YORK REGION DISTRICT SCHOOL BOARD Policy and Procedure #465.0, Tendering Capital Construction and Maintenance Projects

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1 WORKING DOCUMENT YORK REGION DISTRICT SCHOOL BOARD Policy and Procedure #465.0, Tendering Capital Construction and Maintenance Projects The Tendering Capital Construction and Maintenance Projects policy and procedure ensure a fair and equitable tendering process for all capital construction and maintenance projects and outline the communication of this process to all stakeholders. What has changed? Major Changes to the Document The Policy and Procedure updated with information on the opening of non-electronic tenders and electronic tenders. Due to procurement innovation and subsequent progression to electronic tendering, the policy and procedure has been updated to add language to reflect this method of tendering. Reason for Revisions Who is affected by these changes and what is the impact on current practice? Implementation Timelines Lead Superintendents/Subject Matter Expert Procedural items were moved out of the policy and into a new related procedure. Four-year cyclical review. Electronic tendering openings will not require trustee participation. Immediate Chief Financial Officer Wanda Muirhead-Toporek Who has responsibilities? Board of Trustees Director of Education Superintendents Architects and Consultants Plant Services Education and Community Services Business/Finance Services Purchasing Services How is this policy and procedure related to Board priorities? The Tendering Capital Construction and Maintenance Projects policy and procedure supports student achievement and well-being supporting capital construction and maintenance projects that ensures schools and workplaces are inviting, safe and supportive and foster engagement of students, staff, parent(s)/guardian(s) and the community. It also demonstrates stewardship of Board resources by demonstrating professionalism and accountability for high standards of practice in all Board operations. Engagement: Student Achievement and Well-Being - Develop a comprehensive strategy for improved parent engagement which supports student achievement and well-being. Tendering Capital Construction and Maintenance 1.

2 What are the timelines and next steps? At the February 6, 2018 Board meeting, this policy was adopted as a working document for six school months. Feedback received during this time will be shared with the appropriate staff and committees for appropriate consideration. How do I find out more or provide feedback? Questions about this policy and/or procedure should be raised with your principal, manager or supervisor. If additional clarification is required, principals, managers and supervisors may contact the lead superintendent and/or subject matter expert. In accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, the Board welcomes all comments and suggestions on Board policy. Input is an important component of the review process. If you feel a policy and/or procedure needs to be revised, feedback may be submitted through the school council or by submitting the on-line form. In your response please; outline clearly the specific section(s) of the policy and/or procedure in which you are not comfortable, identify the reason(s) for your concern(s), and suggest specific alternate wording to reflect your position. Specific recommendations or questions about the review process should be submitted using the online form or sent to the Assistant Manager, Corporate Policy via at policy.committee@yrdsb.ca, or via telephone at extension 2570 or in hard copy at The Education Centre Aurora. Department Plant Services It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term parents refers to both biological/adoptive parents and guardians in all Board policies and procedures. Tendering Capital Construction and Maintenance 2.

3 WORKING DOCUMENT Board Policy #465.0 Tendering Capital Construction and Maintenance Projects Policy Statement The York Region District School Board is committed to upholding a fair and equitable tendering process for all capital construction and maintenance projects and facilitating the communication of this process through proper channels to Board trustees, staff, parents and school communities in accordance with the Board s mission, vision, values and planning processes. Application This policy applies to all calls for tenders for construction or maintenance projects. Trustee participation is required for all non-electronic tender openings in excess of $1,000, Trustee attendance is not required for electronic tenders. Responsibilities The Board of Trustees is responsible for: ensuring that one trustee is present at the opening of any non-electronic tender in excess of $1,000,000.00; reviewing the Tendering Capital Construction and Maintenance Projects policy in accordance with the priorities in the Multi-Year Plan and the approved policy review cycle; and understanding and communicating with members of the community about the Tendering Capital Construction and Maintenance Projects policy, as required. The trustee present at non-electronic tender openings is responsible for: welcoming the bidding contractors present for participation in the tendering process; and initialing the bids after the tenders are opened and read. The Director of Education is responsible for: implementing and operationalizing the Tendering Capital Construction and Maintenance Projects policy. Definitions Capital Construction Projects Capital construction projects are construction projects such as new secondary and elementary schools, additions to schools and major renovations of schools. Maintenance Projects Maintenance projects refer to site renewal projects, or the repair or replacement of the building envelope and/or building systems. Electronic Tenders A centralized electronic online process that manages the tendering posting and bid submissions. Tendering Capital Construction and Maintenance 3.

4 History Approved 1996 Revised 2002, 2008, November 2013 Replacing Policy #455.0, Performance Bond and Payment of Labour and Materials Bond Working Document: February 2013, February 2018 Tendering Capital Construction and Maintenance 4.

5 WORKING DOCUMENT Board Procedure #465.0 Tendering Capital Construction and Maintenance Projects This procedure outlines the roles and responsibilities for upholding a fair and equitable tendering process for all capital construction and maintenance projects and facilitating the communication of this process through proper channels to trustees, staff, parents, and school communities in accordance with the Board s mission, vision, values and planning processes including but not limited to the Multi- Year Plan. Application This procedure applies to all tenders for construction or maintenance projects. Definitions In-House Tenders A process of inviting bids that does not require the services of an Architect or Consultant. Responsibilities The Director of Education shall: allocate staff and resources to support the Tendering Capital Construction and Maintenance Projects procedure. The superintendent responsible for Plant Services, or designate, shall: oversee in the opening of the tender documents; select, in conjunction with Purchasing Services, an architectural firm for Board approval from the pre-qualified approved list of architects for each capital construction or maintenance project; and determine, in conjunction with the Chief Financial Officer, the requirements for performance bonds, labour and material payment bonds, letters of credit and/or certified cheques. The Architects and/or Consultants shall: send notification to the bidders list of the tender, bidding and project information to pre-qualified contractors; provide a copy of the bid package for all capital construction and maintenance projects to Purchasing Services prior to issuance to the contractors; respond to questions from the bidders during the tendering period; issue addenda on the projects, as required; provide a copy of any addenda to Purchasing Services prior to issuance to the contractors; be present at any non-electronic tender opening; and review all tender submissions and submit recommendations to the Board for awarding of the contract/project. The Managers of Construction and/or Managers of Maintenance shall: obtain a tender number from Purchasing Services for all capital construction and maintenance projects; review the budget with the architect and/or consultant before tenders are issued; Tendering Capital Construction and Maintenance 5.

6 determine scheduling for the project; set a tendering period in conjunction with Purchasing Services; participate in non-electronic tender openings; and ensure the appropriate trustee is invited and introduced at the tender opening as required. Purchasing Services shall: provide tender templates and numbers; assist Plant Services in determining the bidders list for capital construction and maintenance projects from the list of pre-qualified contractors; review tender documents prior to issuance by the architect/ consultant; for in-house tenders work in conjunction with Plant Services to develop, complete, issue and award tender; assist in the opening of any non-electronic tender documents; ensure all non-electronic bids are initialed by the appropriate people after they are opened and read; and ensure compliance with the Broader Public Sector Procurement directive by posting any tender over $100, to an electronic tendering network. History Working Document: February Tendering Capital Construction and Maintenance 6.