show the need for advancement of funds on any quotes they submit to Reena. If the request for funds is not shown prior to a commitment from Reena, advance funds may not be issued.
    • As a general rule, advances will constitute twenty-five percent (25%) of the total project, due once materials are received at the Reena location. A further advance of twenty-five percent (25%) may also be given once the project is fifty percent (50%) completed if stipulated on the contract, quote or Purchase Order.
    • Advancements are only issued when projects require materials. A vendor completing a service is not entitled to advance funds.
    • If the project requesting advanced funds also has a holdback condition, the advance will not contain the holdback amount. Funds advanced will be free and clear of any holdback deductions.

CONTRACTORS, CONSULTANTS, SOLE PROPRIETORS OR ORGANIZATIONS
Consultants, organizations, contractors, companies or sole proprietors doing work at any Reena site must have the following:

Insurance Requirements
The organization, contractor, company or sole proprietor shall obtain for the period of the work required and keep in force at its sole cost, public liability insurance. This insurance shall have a limit of not less than two million dollars (Canadian), including a cross liability clause insuring Reena and its associated entities. Proof of insurance shall be submitted and attached to appropriate purchase order before work commences.

WSIB Requirements
If WSIB clearance certificate is deemed to be required, a copy will be required to be on file with Reena and its associated entities before any work has started. If deemed to be an independent operator/ sole proprietor, the WSIB optional insurance is requested and must be on file before work has started.

Reena and its associated entities reserve the right to make exceptions to the above policy at their discretion.

CONFLICT OF INTEREST
Reena staff must declare any relationship or possible conflict of interest they have with a supplier of goods or services before any vendors are selected. Reena staff with a conflict of interest for a vendor selection will not have the authority to select said vendor unless the situation is discussed in detail and rendered not compromising for Reena. Only then will approval be gained by senior Reena management. If a conflict of interest is not approved by senior Reena management, such conflict of interest may be considered as grounds for dismissal of Reena staff, without cause.

RECORD RETENTION
All Purchase orders and back up documents will be retained by Reena for no less than seven years.

Purchasing Guidelines in Short form

Under $5000.00
As vendor quotations are not a requirement, there are three methods of purchasing of goods in this category. In order of preference, the options are:

  • Use your Reena Purchasing Credit Card (P-Card)
  • Use a Reena Purchase Order
  • Place the order and notify Purchasing

$5001.00 – $25,000.00
Orders in this category require a minimum of two quotations from qualified vendors.

  • Quotations must be attached to a copy of the Purchase Order and kept on file by the Purchasing Department. Oral quotes are accepted, but not recommended.
  • Any notes relevant to the order, delivery date, terms and conditions must be written down and kept with the order.
  • Upon Vendor selection, the Purchasing Department must issue a P.O. for the subsequent order.

$25,001.00 – $100,000.00
Goods over $25,000.00 are considered high value purchases and therefore require three written quotations from qualified vendors.

  • Quotations must be attached to a copy of the Purchase Order and kept on file by the Purchasing Department. Oral quotes are NOT accepted.
  • Notes relevant to the order, delivery date, terms and conditions must be written down and kept with the order.
  • Upon Vendor selection, the Purchasing Department must issue a P.O. for the subsequent order.

Over $100,000.00
Purchases over $100,000.00 MUST be open to competitive process, which will require a tendering process.

  • This process may involve a Request for Proposal, Request for Information, or Request for Bid.
  • Due to the value of these purchases, the Purchasing Department will be required to use an electronic bidding service such as Merx.
  • As above, all quotes will be defined and attached to Purchase Order when an appropriate Vendor has been selected.

$0 – $100,000.00
Consulting Services Any Consulting Services Goods up to $100,000.00 are considered high value purchase and therefore require three written quotations from qualified vendors.

  • Quotations must be attached to a copy of the Purchase Order and kept on file by the Purchasing Department. Oral quotes are NOT accepted.
  • Any notes relevant to the order, delivery date, terms and conditions must be written down and kept with the order.
  • Upon Vendor selection, the Purchasing Department must issue a P.O. for the subsequent order.

Over $100,000.00
Consulting Services Consulting Services over $100,000.00 MUST be open to competitive process, which will require a tendering process.

This process may involve a Request for Proposal, Request for Information, or Request for Bid.

  • Due to the value of these purchases, the Purchasing Department will be required to use an electronic bidding service such as Merx.
  • As above, all quotes will be defined and attached to Purchase Order when an appropriate Vendor has been selected.

