Policy Goods, Services, and Asset Procurement. Table of Contents AUTHORIZED BY EFFECTIVE DATE

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Paula Lynne Douglas
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AUTHORIZED BY Director of Operations səxʷk ʷuləm k el yʕayʕat EFFECTIVE DATE 2017-11-20 DEPARTMENT/PROGRAM Financial Services REVIEW DUE DATE 2020-11-20 Table of Contents 1.... 3 2. Purpose... 3 3.

1 AUTHORIZED BY Director of Operations səxʷk ʷuləm k el yʕayʕat EFFECTIVE DATE DEPARTMENT/PROGRAM Financial Services REVIEW DUE DATE Table of Contents Purpose Scope Definitions Responsibilities Monitoring and Reporting Approval References and Related Authorities Attachments Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 1 of 17

2 Revision History Entry ID Total Number of Pages 17 Date Revision Changes Conversion of WFN Purchasing and drafting approved GIPs 3029 approved and GIP 3081 approved Approved and signed by the Director of Operations on November 20, Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 2 of 17

3 1. Goods, services, and asset procurement will be delivered in a manner that satisfies Westbank First Nation s vision of effective, accountable, and transparent government and results in best value to Westbank First Nation (WFN). 2. Purpose The purpose of this policy is to instruct WFN staff on the standardized procurement of goods, services, or assets. 3. Scope This policy applies to the Council, Council Committees, employees, and any other persons with authority to conduct activities in connection with procurement on behalf of WFN. This policy is a review, update, and revision of WFN Purchasing , approved by Resolution of Council # , and signed by the Director of Operations on August 27, 2012, and supersedes WFN Purchasing a) Principles i. methods must be fair, objective, and transparent. ii. iii. iv. Where all factors are equal, WFN Member-Owned Businesses or employers who employ WFN Members will be awarded first. All proposals, bids, and quotes will include the Calculation for WFN Employment and Contractor Engagement with Schedule 1, 2, and 3 (Appendix A) as part of the evaluation package. s will be in compliance with Purchase Authorization Limits (Appendix B). v. will reflect the most sustainable and environmentally friendly practices, or have the least negative environmental impact, pursuant to Section 3.b). vi. In instances where there is an Emergency situation where an imminent threat exists to public health or safety, an essential service, the welfare of persons, public property, or the security of WFN or its interests, and response to the Emergency requires immediate procurement of goods or services, the procurement bidding process may be bypassed if the Emergency does not allow sufficient time to follow the Competitive Bid process. vii. Surplus Asset Disposal will be offered to WFN Government first, WFN affiliates second, Membership third, and community fourth..02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 3 of 17

4 vii. Employees procuring will seek the Best Value for WFN purchasing dollars. viii. Employees must declare to their supervisor, any personal interest which might reasonably be deemed to affect impartiality. ix. Employees must avoid any continuing relationship with a supplier that may prevent fair competition. x. Employees must declare any business gifts received to their supervisor. xi. Employees procuring will capitalize on the use of resources to obtain maximum benefit for WFN. b) Departments are required to promote environmentally sustainable purchasing by reviewing and modifying existing specifications, or writing new specifications, to include environmentally sustainable choices subject to both suitability and cost, while applying the general principles to; i. Specifying products that do not harm the environment in their manufacture, use, or disposal (third party certification such as the Eco Log or Energy Star may be used), ii. Securing comprehensive, accurate, and meaningful information about the environmental performance of products or services sufficient to determine environment preferability; and iii. Considering the environmental factors along with price and performance. c) Departments responsible for processing and authorizing Competitive Bids must; i. Use discretion and best judgment when applying this policy in combination with all related governance, and work with the Purchasing Department to ensure use of the best mechanism for the desired outcome, ii. iii. 4. Definitions Provide a copy of the full description of the opportunity to any person who requests it; and After the closing date, review all quotations received. Assets refers to those items belonging to WFN, regarded as having value, and as being available to meet debts, commitments, or legacies such as equipment, buildings, and land that have been purchased or constructed by WFN..02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 4 of 17

