New Visions Toronto (NVT) will ensure that competitive procurement is a fair and cost effective process for information gathering.
Information Gathering Mechanisms are useful in situations where incomplete information about either the procurement that is required or the capabilities of the market to deliver the material, service or solution required.
The information gathered by one of the processes outlined will assist with ensuring a fair and cost effective procurement process, define the requirements for the procurement documents or identify whether there are qualified and/or interested suppliers.
When informal research and information gathering is insufficient, the following formal process may be used where warranted, weighing out time and effort required conducting them.
- Request for Information (RFI)
- Request for Expression of Interest (RFEI)
A response to an RFI or RFEI does not pre-qualify a potential supplier. A correctly executed information gathering process should not result in a legal, binding contract.
This policy defines the minimum competitive requirements for purchases and is meant to assist New Visions Toronto (NVT) with determining the most suitable procurement process under the information provided by the requestor. The procurement processes are defined in Competitive Procurement and Non-competitive Procurement.
NVT ensures open competitive procurement practices are being met where the estimated value of procured goods, services and construction is $100,000 or greater. For goods, services and construction under $100,000 NVT will follow the procedure as outlined below.
This policy covers any contract with a value that exceeding $100,000 even if spread over multiple years.
The process cannot be circumvented by dividing requirements into multiple procurements to reduce the estimated value of a single procurement and avoid the threshold of the identified value threshold.
NVT may use its discretion to determine the best procurement process based on information provided to them by the requestor.
For all consulting services less than $100,000, an invitation process or open competitive process is required. For consulting services over $100,000 an open electronic process is required.
Procurement Thresholds for Goods, Services and Construction
|Total Procurement Value||Approval Authority||Procedure||Pricing Approach||Mandatory|
|Up to $500||Manager||Credit Card||No quotes required|
|Up to $5,000||Director||Credit|
|3 Written sources|
|Over $5,000 to $99,999 goods, services, construction||Executive Director/Finance Committee||Purchasing|
|Invitational Competitive Procurement Minimum of 3 suppliers invited to bid in writing where available|
|>$100,000 goods, services, construction||Board of Directors||Purchasing|
|Open Competitive Process-Electronically posted||Yes|
New Visions Toronto (NVT) must have procedures to ensure proper Approval Authority Levels are in place to ensure that the required procurement thresholds are met.
These levels are required for approval for various dollar amounts when purchasing supplies, capital, construction, consulting services and other services.
Changes to Approval Authority Levels may be approved by the Board of Directors or their designate.
The following Approval Authority Levels are outlined in Schedules and must be complied with for every item that is purchased by NVT.
The Approval Authority Levels ensures each individual’s approval authority is in line with the responsibility levels for their position.
All purchases of supplies, capital, construction and non-consulting services must be approved in accordance with the Approval Authority Schedule for committing NVT to a contract.
All consulting services are open competitive unless exempt through the Agreement of Internal Trade.
Any procurement of consulting services must be approved in accordance with the Approval Authority Schedule for Consulting Services.
Schedule for Approval Authority Levels for committing NVT to a contract (excluding Consulting Services and funding received from Foundations or other donation sources for a specific project).
|Purchase Amount||Budget Y/N||Approval Authority||Purchasing Process||Reporting Process|
|Less than $1,000||Y||Manager||Quote or single source||N/A|
|$1,000 to $5,000||Y||Director||2 quotes invitation competitive at least 2 sources||N/A|
|Over $5,000 up to $25,000||N||Executive Director||Invitation-competitive at least 3 sources||Summary Quarterly Report-Finance Committee|
|Over $25,000 to $99,999||Y||Finance Committee||Invitation-competitive at least 3 sources||Summary Report-Next Board Meeting|
|>$25,000||N||Board Approval||Invitation-competitive at least 3 sources||Report to Board for Approval|
|>$100,000||Y||Board Approval||Open Competitive Process||Report to Board for Approval|
|Property Acquisition of Mortgage||Y/N||Board Approval||Reverse Auction through MLS Listing||Report to Board for Approval|
Schedule for Approval Authority for Consulting Services
|Purchase Amount||Budget Y/N||Approval Authority||Purchasing Process|
|Less than $500||Y||Manager||Open competitive process-2 sources|
|$500 to $2,999||Y||Director||Open competitive process-2 sources|
|$3,000 to $25,000||Y||Executive Director||Open competitive process-3 sources|
|Over $25,000 to $100,000 +||Y||Finance Committee Board to Approve||Open competitive process-3 sources|
New Visions Toronto’s (NVT) Perquisites Policy is in accordance with, and governed by, the Broader Public Sector Perquisites Directive issued by the Management Board of Cabinet effective August 2, 2011.
A perquisite (commonly knowns as perks) is not allowed if it is not a business related requirement for the effective performance of an employee’s job. Insured benefits are not considered to be perquisites.
Any perquisite provided outside of the insured employee benefits package for staff must be approved by the Executive Director. Any perquisite provided outside of the insured employee benefits package for the Executive Director must be approved by the Board of Directors.
If there are any perquisites provided by NVT, a summary of will be made publicly available on an annual basis.
The following perquisites for employees are not allowed under any circumstances:
- Club memberships for personal recreation or socializing purposes such as fitness clubs, gold clubs or social clubs
- Seasons tickets to cultural or sporting events
- Clothing allowances not related to health and safety or job requirements
- Access to private health clinics or medical services outside those provided by the provincial health care system or by NVT’s group insured benefit plans
- Professional advisory services for personal matters such as tax or estate planning
NVT attests that it does not provide any type of perquisites to any staff members, volunteers, committee members, Board Members or anyone affiliated with NVT.