Where to purchase procedure

View Document. This is the current version of this document. The Procurement Process Flow defined the process flow and the roles and responsibility in more detail. NB: By approving the invoice requestor acknowledges that goods or services have been supplied as per the purchase order, quantities and price are correct, and that the goods or services provided are of the quality and in the condition specified. If you require amendments to be made to supplier contact details, there is no need to complete the Supplier Template.

An email to apmaintenance vu. An evaluation matrix will be generated for each category of purchase by Procurement through consultation with the purchaser to ensure all needs from the purchasers are captured in the evaluation of suitable suppliers. It should be noted that the mandatory criteria provided in the matrix must be evaluated as part of the evaluation process.

The variable criteria may be tailored to suit the requirements of the individual tender. RFx process Negotiation and BAFO discussion with suppliers Ensure correct suppliers are used, all quotations and documentations are provided, Purchasing Policy compliance etc. Cost increases due to the University's unclear product specifications when the order is original placed with the supplier. To estimate the Procurement Value, or develop a budget, the Purchaser should examine the historical spend where possible.

Contact Purchasing Services for assistance. Proof of budgetary approval will be required for contract execution. The Purchaser should contact Purchasing Services for further guidance. The following tables establish the applicable procurement process a Purchaser must follow based on the Procurement Value of the purchase as required by the applicable trade agreements and procurement legislation the University is bound by.

The method by which these purchases can be paid for is also outlined. If multiple identical or similar purchases from the same Supplier are required, or similar purchases are required closely in time, then those purchases should be procured together and will cumulatively determine the Procurement Value.

Purchasing Services can help bundle appropriate purchases together under the same procurement exercise. The overall value of a purchase cannot be split across multiple procurements to avoid the applicable Procurement Thresholds. The value of the procurement will determine whether all Suppliers on the VOR list must be invited to Bid.

An invitational competitive process involves requesting Bids from at least three 3 qualified Suppliers for a specific scope of deliverables. In the event that other evaluation criteria is relevant to the Bid it should be identified to the Supplier prior to requesting Bids. For requests involving alternate Payment Terms, contact Purchasing Services for further guidance. All Bids received must be attached to the Purchase Requisition. In the event the Purchaser is unsuccessful in obtaining Bids from at least three Suppliers, they may still proceed with a Purchase Requisition by furnishing documentation that demonstrates that at least three Suppliers were invited to Bid.

The Supplier with the lowest priced Bid should be awarded the contract. A business rationale with the Purchase Requisition must be included when recommending an award to a higher cost Bid. The Competitive Bid Process requires that procurement documents are posted on a public tendering site for a specified number of days, as outlined in the applicable trade agreements and procurement directives.

The Purchaser must have a detailed description of what they require with precise specifications. These specifications will be used to develop the scope of deliverables for the Competitive Bid Process. Depending on both the nature and the dollar value of the purchase, different procurement methodologies may be used. Purchasing Services will determine the most appropriate procurement process and draft the procurement documents.

The RFP is publicly posted allowing Suppliers to view and submit Bids that include pricing and qualitative responses to evaluation criteria set out in the RFP document. Following the Competitive Bid Process, Bids that are received will be evaluated and scored, and a successful Bid will be selected. Once the VOR list is established, a second stage process is initiated to obtain Bids when a purchase is required from these prequalified Suppliers.

The number of Suppliers that are invited to the second stage process is outlined in section IV, Procurement Thresholds, Table 3 above. The SOW sets out the scope of deliverables required, the timeline for delivery, and any other relevant specifications or project details. Unless otherwise advised by Purchasing Services or the General Counsel and Board Secretariat, contracts should be drafted using the standard Ryerson template and negotiated with the assistance of the office of the General Counsel and Board Secretariat as follows:.

All contract review, approvals and execution shall adhere to the Execution of Contracts Policy. A debrief may be requested by any Supplier that submitted a Bid within 60 days of the procurement process at issue. The purpose of a debrief is to give the University an opportunity to provide feedback to Suppliers on their Bid and its evaluation following the completion of a procurement process. Where a Supplier wishes to dispute the award of a contract or its own evaluation under a procurement process, it must send a written letter outlining its complaint to bids ryerson.

The Director, Strategic Procurement and Payment Services, or their delegate, will provide a response to the Supplier within a reasonable timeframe. There are circumstances that allow the Competitive Bid Process to be waived provided certain criteria are met that fit a Limited Tendering exception including Sole or Single Source or the non-application provisions of the:. A purchase requisition must be filled out in advance of all commitments of expenditures with the exception of 1 Travel reimbursement requests, and 2 Postage and mailing requests.

Determination of funds available from the Budget Office must precede any initiation of a purchase requisition. Deans, Department chairs, Directors, and Managers have no authorization to procure goods and services or enter into contractual relationships with any vendor. Vendors who contact employees of the College directly should be advised that all purchases chargeable to the College must be authorized by an official purchase order, signed by the Director of Purchasing or his designee.

Special Policies. Computer hardware and software procurement require specification approval by the Baruch College Technology Center BCTC , which should be involved in the preparation of technology-related acquisitions at the earliest possible stages of specification determination. No requisitions for computer-related hardware or software will be acted upon by the Purchasing Department until approved by the BCTC.

Furniture acquisition requires review and approval of the Department of Campus Facilities, which should be consulted before requisitions for furniture are prepared. No requisitions for furnishings will be processed by the Purchasing Department without the approval of Campus Facilities.

Capital Improvements and any acquisitions involving renovation, repairs to facilities, interior or exterior improvements to facilities require an initial consultation with Campus Facilities, which must approve any requisitions related to such improvements.

Emergency Purchases require a declaration of emergency initiated by the Vice President for Administration and Facilities.