The use of Request for Quotations (RFQ), Request
for Tenders (RFT), Request for Proposals (RFP)
and Request for Information (RFI) are examples of
competitive bid processes. The process used for
any particular opportunity is dependent on the
estimated value and complexity of the requirement.
Contract law provides the framework within which
competitive bidding occurs whereby the supplier and
the university are expected to follow the rules set out
in the bid document. Negotiation after closing may
only occur if allowed for within the bid document.
Generally, it is an RFP document that will contain
provisions for negotiation.
All competitive bid documents have specific
instructions to suppliers that must be followed before
bids qualify for evaluation. Closing times and dates
are strictly adhered to. Under no circumstances will
late bids be evaluated. Responses to competitive bid
opportunities may be withdrawn or amended prior to
the close time and date only.
With the exception of major construction and
unless otherwise stipulated in the competitive
bid document, details of supplier Quotations,
Tenders and Proposals are not disclosed and are
kept confidential. The university conducts public
openings and announces the bid amount of each
Tender for major construction projects.
How will the successful supplier
be chosen?
Suppliers are evaluated and contracts awarded based
on the best overall value for the university. Total
acquisition cost (life cycle cost) takes into consideration
both financial and non financial selection criteria.
Therefore, the award is not necessarily made to the
lowest bid.
How will you know if you
have been successful or not?
All suppliers who have submitted responses to a competitive
bid opportunity will be notified in writing of their status, as
either the successful supplier or an unsuccessful one.
Contracts developed through a competitive bid process
will also be covered with a purchase order (PO) that is used
to facilitate payment. Contractual conditions will take
precedence over PO conditions. All other procurement
should be covered with a university issued PO. This
will provide assurance to you, as the supplier, that the
procurement is for university use and the invoice will be paid.
Purchasing Services
Financial Services Division
E150 – 105 Administration Place
Saskatoon SK S7N 5A2
Tel:
(306) 966-6704
Fax:
(306) 966-8342
Email:purchasing.services@usask.ca
Website: www.usask.ca/fsd
Office hours are: 8:15 a.m. to 12:00 p.m. and
12:45 p.m. to 4:30 p.m. Monday to Friday
Logistics Management
Facilities Management Division
110 Maintenance Road
Saskatoon SK S7N 5C5
Tel:
(306) 966-4616 or (306) 966-4636
Fax:
(306) 966-4080
Email: darlene.woykin@usask.ca or
brent.usselman@usask.ca
Website: www.facilities.usask.ca
Procurement
Doing Business with the
University of Saskatchewan
Doing Business with the
University of Saskatchewan
Who can purchase
on behalf of the university?
The procurement processes for the acquisition
of goods and services for the University of
Saskatchewan (U of S) are managed primarily
by Purchasing Services in the Financial Services
Division (FSD) and Logistics Management in
the Facilities Management Division (FMD).
Purchasing Services is the central authority for
procurement and competitive bids, including
construction services. Logistics Management
is responsible for acquiring goods and services
necessary to support the activities of the FMD,
including the purchase of furniture for the entire
campus. As well, delegated authority has been
given to the U of S libraries to purchase books and
periodicals, the bookstore for goods for resale and
food services for operational supplies.
Our responsibility
It is the responsibility of all units engaged in
procurement functions at the U of S to ensure the
university receives the best overall value for the money
it spends while operating in compliance with legislated
requirements, regulatory agencies and internal policies
and procedures. These goals are achieved by:
• Supporting the principle of non discrimination,
• Supporting the principle of open access to qualified
suppliers of relevant goods and services,
• Supporting fair and consistent procurement
practices in a competitive bidding climate, and
• Providing transparency of policies and procedures.
Our organization
Purchasing Services is organized by specialty area or
commodity group assigned to a specific procurement
professional. Support teams provide clerical and
administrative support for all procurement and competitive
bid processes. The Purchasing Services Directory provides
a comprehensive organizational description (available
upon request). Information about Purchasing Services,
including organizational structure, commodity groups,
services provided, bid opportunities, contracts, policies and
procedures is available at www.usask.ca/fsd. Suppliers are
invited to visit our website on a regular basis to become
familiar with any changes or updates to the information.
Logistics Management Buyers procure goods and services
to support the efforts of FMD in construction, planning,
engineering, and maintenance and operation of the
campus. FMD maintains 100 buildings, 500,000 square
metres of facilities, 766 hectares of land and 110 vehicles
with a replacement cost of $1 billion. The FMD Stores
operation assists the tradespeople by stocking over 8000
items including electrical, mechanical, structural, custodial,
furniture, automotive and grounds keeping materials.
Further information is available at www.facilities.usask.ca.
What suppliers should know and do
Suppliers wishing to do business with the university should
contact Purchasing Services and/or Logistics Management
to provide information about their company and the
goods and services they provide. It is recommended
that an appointment be scheduled with a procurement
and contracts specialist or buyer to discuss university
requirements and how to most effectively seek out
opportunities. Maintaining contact with the specialists and
buyers is essential to ensure that they are kept updated on
your available products, services and capabilities, or to keep
them advised of changes in the marketplace.
The competitive bidding process
Competitive bidding is the most common method
used by the university to select suppliers and award
contracts. The policy applies to the following
thresholds:
• Procurement up to $5,000 – Any one item, or an
accumulation of items, not exceeding $5,000 in
value may be purchased based on the specialist
or buyer’s knowledge of and experience with the
supplier, or based on the requisitioner’s knowledge
of last purchased price or verbal quotation.
• Procurement over $5,000 and up to $50,000 –
Any one item, or an accumulation of items over
$5,000 but not exceeding $50,000 in value may
be purchased on the basis of written competitive
quotations from no fewer than three (3) suppliers.
• Procurement over $50,000 – Any one item, or an
accumulation of items, exceeding $50,000 in value
must be purchased through a formal competitive
bid process managed by Purchasing Services.
• Trade Agreements – The New West Partnership
Trade Agreement (NWPTA) and the Agreement
on Internal Trade (AIT) requirements for posting
electronic bid opportunity notices on a designated
provincial site applies to construction projects,
as well as goods and/or services, at or above the
procurement thresholds. Bid notices may also be
posted for procurement under the thresholds at the
discretion of Purchasing Services.
To be included in competitive bid opportunities,
suppliers should submit a written request to
Purchasing Services and/or Logistics Management to
be included on the bid list for a particular commodity.
Information about the company and its products
and services should also be provided. Suppliers may
also request bid documents if they become aware
of an opportunity. Many of our competitive bid
opportunities are posted on Sask Tenders website.
They can be accessed from the Purchasing Services’
website through the Competitive Bid Opportunities
link: http://www.usask.ca/fsd/suppliers/
competitive_bid_opportunities.php