5 Best Value is a procurement methodology that factors in price, quality, experience, knowledge, expertise, geographic location, availability, suitability or compliance with specification, supplier financial stability, supplier performance characteristics and references, source of supply, time, initial costs, operation and maintenance, sustainability and environmental impact. Competitive Bid is a step in the procurement bid process in the initial public offering process whereby vendors submit sealed bids to WFN and the contract is awarded to the vendor with the Best Value. Direct Purchase is the method used for purchasing low dollar value goods or service up to two hundred and fifty Canadian dollars ($ CDN). Emergency means exceptional circumstances, including but not limited to circumstances relating to health, safety, and socio-economic issues which were not reasonably foreseeable. Fairness refers to providing qualified firms and individuals with an equal opportunity to compete for WFN contract work; and to evaluating Tenders and proposals in accordance with Section 3.a). Member-Owned Business holds a valid business license and one or more WFN Member(s) hold controlling ownership interest (fifty-one per cent). Preferred Supplier List is a list of preferred suppliers with input from WFN employees, which identifies suppliers who have provided strategic, Best Value, or exceptional service, building beneficial long term relationships with WFN. Purchase Order is the purchasing method utilized when a Purchase Card (P- Card) cannot be used for payment. Typically Purchase Orders are for one time ordering and authorizing payment for goods or services received. Request for Expression of Interest (RFEOI) is a standard multi-staged business process, within a procurement bid process, used to shortlist potential suppliers before seeking detailed bids from the shortlisted tenderers. Request for Quotation (RFQ) is a standard business process, within a procurement bid process, used to formally invite suppliers into a bidding process to bid on specific assets, products, or services. Request for Proposal (RFP) is a procurement method, within a procurement bid process, used to publically advertise to suppliers to elicit proposals from potential vendors. Standing Purchase Order is the purchasing method used for the continuous, fiscal year supply of goods or services from a specific supplier..02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 5 of 17

6 Surplus Asset Disposal is the method of disposing of surplus Assets which are no longer required due to lack of use, obsolescence, poor condition, or excessive maintenance costs. Tenders (ITT) is a procurement bid process, and refers to a call for bids, call for Tenders, or invitation to tender (ITT, often called tender for short). This procurement method is used to generate competing offers from different bidders looking to obtain an award of business activity in works, supply, or service contracts in excess of seventy-five thousand Canadian dollars ($75, CDN). WFN Purchase Card (P-Card) means a WFN corporate credit card used to purchase and procure supplies and material for use by WFN. 5. Responsibilities a) Council is responsible for the approval of ITTs or RFPs where the dollar value is seventy-five thousand Canadian dollars ($75, CDN) or higher. b) The Director of Operations is responsible for; i. Approving the WFN Purchasing and Signature Authorization Limits (Appendix B) annually which is used to assign approval limits, ii. iii. iv. Approving the Surplus Asset Disposal of items with a monetary value over the Department Head s authorization limit (Appendix B), Authorizing the immediate procurement of goods and services that the Director of Operations deems necessary to address an Emergency situation; and Reporting on Emergency expenditures in accordance with Section 6.b) of this policy. c) The Director of Finance is responsible for; i. Establishing and annually amending the WFN Purchasing and Signature Authorization Limits (Appendix B) to assign approval limits, ii. iii. iv. Amending WFN Purchasing and Signature Authorization Limits (Appendix B) as required, Auditing the Preferred Supplier List at least once every three (3) years to ensure that each supplier on the list is delivering the Best Value; and Approving the Preferred Supplier List. d) The Purchasing Manager is responsible for; i. Providing guidance and direction to purchasing Departments and Managers,.02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 6 of 17

