Acquisitions

For any work expected to come to more than $10,000 in a given year, the following information will be supplied to the Board of Directors for approval in advance of suppliers being solicited:

Statement of scope of work to be done
Ranked selection criteria
Action plan for the decision making process including: who will be invited to submit applications or proposals and/or - whether and how the opportunity will be publicly posted, whether interviews will be required etc.
Delegation of authority (if any) for analysis of submissions and awarding of the contract.
Volunteers or staff will then proceed to invite submissions. Ensure applicants fill out the CoI Disclosure form as they submit. On the closing date those delegated to analyze submissions will discuss and document their analyses.

Note: If some aspect of the process challenges the suitability of the original plan or the criteria (such as no suitable applications or extraordinary applications), the selection committee should go back to first group to propose and confirm changes to the plan or criteria.

No work will proceed without a written contract with the successful party.

Any member of the Board of Directors or the Executive Director are authorized to sign contracts on behalf of the association on condition that this procedure and conflict of interest guidelines have been followed.

For products and services expected to come in between $5,000 and $9,999.95 for a given year:

Attain approval from ED on:

Statement of scope of work to be done
Ranked Selection Criteria
Methodology for who will be invited to submit, and/or where opportunity will be posted.

Proceed with invitation/posting, collect and review responses. Ensure applicants fill out the CoI Disclosure form as they submit.
Put forward recommendation in writing to ED for approval

For acquisitions of products or services initiated by the ED, the Treasurer will ensure this process has been followed.

Bids are not required for work under $ 5000/year.