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?