Essa Eagles Minor Hockey Association
Essa Eagles Minor Hockey Association
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 Essa Minor Hockey Association
Section #14: PURCHASING
14.1: General
  1. The objective of EMHA with respect to its purchasing activity is to obtain goods and services required at the lowest possible cost consistent with quality and delivery requirements and in accordance with sound business practice.  Factors to be considered in determining lowest cost must, where appropriate, include:

    • Purchase Costs;
    • Firmness of price (e.g. fixed or otherwise);
    • Foreign exchange risks and costs;
    • Terms of payment;
    • Length of warranty or period of free maintenance;
    • Running costs (e.g. spares, consumable items, fuel, water, electricity);and,
    • The likely sale or scrap value.
  2. With respect to payment, EMHA policy is that no payment shall be made in advance of receiving the goods or services being procured.
  3. Notwithstanding a. above, in recognition of the support extended to EMHA by business in its community, EMHA shall support, to the extent of financial practicality, those business operating within it's boundaries (local supplier).  However, the competitive bid or price solicitation process shall not be solely limited to such business.
  4. In support of c. above, for evaluation purposes only, EMHA shall add an amount equal to 15% of the total quote (before tax) of each submission by a business outside EMHA boundaries, to their total quoted price. This price shall then be used in comparison with all prices and with the "as bid" price from any local supplier.

    Eg. 1.
    Firm "A" - Barrie business -  quote  $100.00 + 15 % =  $115.00 for comparison
    Firm "B" - Orillia business -  quote  $95.00 + 15 % = 109.25 for comparison
    Firm "C" - Essa business - quote   $106.00

    Firm "C" would be selected.

    Eg. 2
    Firm "A" - Barrie business -  quote  $100.00 + 15 % =  $115.00 for comparison
    Firm "B" - Orillia business -  quote  $95.00 + 15 % = 109.25 for comparison
    Firm "C" - Essa business - quote   $110.00
    Firm "B" would be selected and the order would in the amount of $95.00
14.2: Procedures and Constraints
  1. No Officer or Director of the Association shall derive any direct benefit from any transaction conducted as Association business.
  2. No person shall commit the Association to any financial transaction without first reserving a Purchase Order number from the Treasurer and obtaining approval from Executive Committee for the expenditure.
  3. Any Contract or Purchase Order requiring signature must be signed by an Officer of the Association having signing Authority as set out in By-Law Number One.
  4. Competitive quotations/prices must, be obtained for all purchases having an estimated expenditure of $1,000.00 or greater.  Competitive quotations should be obtained for purchases less than $1,000.00 to the extent practical.
  5. Quotations/tenders must be kept for at least thirteen (13) months after the end of the financial year of purchase and the action taken (with reasons) must be documented by the person undertaking the procurement.
  6. Purchase Orders/Contract’s issued to suppliers shall be made on the basis of the lowest price meeting the requirements as set out in (11.1 a.)  and having regard to the  consideration extended to local suppliers as set out in 11.1 d.
  7. Any requirement having an estimated expenditure in excess of $5,000.00 shall involve person(s) having significant technical expertise in procurement or alternatively shall require legal review and comment, prior to any quotation or bid being solicited.
  8. In addition to the above, any requirements having an estimated expenditure in excess of $25,000.00 must reviewed by the Associations Legal Counsel.
  9. In the event of a complaint against a supplier that necessitates the withholding of payment, the complaint must be promptly and clearly communicated to the supplier in writing. Copies of any relevant correspondence should be sent to the Treasurer, immediately.  Information copy is to be sent to the Secretary and President for information. Telephone complaints do not constitute adequate notice to the supplier, who may continue to press for payment to the point of litigation.
  10. The Association will not undertake to accept liability for the payment of any invoice where the provisions of the procedures described herein have not been fully complied with. In such instances, individuals ordering the goods and/or services may be responsible for the payment of same.
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Box 2115, Angus, Ontario, Canada, L0M 1B0
Enquiries: info@essaminorhockey.com