WORKING DOCUMENT
The Tendering Capital Construction and Maintenance Projects policy and procedure ensures a fair and equitable tendering process for all capital construction and maintenance projects and outlines the communication of this process to all stakeholders.
On this page:
- Policy #465.0, Tendering Capital Construction and Maintenance Projects
- Procedure #465.0, Tendering Capital Construction and Maintenance Projects
What has Changed?
Major changes to the document: The major changes include revisions to the responsibilities section, clarifying the roles and duties of stakeholders involved in the tendering process. Additionally, the application section has been updated to reflect current practices and ensure alignment with regulatory and operational standards. These changes aim to improve clarity, efficiency, and accountability in the tendering process for construction and maintenance projects.
Reason for review: Due for first review.
Who is affected by these changes and what is the impact on current practice? All stakeholders relevant to the policy.
Implementation timelines: Immediate upon Board approval.
Lead Superintendent(s)/Subject Matter Expert(s): Senior Manager, Plant Services and Manager, Purchasing Services.
Stakeholder Groups with Responsibilities under this Policy and Procedure
- Board of Trustees
- Director of Education
- Associate Director and Chief Financial Officer
- Architects and Consultants
- Business Services
- Plant Services
- Purchasing Services
Relationship to Board Priorities
The Tendering Capital Construction and Maintenance Projects policy and procedure supports the Board’s Multi-Year Strategic Plan by creating safe and healthy environments to support teaching, learning and development while ensuring equitable access.
Timelines and Next Steps
This policy is scheduled for first review at the March 4, 2025 Policy and By-Law Standing Committee meeting.
RECOMMENDATION
That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Working Document Policy #465.0, Tendering Capital Construction and Maintenance Projects will be circulated for comment for six school months.
Providing Feedback
Questions about this policy and/or procedure should be raised with your principal, manager, or supervisor. If additional clarification is required, principals, managers and supervisors may contact the lead superintendent and/or subject matter expert and Trustee Services.
In accordance with Board Policy 285.0, Board Policies, Procedures and Supporting Documents, the Board welcomes all comments and suggestions on Board policy.
Input is an important component of the review process. If you feel a policy and/or procedure needs to be revised, feedback may be submitted through the school council or by submitting the online form. In your response, please:
- outline clearly the specific section(s) of the policy and/or procedure in which you are not comfortable,
- suggest specific alternate wording to reflect your position, and
- identify the reason(s) for your concern(s).
Specific recommendations or questions about the review process should be submitted using the online form or sent to the Policy Officers via email at policy.committee@yrdsb.ca, or via telephone at 905-727-0022 extension 2570 or in hard copy at The Education Centre – Aurora.
Legislative Context
Accessibility for Ontarians with Disabilities Act (AODA)
Building Ontario Businesses Initiative (BOBI)
The Canadian Free Trade Agreement
Canada-European Union Comprehensive Economic and Trade Agreement (CETA)
Ontario Broader Public Sector Procurement Directive
Related Documents
Policy & Procedure #161.0, Purchasing
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property, or partaking/volunteering in Board or school-sponsored events and activities, will respect the policies and procedures of the Board.
Board Policy #465.0 Tendering Capital Construction and Maintenance Projects
WORKING DOCUMENT
1. Policy Statement
The York Region District School Board is committed to upholding a fair and equitable tendering process for all capital construction and maintenance projects and facilitating the communication of this process through proper channels to Board trustees, staff, parents, and school communities in accordance with the Board’s mission, vision, values and planning processes.
2. Application
This policy applies to all calls for tenders for construction and maintenance projects in accordance with Policy and Procedure #161.0, Purchasing.
3. Responsibilities
3.1 The Board of Trustees is responsible for:
- reviewing the Tendering Capital Construction and Maintenance Projects policy in accordance with the priorities in the Multi-Year Strategic Plan and the approved policy review cycle; and
- understanding and communicating with members of the community about the Tendering Capital Construction and Maintenance Projects policy, as required.
3.2 The Director of Education is responsible for:
- implementing and operationalizing the Tendering Capital Construction and Maintenance Projects policy.
4. Definitions
4.1 Capital Construction Projects
Capital construction projects are construction projects such as new secondary and elementary schools, additions to schools and major renovations of schools.
4.2 Maintenance Projects
Maintenance projects refer to site renewal projects and repair or replacement of the building components.
4.3 Electronic Tenders
A centralized electronic online process that manages the tendering posting and bid submissions.
5. Contact
Plant Services
Purchasing Services
6. History
Replacing Policy #455.0, Performance Bond and Payment of Labour and Materials Bond
Approved :1996
Working Document: February 2013, February 2018, April 2025
Revised 2002, 2008, November 2013, December 2018, February 2025
Board Procedure #465.1 Tendering Capital Construction and Maintenance Projects
1. Procedure Statement
This procedure outlines the roles and responsibilities for upholding a fair and equitable tendering process for all capital construction and maintenance projects and facilitating the communication of this process through proper channels to trustees, staff, parents, and school communities in accordance with the Board’s mission, vision, values and planning processes including but not limited to the Multi-Year Strategic Plan.
2. Application
This procedure applies to all tenders for construction and maintenance projects in accordance with Policy and Procedure #161.0 - Purchasing.
3. Responsibilities
3.1 The Director of Education shall:
- allocate staff and resources to support the Tendering Capital Construction and Maintenance Projects procedure.
3.2 The Senior Manager, Plant Services, or designate, shall:
- select, in conjunction with Purchasing Services, through a Competitive Process, a vendor and/or bidder for each capital construction or maintenance project; and
- determine, in conjunction with Purchasing Services, the requirements for performance bonds, labour, and material payment bonds and letters of credit.
3.3 The Architects and/or Consultants shall:
- provide a copy of the bid package for all capital construction and maintenance projects to Purchasing Services;
- respond to questions from the bidders during the tendering period by addenda;
- provide addenda to Purchasing Services on the projects, as required;
- perform a compliance check and evaluate bid submissions;
- submit a recommendation letter to Plant Services and Purchasing Services for review; and
- issue a letter of intent to the successful bidder.
3.4 The Managers of Construction and Maintenance, or designate:
- obtain a tender number from Purchasing Services for all capital construction and maintenance projects;
; - determine a budget and scheduling for the project;
; - set a tendering period, in conjunction with Purchasing Services; and
- review consultant recommendation, in conjunction with Purchasing Services.
3.5 Purchasing Services shall:
- provide tender templates and numbers;
- assist Plant Services in determining the bidders list for capital construction and maintenance projects;
- review tender front end documents from the architect or consultant prior to posting electronically;
- for in-house tenders, work in conjunction with Plant Services, to develop, complete, issue and award tender;
- ensure compliance with the Broader Public Sector Procurement directive and any relevant trade agreements and other procurement directives;
- issue addenda as required;
- award and post successful bidder; and
- notify unsuccessful bidders.
4. Contact
Plant Services
Purchasing Services
5. History
Working Document: February 2018, April 2025
Revised: December 2018, February 2025