New Employee Orientation

Report
PURCHASING &
SUSTAINABILITY SERVICES
What does Humbers’ Purchasing &
Sustainability Services do?
• We acquire the goods and services for all the schools
and departments at Humber and Guelph-Humber
• We also assist staff from HSF to purchase goods and
services as required
• Manage the spend in excess of $85 million dollars 2009
• We are a services department, lending our expertise to
each area for their needs
• Cooperate with other Institutions and Government
entities to maximize benefits.
• $1 saved in purchasing goes straight to the bottom line,
to make $1 in profit requires a much larger effort and
investment.
• Need to consider the “Best Value for Money” and “Total
Cost of Ownership”.
Purchasing Services & Sustainability Staff
Emily Eyre, C.P.P., Manager
Pauline Hurdowar, Academic Buyer
John Chen, C.P.P., Administrative Buyer
Monika Blagaic, Office Coordinator
Purchasing
The Purchasing Policy and Procedures clearly identify the
delegated authority to purchase by authorized College
staff. The acquisition procedures to be followed and the
signing authority for purchases and/or contract awards
are based on the dollar value of the acquisition.
The purchasing department oversees major purchases
made by schools / departments at the College and
ensures that the same supplier cannot be used on an ongoing basis without retendering. Refer to Procedure
#2409,
http://www.humber.ca/purchasing/policies/purchasing_p
rocedure_2409.pdf section 4.
The procedures require that the users specifically identify
and define their needs before making significant
purchases. Refer to Procedure #2409,
http://www.humber.ca/purchasing/policies/purchasing_p
rocedure_2409.pdf sections 11 and 12.
Evaluation committees are used to review responses to
requests for proposals (RFP). The RFP which are issued
identify the criteria to be used to evaluate the nonmonetary aspects of proposals and require that the price
summary be checked by someone other than the person
who initiated the requirement. Refer to Procedure #2409,,
section 10 and see Procurement Award Report in
http://www.humber.ca/purchasing/policies/purchasing_p
rocedure_2409.pdf the “Forms” section of the website.
Members of evaluation committees must sign an nondisclosure agreement and must declare a conflict of
interest, if such exists (and not participate).
Finance – Budget Controls and Payments
The availability of funding for expenditures incurred
through the issuance of contracts and/or Purchase Orders
is confirmed by the Finance department before any
Purchase Orders are issued to suppliers.
Responsibility to make purchases using College funds,
designated acquisition processes and signing authorities
are clearly articulated, based on dollar value, as shown in
Schedule 1.
Payments for goods and/or services in excess of $25,000
are reviewed by the Vice President of Finance and
Administration prior to being released.
In addition, the Expenditure Approval Policy (No. 403) and
the related operational procedures (No. 2403) conform
with expectations of the MTCU and the Auditor General of
Ontario and including clear policies for gifts, donations,
and meal and hospitality expenses. Refer to Procedure
#2403, sections A, B, C and D at
http://www.humber.ca/purchasing/policies/conference_p
olicy_2403.pdf
Approval Authority
Dollar Range
Responsibility
Exclusive of taxes
Process
Signing Authority
Up to $3,500
Delegated Staff
P-Card / Cheque
Requisition
Delegated Staff
$3,501 up to
$25,000
Purchasing
Informal RFQ
3 bids min.
Purchasing Staff
or Designate
$25,001 up to
$100,000
Purchasing
Formal RFQ/RFP
Manager Purchasing
or Designate
Over $100,000
Purchasing
Formal Advertized
RFT/RFP
Based on Annual Spend for the goods/services
Vice President, Finance
or Designate
Acquisition Methods
Informal Quote: Low dollar volumes typically by fax or email
and short time frame. Typically under $25,000.
Formal Quote: Formal document with additional clauses/terms
& conditions typically 2 – 3 weeks. $25,001 to $100,000
Tender: Formal document over $100,000 with more
clauses/terms & conditions, advertised on MERX.com and
must be posted a minimum of 15 days.
Proposal: This is where we identify the needs and desired
outcomes but we ask the Vendors to ‘propose’ a solution to
our desired outcome. Can be any dollar amount but follows
the timelines above. Evaluation usually takes long time due
to demos and other bidder presentations.
Scenario #1
Dollar Range Up to $3,500 (Authorized Employees can purchase
their own requirements)
Authorized employees can purchase their own requirements, without
intervention by Purchasing, up to a maximum of $3,500 (please note
that the purchase of a single item valued at $1,000 or more is
considered a capital purchase and must be ordered through
Purchasing with a Purchase Order.
Staff are recommended to check pricing prior to selecting the Vendor
by either calling Vendors for pricing and availability or through
Internet research. Once the vendor is selected, the order can be
placed and payment by the cheque requisition or your P-Card
If unsure of where to obtain the goods or services required, please
contact Purchasing for assistance.
Scenario #2
Dollar Range $3,501 Up to $25,000 (Informal RFQ through Purchasing
Department) (minimum 3 quotes where possible)
Purchasing staff (or designate) will prepare and issue an informal quotation
to a minimum of three qualified Vendors. The client can indicate which
Vendors they would like invited to participate in the bid process, if known.
The client should prepare:
– The requisition (including account(s) to be charged)
– The specifications of the goods or services desired
– Delivery requirement, brand name, model number, catalogue page
number, etc.
Once Purchasing is in receipt of all competitive bids, they will notify the client
by way of a recommendation for award for approval.
Upon approval, Purchasing will issue a Purchase Order to the successful
Vendor.
Scenario #3
Dollar Range $25,001 up to $100,000 (Formal RFQ/RFP through Purchasing
Department) (3-5 qualified Vendors)
Purchasing will prepare and issue a formal quotation to 3-5 qualified Vendors.
The client can indicate which Vendors they would like invited to participate in
the bid process, if known.
The client should prepare:
– The requisition (including account(s) to be charged)
– The specifications of the goods or services desired
– Delivery requirement, brand name, model number, catalogue page
number, etc.
Once Purchasing is in receipt of all competitive bids, they will notify the client
by way of a recommendation for award for approval.
Upon approval, Purchasing will issue a Purchase Order to the successful
Vendor.
Scenario #4
Dollar Range Over $100,000 (Formal Advertised RFT/RFP)
Purchasing will prepare and issue a formal tender and post on MERX
The client can indicate which Vendors they would like notified of the opportunity
to participate in the bid process.
The client should prepare:
– The requisition (requisition (including account(s) to be charged)
– The specifications of the goods or services desired
– Delivery requirement, brand name, model number, catalogue page
number, etc.
Once the bids have closed, Purchasing will prepare an electronic spreadsheet
analysis of the bids and, in consultation with the client and/or evaluation
committee, draft the procurement award report.
Approval is required from the designate of the client group, the Manager of
Purchasing and the Vice President, Finance and Administration, or designate.
Upon approval, Purchasing will issue a Purchase Order to the successful Vendor.
Emergency and/or Sole Source
In the case of an emergency or sole source, please fill out
the “Direct Negotiation for Sole Source Purchase
Questionnaire” as found on the Humber web site at
http://www.humber.ca/Purchasing/forms.htm
Complete the form, affix applicable signature(s) and
submit to Purchasing with your requisition for processing.
Upon completion of the required approval(s), Purchasing
will issue the Purchase Order to the Vendor.
Questions?

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