2.01 - Purchasing Procedures
These procedures will be followed for all purchase over $500.00 (five hundred dollars), for hockey equipment, teaching aids, office equipment or any other goods or services required for the benefit of Sarnia Hockey Association and its’ programs. Every effort will be made to obtain the best value for the program, community, and our sponsors.
2.01.01 The following steps will be followed:
For Directors with an approved budget:
1) For purchases less than $500, proceed with the purchase and upon receipt, submit an invoice or receipt to the Treasurer for payment.
2) For purchases greater than $500, a request for tender should be sent to a minimum of three (3) businesses that are known to Sarnia Hockey Association and where possible sponsors of the teams or programs of the Association. If there are more than three sponsors that fall into a specific category, it is encouraged to send out more requests. A time frame for tender submission must be established beforehand, and if an extension is granted to any bidder, it must be granted to all.
3) Tenders must be collected without any bidder having the benefit of any knowledge of another bidder’s quotation.
4) Once all tenders have been collected, or closing date passes, the Director must evaluate with the Vice-Chair Administration all submitted tenders. Tender appraisal must address the quality of the goods or service proposed, timely delivery (if that is an issue), price of the product, any extra charges that may be incurred, and sales tax.
5) If more than one supplier or distributor for a product exists in the market, but only one of those suppliers or distributors is able to meet specific requirements OR there are no other suppliers or distributors in the market, a Single/Sole Sourcing request may be submitted to the Vice-Chair Administration.
6) Once the Vice-Chair Administration agrees on the selection of the vendor, the Director will proceed with the purchase and upon receipt, submit an invoice or receipt to the Treasurer for payment.
For all other SHA members, the following steps will be followed:
1) Submit an agenda item to the SHA Chair to present a proposal for purchase.
2) Attend a SHA Board meeting and present proposal.
3) If approved by the Board and is less than $500, proceed with the purchase and upon receipt, submit an invoice or receipt to the Treasurer for payment.
4) If approved by the Board and is greater than $500, a request for tender should be sent to a minimum of three (3) businesses that are known to Sarnia Hockey Association and where possible sponsors of the teams or programs of the Association. If there are more than three sponsors that fall into a specific category, it is encouraged to send out more requests. A time frame for tender submission must be established beforehand, and if an extension is granted to any bidder, it must be granted to all.
5) Tenders must be collected without any bidder having the benefit of any knowledge of another bidder’s quotation.
6) Once all tenders have been collected, or closing date passes, the Director must evaluate with the Vice-Chair Administration all submitted tenders. Tender appraisal must address the quality of the goods or service proposed, timely delivery (if that is an issue), price of the product, any extra charges that may be incurred, and sales tax.
7) Once Vice-Chair Administration agrees on the selection of the vendor, the Director will proceed with the purchase and upon receipt, submit an invoice or receipt to the Treasurer for payment.
2.01.02 Pre-approval for the following SHA expenses is not required:
1) Police Checks
2) Alliance/OHF/Hockey Canada required training (i.e. coach courses, RIS, Diversity, etc.)
3) Purchases within approved Team Budgets as they are not paid for by SHA.