Chart 1: Workload and Value-Add Priorities
The following is a framework to assist the Kwantlen community understand the processes used in Supply Services.
PLEASE NOTE: This framework does not change Job Description, Job Duties and Tasks established for these positions.
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Supply Services works in a team and matrix environment, where there is shared responsibility for maintaining the objectives and outcomes set. One person may not be responsible for an entire process or function, but has a shared responsibility for filling in the gaps if noticed, requested or required. Our objective is to maintain quality and performance in a high volume operation while contributing to staff development through mentoring and peer review.
Our performance targets are to turn around straight forward requests from internal partners to the external supplier community within 48 hours.
To achieve value for money by competitively bidding Kwantlen's requirements where feasible and cost effective.
To maintain compliance with laws, trade agreements and core policy in our operations.
Chart 2: Spending Guidelines
Director Approval – Sole Source may be permitted when justification provided from internal partner or when time or necessary data is not available for immediate quote.
PLEASE NOTE: If issued as sole source a vendor reporting / usage condition will be added to Contract or Purchase Order to ensure data is collected for next contract period.
Competitive Bid – As required under current trade agreements and core policy.
Facilities Request – Sole Source may be permitted when justification provided by Facilities' Director or Physical Plant Manager for emergency situations.
| Spending Range | Process | Approval | Equipment | Supply Contract | Service | Construction |
|---|---|---|---|---|---|---|
| $0–$5,000 | Sole Source Buyer & Customer Discretion | Sr/Buyers | Yes | Yes | Yes | Yes |
| $5,000–$20,000 | Written Quotes Simple Format | SR/Buyers/Manager | Yes | Sole Source Director Approval | Sole Source Director Approval | Sole Source Facilities Request |
| $20,000–$50,000 | Competitive Bid | Sr/Buyers/Manager | Yes | Yes | Yes | Sole Source upon Director Approval |
| $50,000–$100,000 | Competitive Bid | Sr/Buyers/manager | Invite or Public BC Bid | Invite or Public BC Bid | Invite | Invite |
| $100,000–$250,000 | Competitive Bid | Vice President | Public AIT BC Bid | Public AIT BC Bid | Public AIT BC Bid | Invite |
| $250,000+ | Competitive Bid | Board of Governors | Public AIT BC Bid | Public AIT BC Bid | Public AIT BC Bid | Public AIT BC Bid/CCDC |
PLEASE NOTE:
AIT Annex 502.4 Procurement
Provisions for publicly funded academic entities in BC; which as different limits and exemptions than in the main AIT document. Annex 502.4 establishes $100,000 limit for Good and Services and $250,000 for Construction, and the following non-application (exemptions): goods for resale to the public, purchases financed by donations, cultural or artistic goods, computer software for education purposes, professionals such as: medical doctors, nurses, pharmacists, veterinarians, engineers, land surveyors, architects, accountants, lawyers and notaries; financial services for the management of investments; health and social services. Please refer to Annex 502.4 for full information.
New West Partnership trade Agreement (NWPTA)
- Purchasing File Retention Schedule
- Paper Records – to be shredded/destroyed for Final Disposition
- Kwantlen College FOI Directory of Records and Retention Schedules May 1994 (page 7)