7 ii. iii. iv. Maintaining this policy and its related governance instruments, Annually reviewing the Preferred Supplier List to ensure that each supplier on the list is delivering the Best Value, Establishing and maintaining purchase limits for total goods and/or services from any particular vendor over any period of time, which must not be delegated, v. Monitoring purchases over five hundred thousand Canadian dollars ($500, CDN) in accordance with Section 6.a)ii. of this policy, vi. Monitoring for improper approval given for divided purchases or contracts is an attempt to avoid correct purchasing or procurement protocols, which monitoring must not be delegated, vii. Advertising for RFEOI and all Competitive Bid types by posting opportunities, at a minimum, on WFN s website, viii. Determining which purchasing process or bid process is appropriate to meet the procurement needs of WFN, ix. Monitoring WFN Employment and Contractor Engagement with Schedule 1, 2, and 3 (Appendix A) submissions in accordance with Section 6.a)i. of this policy; and x. Approving and disposing of items identified for Surplus Asset Disposal with a monetary value, to ensure the best possible return or benefit to WFN. e) Department Managers are responsible for; i. Approving, or delegating the responsibility of approval for, all Purchase Orders and invoices, ii. iii. Advising, in writing, the Director of Finance of any delegation of signing authority, Ensuring funds are available in duly authorized accounts prior to making commitments for procurement of goods, services, or assets, iv. Promoting and supporting the purchasing and use of environmentally sustainable products; and v. Ensuring their Department s purchasing practices are in compliance with this policy..02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 7 of 17

8 f) Departmental employees performing procurement duties are responsible for; i. Adhering to, and applying the principles of, this policy including utilizing the suppliers named in the Preferred Supplier List, ii. iii. Completing and submitting Calculation for WFN Employment and Contractor Engagement with Schedule 1, 2, and 3 (Appendix A) as outlined in Section 3.a)iv.; and Buying on the open market, giving suppliers an opportunity to quote and tender on goods or services to be acquired, and where practical, making suppliers aware of WFN needs as they arise. 6. Monitoring and Reporting The purchasing function is a semi-decentralized process within the Financial Services Department which has overall responsibility for the monitoring and reporting on compliance of this policy. a) Monitoring for Cost Savings and Efficiencies i. Submitted Calculations for WFN Employment and Contractor Engagement with Schedule 1, 2, and 3 (Appendix A) will be monitored for compliance by the Purchasing and AP Administrator. ii. All purchases over five hundred thousand Canadian dollars ($500, CDN) must be monitored by the Purchasing Manager to ensure the Tenders process is followed as outlined in this policy and all related governance identified in Section 8. iii. iv. The Preferred Supplier Lists must be reviewed annually pursuant to Section 5.d)iii of this policy. The Preferred Supplier Lists must be audited pursuant to Section 5.c)iii of this policy. b) Reporting on Emergency s The Director of Operations must provide Council with a full report regarding the Emergency and its related expenditures as soon as practical, and not more than sixty (60) days after the Emergency..02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 8 of 17

9 7. Approval The Director of Operations approved this policy on the 20 th day of November, Pat Fosbery, Director of Operations/səxʷk ʷuləm k el yʕayʕat.02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 9 of 17

10 8. References and Related Authorities Westbank First Nation Self-Government Agreement Westbank First Nation Constitution WFN Strategic Plan WFN Governance Purchase Card (P-Card) Use, Limits and Controls Procedure Purchase Card (P-Card) Procedure Employee Goods, Services, and Asset Handbook Standard Sustainable Vehicle Guideline Environmentally Sustainable Product s 9. Attachments Appendix A WFN Employment and Contractor Engagement with Schedule 1, 2, and 3 Appendix B WFN Purchasing and Signature Authorization Limits.02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 10 of 17

11 Appendix A-WFN Employment and Contractor Engagement with Schedule 1, 2, and 3.02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 11 of 17

12 Appendix A-WFN Employment and Contractor Engagement with Schedule 1, 2, and 3.02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 12 of 17

13 Appendix A-WFN Employment and Contractor Engagement with Schedule 1, 2, and 3.02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 13 of 17

14 Appendix A-WFN Employment and Contractor Engagement with Schedule 1, 2, and 3.02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 14 of 17

15 Appendix B WFN Purchasing and Signature Authorization Limits.02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 15 of 17

16 Appendix B Purchase Authorization Limits (Cont d).02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 16 of 17

17 Appendix B Purchase Authorization Limits (Cont d).02 Westbank First Nation (WFN)/stqaʔtxʷɬn íwt sqilxʷ Page 17 of 17

Tsawwassen First Nation Procurement Policy. February, 2010

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