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Purchasing at McMaster
Purchasing Resources 2011
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Topics:Purchasing Resources Overview
New Legislative Requirements
Current Public Procurement Environment
Acquiring Goods & Services
Sole/Single Sourcing
Request for Proposals (RFP’s)
Purchasing Requisition
Customs & Traffic
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AccountsPayable
Purchasing Resources Treasury OperationsFinancial Services
TravelCustoms
&Traffic
PurchasingServices
MailServices
StoresABB & HSc
Assistant Vice-President(Administration)
“Purchasing Resources”
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www.mcmaster.ca/bms/BMS_Purchasing Resouces.htm
Mission:
Supply management through value-added services.
Purchasing Resources
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• Agreement on Internal Trade (Chapter 5)
• Ontario/Quebec Trade Agreement
• Bill 122 – Procurement Directive
• Ontario Gov’t Supply Chain Guidelines
• Laws of Competitive Bidding
Founding Principles re Procurement
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CFI• Must follow institution’s purchasing policies• Must follow AIT
• Must follow CFI Guidelines
http://www.innovation.ca/en/programs/cfi-policy-and-program-guide
Funding Agencies
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Funding Agencies
Tri-Council• Must follow institution’s purchasing policies
• Must follow AIT
• In accordance with Tri-Agencies’ Policies, Regulations and Guidelines Eligibility Compliance Approval – Grantee or Delegate
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How to Acquire Goods & Services
1. How much is the purchase?
2. Are approvals required beyond your unit?i.e. IT (CIO’s office), Research (Research/Finance)
Note: Approvals are SIGNATURES
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How to Acquire Goods & Services
3. Should the purchase be bundled with other purchases?
4. Must consider the full payment over the term of the contract i.e. 2 year engagement
5. Application forms the basis of the budget. Once funds received, purchasing policy must be followed.
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How to Acquire Goods & Services
Goods less than $2,500
Item secured by end user via Systems Contract Supplier; e.g. Grand and
Toy Departmental Acquisition Card Invoice payable by Cheque Requisition
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How to Acquire Goods & Services
Goods > $2,500 & < $10,0001 quotation secured by end userRequisition for purchase to be sent to Purchasing
Services
Goods > $10,000 & < $50,0003 (new April 1, 2011) quotations secured by Requisitioner or
Purchasing ServicesRequisition for purchase to be sent to Purchasing Services
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How to Acquire Goods & Services
Goods > $50,000Formal bidding required through Request for Proposal
(RFP)
Goods > $100,000Formal bidding required through Request for Proposal
(RFP)Posted on MERX
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Exception: Sole/Single Source
Sole Source:
Only supplier due to proprietary rights
Single Source:
Multiple suppliers available but rationale for single sourcing
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Exception: Sole/Single Source
Use: Sole/Single Source Certificatehttp://www.mcmaster.ca/bms/forms/sole%20source.pdf
1. Requester initiates completion of form at beginning of procurement cycle
2. Attach quotes, if applicable
3. Select reason for sole/single sourcing
4. Complete “rationale” supporting sole/single sourcing
5. Obtain approval
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Exception: Sole/Single Source
Prior Approval Required by:
1. Requester
2. Account Holder
3. 1 Level Higher than Account Holder i.e. Chair
4. Director of Purchasing Resources
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Exception: Sole/Single Source
Effective April 1, 2011 re Consultants
“Consultant” means a person or entity that under an agreement, other than an employment agreement, under a fee-for-service arrangement, provides expert or strategic advice and related services for consideration and decision-making, usually in the form of a report.
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Exception: Sole/Single Source
“Contractor/Professional Service” is a person or entity retained under a fee-for-service arrangement, that is not an employment agreement, to perform specific tasks under a client’s direction for a limited period of time.
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Exception: Sole/Single Source
Effective April 1, 2011 re Consultants
• All consulting services must be bid regardless of dollar value.