Procurement Card Program

PURPOSE
The purpose of this policy is to establish the requirements for:

  • obtaining and using a procurement card (P-card);
  • providing an efficient and cost-effective method of procuring and paying for supplies, services, and travel; and
  • reducing petty cash requests, travel advances, out-of-pocket travel expenses.

SCOPE
This policy applies to Reena employees who have access to a Procurement card.

  • Policy Procedures and Requirements
  • Obtaining a Procurement Card

Cards will only be issued to employees if authorized by their superior. The spending limit is set at a default amount of $1,000.00 per month, which must be approved by the employee’s supervisor. Any changes in spending limit must be approved by the supervisor. Employees are expected to read, sign and abide by the Employee Agreement Form before they receive their card.

Card Usage
Although the card is issued in the individual’s name, it remains the property of Reena and must only be used for Reena purchases. The employee is responsible for the card’s security and the transactions made with the card.  The card can be used at any vendor or merchant that accepts Visa and is in an approved Merchant Category Code.  Card charges may be audited and/or cancelled at any time. 

Denials
If a transaction is denied, the employee is expected to contact the issuing bank’s customer service, using the toll-free number on the back of the card. The employee should be prepared to provide the merchant’s name, date, dollar amount, and approximate time of the attempted purchase. The issuing bank will investigate the denial, and provide a report to the employee, as required.

Receipts
The employee is responsible for obtaining a detailed receipt for all transactions. A credit card statement is not acceptable. Receipts must be attached to the monthly statement. Personal meals may only be charged while in approved travel status and the receipt must be attached to the travel voucher.

Reconciliation and Payment
The monthly statement itemizes all card transactions during the previous billing cycle. The employee must verify all transactions, sign and date the statement. The employee’s supervisor must review and approve all transactions and sign the statement before forwarding it to the accounting office.  Statements will be filed and retained according to the agency’s policies and procedures.

 Billing Disputes – items in dispute
The employee must contact the vendor to resolve any errors or charges not recognized. If the vendor agrees that an error has occurred, the account must be credited. The disputed transaction would be identified on the statement as a reminder that the item is pending a resolution.

If the vendor does not agree that an error has been made, the employee must contact the issuing bank and identify the disputed charge. A disputed transaction must be identified and submitted to the Vendor using the Cardholder Dispute Form (attached), within 60 days of the transaction date.

The amount due on the next monthly statement will be reduced by the amount of the disputed item until the transaction dispute is resolved.  If a dispute is not submitted in writing within 60 days of the transaction date, the agency is responsible for resolving the dispute with the vendor or paying for the disputed item.

Lost or Stolen Cards
The card company must be notified immediately if a card is lost or stolen.

Enforcement
Consequences for violations of this policy include, but are not limited to: cancellation of Procurement Card privileges, reimbursement for any improper use, disciplinary action up to and including termination, and/or possible criminal charges.

Gasoline Card Program

DEFINITION
Reena-owned vehicles are used to provide transportation for individuals for approved budgeted outings and appointments.

POLICY
To ensure accountability and transparency and to safeguard taxpayers dollars in compliance with MCSS requirements, this policy establishes the requirements for managing and using gas cards for efficient and cost-effective fuel purchases when conducting company business.

SCOPE
This policy applies to all Reena employees who operate company-owned vehicles. 

PROCEDURES / REQUIREMENTS / RESPONSIBILITIES

 A. Reena Residences must:

  • Exclusively use the Petro Canada Superpass fuel card.
  • Designate House Supervisors to oversee its fuel card procedures at locations.
  • Complete the Gas Card User Employee Agreement form for each Reena employee using the gas card, and send the signed form to the Reena Finance and Purchasing Department.
  • Ensure the fuel card is used appropriately as instructed by House Supervisors. Procedures and responsibilities must include the following:
    • Collect and supply monthly vehicle odometer readings and vehicle driver information. This will be used to ensure vehicle’s monthly fuel transactions and fuel consumption is appropriate for the vehicle.
    • Forward monthly Gas Card receipts to Reena Accounting by the last day of each month, via email or inter-company mail.
    • Resolve billing disputes when contacted by Reena Finance and/or Purchasing.
  • Comply with established internal controls when using fuel cards. Control procedures include but are not limited to:
    • Limiting the number of transactions during a certain time period (day/week/month)
    • Limiting the dollar amount per transaction
    • Restricting purchases to specific hours of the day or days of the week
    • Requiring odometer reading at the point-of-sale.
    • Restricting to purchases of gasoline and minor automobile items (e.g., windshield washer)

