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Selling Goods & Services to the UCDSB

How to Sell Goods and Services to the Board

  • Purchasing Services
  • Purchasing Policy
  • Purchase Order Standard Terms and Conditions
  • How to Contact Us
  • Our Staff

Purchasing Services

As delegated by Board Policy and the Director of Education, The Purchasing Department is responsible for the procurement of all goods and services for the Board except as noted below. It is the Department's responsibility to obtain best value in accordance with the Board's Purchasing Policy and Procedures.

The Purchasing Department will use a variety of methods for the acquisition of goods and services while ensuring the Board receives the benefits of competition in the marketplace.

Methods used may be one or more of the following:

  • Low Value Purchases
  • Purchasing Cards
  • Request For Quotation
  • Request For Proposal
  • Invitation to Tender
  • Negotiation
  • Use of Government Standing Agreements
  • Shared Cooperative Purchases

The Purchasing Department may determine the method by which goods and services will be acquired having regard for accepted procurement practices, fairness, competition in the marketplace and the particulars and circumstances of the specific goods or services to be acquired.

In accordance with the Province of Ontario's Broader Public Sector's Supply Chain Directives, the acquisition of goods and services with an anticipated value in excess of $100,000 will be undertaken through an open public competitive process where possible and practical. Procedures for open competitions will be administered and all inquiries will be advertised by way of the national website - "Biddingo".

Due to their specialized nature, the responsibility for procurement of certain goods and services may rest in areas other than the Purchasing Department. The exclusions are:

  • Land Purchases
  • Insurance Contracts
  • Specialized Materials

Purchasing Policy

Board Policy No. 429

The procurement of goods and services, with the exceptions listed below, shall be made under the authority of the Board.

The Board delegates the authority to purchase on its behalf to the Director of Education. Staff, as directed by the Director of Education, shall be responsible for the purchase of all materials, equipment and services in accordance with written procedures. Specific procedures will deal with land purchases, insurance contracts, employee benefit contracts and construction contracts.

The conduct of the purchasing process shall be guided by the Principles and Standards of Purchasing Practice and the Code of Ethics as endorsed by the Purchasing Management Association of Canada. Care shall be taken to ensure that all purchases are made in accordance with any relevant legislation and regulation and to ensure that no Board employee knowingly violates such legislation or regulation. Processes will provide for the acquisition of materials, equipment, supplies and services for the Board through a competitive bidding process that demonstrates openness and fairness to all potential suppliers.

The Board supports the concept of centralized and consortia purchasing as a means of obtaining maximum value, consistent with the educational goals of the Board and fair business practices.

Upper Canada District School Board
Purchase Order Standard Terms and Conditions
  1. No modification can be made to a purchase order without the expressed written consent of the Board's Purchasing Department.
  2. Reference to the purchase order number must be indicated on all packing slips, correspondence and invoices and appear on all packages. Invoices should be forwarded to the attention of the Accounts Payable Department, 225 Central Ave. W., Brockville, ON, K6V 5X1.
  3. When a purchase order has been issued for goods and services as a result of an issued tender, proposal or written quotation, the terms and conditions of the tender, proposal or written document shall prevail.
  4. The Board reserves the right to inspect the goods for quality and correctness within a reasonable time from the receipt of goods. The Board also reserves the right to return goods to the seller at the seller's expense for quality and/or delivery non-compliance.
  5. The Board reserves the right to cancel a purchase order without cause by providing a minimum of thirty (30) days written notice to the seller. In the event of cancellation the Board shall pay all reasonable costs incurred by the vendor up to the date of termination. The vendor shall not be compensated for any other damage resulting from the cancellation including but not limited to loss of profit, consequential, indirect and/or special damages.
  6. The laws of the Province of Ontario shall govern the validity and interpretation of any contract issued by the Board's Purchasing Department.
  7. To contact the Purchasing Department of the Upper Canada District School Board, please call 1-613-342-0371.

How to Contact Us

If you are a supplier of goods and services to the education market and have not previously conducted business with the Board and wish to be considered in the future, you can contact us either by E-mail or by Fax:

E-mail - generalpurchasing@ucdsb.on.ca
Phone: 613.342.0371
Fax: 855.526.5338

We will require the following information:

  • Name and address of your firm
  • Telephone Number
  • Web Site Address
  • Contact Name, phone and e-mail address
  • Types of Goods and Services offered
  • Number of Years in Business
  • Total Annual Sales - $$
  • List of Current Customer/Clients (within the past 2 years)

If you would like information on specific commodities, please contact a member of our department listed below.

Brad Notman CSCMP
Manager of Purchasing and
Administrative Services
Phone - 613-342-0435 ext. 1208
brad.notman@ucdsb.on.ca

Chris Groenewoud CSCMP
Assistant Manager of Purchasing Services
Phone - 613-342-0435 ext. 1264
chris.groenewoud@ucdsb.on.ca

Joann Hannah
Purchasing Analyst
Phone - 613-342-0435 ext. 1203
joann.hannah@ucdsb.on.ca

Angela Kerr
Purchasing Assistant
Phone - 613-342-0435 ext. 1209
angela.kerr@ucdsb.on.ca

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