• For non-competitive, in accordance with AIT exemptions only, approvals are:
$0-999,999 President
>$999,999 Board of Governors
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Terms and Conditions to Consider
• Life cycle costing
• Consumables
• Sustainability
• Acceptance testing
• Warranty
• Training
• Post warranty maintenance costs
• Payment terms
• Payment tied to deliverables
• Delivery timeframe (work backwards from date needed)
NOTE: Do not sign supplier’s quotations/proposals/agreements
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Low Bid
Low bid ≠ Award
Best Value = Award
(high score wins)
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Request for Proposals (RFP)
Standard Sections
Section 1 – Purpose & Content (Some customization)
Section 2 – Instruction to Bidders
Section 3 – Evaluation & Award
*** >$100,000 – must add evaluation criteria
Section 4 – Award Contract
Section 7 – Purchase Order T’s & C’s
Section 10 – Mailing Label
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Evaluation Methodology
>$100k must have weighted criteriaExample:• Total Acquisition Cost 40%• Technical Evaluation 19%• Ability to Deliver Services 19%• Bidder’s Methodology to assist Community Partners
convert/transform to a different platform from current 10%• Sustainability Goals 7%• Ability to provide all groupings 5%
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Request for Proposals (RFP)
Customization Required
Section 5 – Special Terms and Conditions
Section 6 – Functional Requirements
Section 8 – Request for Proposal CFI Submission Format
Section 9 – Summary Proposal Form***may add as many sections as needed in order to customize
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Request for Proposals (RFP)
Timing• Allow 2 weeks for review and finalization• MERX Posting – minimum 15 calendar days
**** strongly recommend 3 weeks (15 business days)
NEW April, 2011 – complex RFP’s – 30 days• Allow 2-4 weeks for evaluationTotal Elapsed Time: minimum 7-8 weeks + delivery
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Request for Proposals (RFP)
• Suppliers must obtain RFP from MERX
• Formal Closing to Purchasing Resources
• Must be signed & received on time in Purchasing Services
• All communication is routed through Purchasing Services
• Conflict of interest must be followed
• Evaluation must be provided to support award
• Scoring of suppliers’ proposals must be in accordance with the RFP weighting criteria
• Original proposals and purchase orders/contracts are kept in Purchasing Services
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Request for Proposals (RFP)
How can you help?
• Provide supplier list
• Provide functional specifications
• Explain need for special terms and conditions
• Point suppliers to Purchasing Services
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Purchase Requisition
Purchase Requisition required regardless of dollar value:
PerishablesRadioactive materialPurchases for Health Sciences CentreP.O. requested by supplierPurchases from non-Canadian suppliers
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Purchase Requisitionhttp://www.mcmaster/ca/univsec/bylaws/BoardBy-laws.pdf
• Attach approved Sole/Single Certificate with requisition when seeking approval
• Obtain approval to purchase based on “Execution of Instruments: - (By-Laws of the Board of Governors of McMaster University,
Appendix E – RESOLUTION RESPECTING THE EXECUTION OF INSTRUMENTS)
• Research Finance approves all research purchases(pre approval >$2,500)
Note: Contracts must be signed by the same levels as the requisition
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ResponsibilitiesCustomer
Understands department/program’s operations and requirements Responsible for budget and planning; e.g. determines what equipment and
services are needed, when and where Initiates the purchase in accordance with University policy Complete thorough evaluation in accordance with RFP Provides technical expertise
Purchasing Services Responsible for understanding purchasing statutes, rules, policies, procedure
and industry best practice Working with customer to facilitate purchases Support and advise on best resolution of procurement problems Must comply with all Provincial, Federal and funding agency requirements
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Forms
Available at:
http://www.mcmaster.ca/bms/BMS_Forms.htm
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Customs and Traffic Clearing and expediting of incoming and outgoing shipments All U.S. and International orders (including on-line) must be
purchased through Purchasing Services to ensure compliance with Customs rulings
How can you help? Respond promptly to queries from the Customs and Traffic
department Ship online using FedEx Ship Manager
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Commodities
Major Construction/Custom Hardware & Software
Angelo DiLettera, Supervisor
x21629
MRO/Desktop HW & SW
Barb Christianson, Purchasing Office
x24587
Office/Animal/Engineering
Linda Leo, Purchasing Officer
x24678
Library/Leasing/Contracts
Carol Fletcher, Purchasing Off/Admin
X24297
Scientific/Medical/Hospitality
Nina Gilners, Purchasing Officer
x22216
General Assistance
Roxanne Headrick, Reception
x24413
Gases/Appliances/Security/Apparel/Miscellaneous
Sarah Nunes, Purchasing Assistant
x22217
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HELP!Accounts Payable:
Telephone: General enquiries x24333
Fax: 905-572-1015
Customs and Traffic:
Telephone: x24358
Fax: 905-529-0433
Mail Services:
Telephone: x24286
Fax; 905-540-1039
Purchasing Services:
Telephone: General enquiries x24413
Fax: 905-572-1015
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HELP!
Stores:
ABB Stores:
Telephone: x24668
Fax: 905-522-0554
Health Sciences Stores:
Telephone: x22337
Fax: 905-572-7506
Travel:
Telephone: x24520
Fax: 905-572-1015