Competitive Bid Procedure
The competitive bid process for procurement of goods
and services is used to demonstrate overall best value
for government, funding agencies, the university and
other stakeholders. It supports the principles of nondiscrimination, access by qualified suppliers, fair
acquisition processes, and transparency of policy and
procedures.
The type of document used will depend on value and
complexity of the requirement or project (see sidebar).
Effective date January 1, 2016
RFQ
Request for Quotation
RFT
Request for Tender
RFP
Request for Proposal
RFI
Request for Information
This procedure applies to all university employees,
Board of Governors, and all other individuals and
parties acting on behalf of the University of
Saskatchewan for all purchases that exceed the
thresholds.
REI
Request for Expression of
Interest
Thresholds (Limits) & Requirements
The approved procurement limits are based on total acquisition cost.
a) Procurement up to $5,000 – Any single purchase consisting of one item (good or service), or an
accumulation of items not exceeding $5,000 in value, may be purchased based on the Procurement &
Contracts Specialist’s/Buyer’s knowledge of, and experience with the supplier, or based on the
requisitioner’s knowledge of last purchased price or verbal quotation.
 Goods and selected services should be purchased using the PCard (Procurement Card), unless
they are included on the restricted purchases list.
 The purchase of services from an independent contractor up to $5,000 in value, should be supported
by a signed contract (e.g. Agreement for Services or approved contract template) – refer to the
Contracting for Services procedure.
b) Procurement over $5,000 and up to $75,000 – Any single purchase consisting of one item (good or
service), or an accumulation of items (goods and/or services) over $5,000, but not exceeding $75,000 in
value, may be purchased on the basis of written competitive quotations from no fewer than three (3)
suppliers unless there are restrictions in the competitive market. Purchasing Services can assist
departments/units with this process. If the department obtains the quotations, all original quotations must
be forwarded to Purchasing Services for review, prior to commitment of a purchase via the issuance of a
Purchase Order. Trade agreement rules may be followed at the discretion of Purchasing Services. All
procurement commitments must be made by Purchasing Services.
c) Procurement over $75,000 – Any single purchase consisting of one item (good or service, including
construction and consulting), or an accumulation of items (goods and/or services), exceeding $75,000 in
value must be purchased through a formal competitive bid process managed by Purchasing Services.
Rules under various trade agreements apply and include the requirement to post electronic bid
opportunity notices on a designated provincial site. All procurement commitments must be made by
Purchasing Services.
Procedure – Procurement under $5,000
No quotations required.
Procedure – Procurement between $5,000 and $75,000
1
Complete a purchase requisition in UniFi (university financial system) or contact
Purchasing Services to initiate the request
If your department/unit has obtained the quotations, include a description of the goods and/or
services to be purchased, quantity, price, any known terms and conditions, and name of selected
supplier. Forward all quotations received to Purchasing Services.
If your department/unit wants assistance with obtaining quotations, provide a description of the goods
and/or services required, quantity, budget and potential suppliers (if known) to Purchasing Services.
2
Review and Clarification
Purchasing Services may require more information from your department/unit or supplier after review
of quotations received, or will consult with your department/unit upon receipt of quotations resulting
from a process managed by Purchasing Services.
3
Purchase order issued to the supplier
Purchasing Services will ensure that all agreed to terms and conditions are included in the purchase
order.
Procedure – Procurement over $75,000
1
Initiation of a request
Contact Purchasing Services as soon as your requirement or project is identified.
2
Information gathering
Your project team will meet with Purchasing Services to discuss the requirement/project, timelines,
determine competitive procurement strategy, and roles and responsibilities.
3
Developing requirements
Along with assistance from your team, Purchasing Services will complete the requirements,
evaluation criteria, background information and any applicable appendices.
4
Finalizing the bid document
Purchasing Services will incorporate the requirements into the bid document, which will also contain
all relevant university business and legal requirements. Purchasing Services will also consult with
other experts, including Legal Services and Risk Management & Insurance Services, as required.
5
Posting and closing
Purchasing Services will publicly post your requirement/project for a minimum two week period of
time. After the closing date, Purchasing Services will compile a bid package for distribution to the
team or evaluation committee.
6
Evaluation of bids
If the competitive process includes a public opening, the bids will be opened and recorded in a public
forum by Purchasing Services or a designated representative. All bid submissions will be rated by
the team or evaluation committee according to the evaluation criteria established by the team, and
published in the bid document.
7
Clarification and/or Negotiation
Purchasing Services, in consultation with the team or other experts, may further clarify and/or
negotiate non-mandatory requirements with the supplier.
8
Contract award
Purchasing Services will support your department/unit with the contract award and development of
any contract documents. A letter of intent may be issued if lengthy negotiations are anticipated.
9
Complete a purchase requisition in UniFi (university financial system)
Include a description of the project, goods and/or services to be purchased, name of awarded
supplier and reference the contract number.
Related Links/Forms
Contracting for Services Procedure
Conflict of Interest Policy
Internal Loan Policy
Agreement on Internal Trade (AIT) – Annex 502.4
New West Partnership Trade Agreement (NWPTA)
CFI Best Practices
Versions
Document Name
Evaluation Committee Participation Agreement
Contact Information
Contact:
Phone:
Website:
Purchasing Services, Financial Services
306-966-6704
www.usask.ca/fsd
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