B. Authorized Reena Departments or Residences will:

  • Assign a gas card to each company-owned vehicle showing the residence name on the front of the card.
  • Require each employee authorized to operate a company-owned vehicle to read the Gas Card Policy and sign the Gas Card Use Employee Agreement Form (attached). They will then be assigned a Personal Identification Number (PIN) for the card.
  • Forward a copy of the signed Gas Card Use Agreement Form to Reena’s Purchasing Department.
  • Retain the signed Gas Card Use Employee Agreement Form for two years after the employee’s termination date.
  • Be assigned a unique PIN for each authorized user.
  • Adhere to/comply with internal controls in accordance with Reena procedures.
  • Immediately notify Reena Finance and Purchasing Department to cancel gas cards that are lost, stolen, or assigned to a vehicle that is transferred, sold or declared surplus.

C. Employees authorized to use gas cards must:

  • Read and adhere to the Gas Card Policy.
  • Sign the Fuel Card Use Employee Agreement Form acknowledging their responsibilities for fuel card use.
  • Sign out the Petro Canada Superpass Gas Card on the Gas Card Sign Out Sheet Daily.
  • Always enter the pin number and vehicle Odometer reading when purchasing gas with the Gas Card.
  • Always return all receipts to the House Supervisor daily.
  • Keep the Gas Card locked in the glove box of the vehicle, or other authorized location when not in use.
  • Return the Gas Card to the Supervisor after use, or daily, if required.
  • Complete the Driver Vehicle Checklist and return it to the Supervisor as required.
  • Note:  Employees are prohibited from using premium grade fuel unless required by the vehicle’s operation manual. 

 D. Supervisors of authorized employees must:
Review and approve monthly fuel card transactions for each authorized employee under their supervision and ensure that use of fuel card is consistent with the employees’ work assignments.

REQUEST FOR EXCEPTIONS
The authorizing official may submit a request for an exception to any part of this policy to the Reena Finance and Purchasing Department. The Reena Finance and Purchasing Department will determine if an exception is granted based on the following criteria:

  • The circumstances are non-traditional and require unique accommodation; or
  • The exception will not compromise internal controls.

VIOLATIONS
Each Reena Residence is responsible for policy enforcement and investigating all alleged violations and complaints.  Residential Supervisors will take appropriate disciplinary action including, but not limited to, cancellation of an employee’s fuel card privileges, termination and/or possible criminal charges. It is the responsibility of the Residential Supervisor to notify Reena Purchasing if any violations have occurred.  Reena Purchasing reserves the right to take any action necessary if a violation is suspect.

 DEFINITIONS

  • Authorized Employee: An employee designated to use a fuel card.
  • Authorizing Official: An individual(s) designated by Reena Finance and Purchasing Department to authorize and cancel gas cards, manage internal controls, and maintain a record of the agency’s exceptions.
  • Card Provider: Petro Canada is Reena’s official fuel card provider.
  • Personal Identification Number (PIN): A unique number assigned to a Residence House Gas Card.

CLOSING
For questions about this policy, contact Reena Purchasing Department at: 905-763-8254 Ext. 3049.

Gas Card Use Employee Agreement

  1. I have read, understand and will comply with the Gas Card Policy.
  2. I understand that I am required to use regular grade gasoline and I am prohibited from using premium grade fuel unless required by the vehicle operations manual.
  3. I agree to use the card for all fuel purchases from Petro Canada Stations.
  4. I will immediately notify the authorizing official if a card is lost or stolen or if my PIN is compromised.
  5. I understand that I am required to comply with internal control procedures.
  6. I agree not to share my Personal Identification Number (PIN) with any other person.
  7. I understand that I can only use the card for fuel purchases and minor car related needs, (i.e. windshield washer fluid) for Reena owned vehicles.
  8. If I misuse the card by making personal purchases, I authorize Reena to deduct from my salary, or from other monies owed to me, an amount equal to the total of the personal purchases. I also agree to allow Reena to collect any amounts owed by me even if Reena no longer employs me.
  9. I understand improper use of this card may result in disciplinary actions, including termination of employment and/or criminal action.
  10. I understand Reena may terminate my card use privileges at any time for any reason

 

Employee Signature

 

Authorizing Official’s Signature

 

 

 

Employee Printed Name

 

Authorizing Official Printed Name

 

 

 

Date

 

Date