Procurement Policy

Purpose

This policy is to provide guidelines for the procurement of goods and services in a manner that promotes the general policies and procedures of Lusitânia Primary School. These guidelines are aimed at ensuring that ethical and professional practices are adhered to at all times.

Applicability

The policy is applicable to the Administration Manager and any other member of staff that might be authorized to make purchases on behalf of the school.

Policy statement

  • Procedures and processes must reflect a procurement system that is fair, equitable, transparent, competitive, cost-effective and provides a quality product;
  • Lusitânia will take appropriate action regarding corrupt, or unethical activities, and acts of financial misconduct;
  • All transactions should be properly documented on the approved forms;
  • Guidelines related to the Code of Conduct, Employment Contracts and School Rules must be adhered to at all times;
  • Where possible, Lusitânia will purchase from local suppliers rather than import, in order to encourage local business development.

Procedures to be followed

  • In principle, when the need for a specific item or service arises or has been requested, the procurement process may not commence before proper approval has been obtained. This will be given by the Administration Manager;
  • All requisitions must be accompanied by the correct request forms and signatures;
  • It is essential to ensure that items ordered fall within the approved budget;
  • A list of preferred suppliers and will be authorized by the BoG where practical and purchases may be made from these suppliers without the need for additional quotes.
  • A three quote system will be adhered to for all purchases over $1000;
  • For contracts involving amounts in excess of $5000, a process of open tender must be employed and advertised, reflecting all relevant information relating to the tender. In particular circumstances this may be a tender by invitation;
  • All original records must be kept on file by the Administration Manager and be readily available for inspection.

Tendering

  • Evaluation criteria details should be stipulated in tender documents;
  • Unambiguous descriptions of the goods or services to be acquired are to be stipulated in the tender documentation;
  • During the period in which the tender is open, bidders may communicate with the person listed in the tender document only for the purposes of clarification of information relating to the tender;
  • Tenders will close at a specified venue, date and time; the onus is on the tenderer to ensure that tenders documents reach the specified address timeously;
  • Tenders which do not meet the tender conditions will be rejected except where acceptance will not prejudice other tenderers;
  • After completion of the tender evaluation process, Lusitânia reserves the right to enter into post-tender negotiations with the ‘preferred bidder’ or any number of short-listed bidders;
  • Prices and technical and trade information included in bids must be treated with confidentiality both internally and externally;
  • The only information to be disclosed to unsuccessful bidders is the name and location of all bidders responding to a particular tender invitation.

Contracting Principles

  • All contracts for value exceeding $1,000.00 to be in writing.
  • The following contracting principles should be adhered to:
  1. Parties – Clearly identify the legal entity being contracted with; if possible include registration number.
  2. Performance – Detail precisely each party’s rights and obligations, in particular any special conditions. If possible build in a service level obligation to ensure that contractual performance is up to an agreed standard;
  3. Price – Show the make-up of the price in detail. Remember to state whether VAT is included or excluded and deal with dates of payment. As a general rule, try and only pay for goods after they have been delivered and checked or after the service has been rendered. Keep up-front payments to a minimum;
  4. Period & Termination – In general, contracts not to be longer than three years; contracts to be subject to a right of cancellation if counter-party is in material breach or has not complied with his obligation when measured against the agreed service level.

    Code of ethics and conflict of interests
  • Lusitânia employees may not supply or tender for Lusitânia’s business unless authorized in writing by the Headmaster;
  • Suppliers or bidders must be asked to declare any direct or indirect family relationships as well as any personal relationships with Lusitânia employees. Failure to disclose relevant information will entitle Lusitânia to cancel the relevant contract;
  • Where suppliers or bidders are parents, or related to parents, this interest must be declared. No preference is to be given to parents except where there is no difference in price and product.

 

Gifts and entertainment

  • Gratuities or kickbacks of any kind must never be solicited, accepted or offered, whether directly or indirectly.

Further development

This policy may be developed, or changed, in line with the practicalities that arise once implementation is in place. These changes would be presented to the Board of Governors for approval.