Procurement User Guide - McMaster University

PROCUREMENT USER GUIDE
STRATEGIC PROCUREMENT
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Revised October 2, 2012
The user guide will help explain the integral role the Strategic Procurement Department plays in helping you to procure your required goods or
services. The guide will provide additional useful information for the following:
� Purchase Requisition
� Sole Source Certificate
� RFx :
o RFP (Request for Proposal)
o RFQ (Request for Quotation)
o ACAN (Advanced Contract Award Notification)
o Prequal (Prequalification)
Purchase Requisition:
A fillable copy of a purchase requisition can be found using the following link:
http://www.mcmaster.ca/bms/forms/PurchaseRequisition.pdf
How to fill out a purchase requisition for values of:
$0‐$2500 (Excluding HST)
1. Complete the purchase requisition with as much detail as possible. Note, please ensure at a minimum, you provide supplier
details, department details, item, quantity, item description, cost and departmental approval.
2. Approval is required from one of the account signing authorities on record with Financial Affairs
3. Forward the requisition to Strategic Procurement via fax or email. We will contact the vendor to purchase your good or service.
Another option:
� A requisitioner can contact the company to place the order. Please contact the appropriate Procurement Specialist (refer to
Commodity Listing, page 4) to obtain a purchase order number prior to placing your order with the supplier.
� When placing an order with a supplier please ensure you forward the purchase requisition to Strategic Procurement for our files.
Please ensure you check off the box on the requisition that states “confirmation only P.O. number given to supplier when placing an
order on your own.
Please note: Canadian purchases under $2500 can be purchased on a Departmental Acquisition Card. All Non‐Domestic orders must be
assigned a purchase order number. All purchases that are being made on a CFI account require research approval.
$2501‐$10,000 (Excluding HST)
1. Complete the purchase requisition with as much detail as possible. Note, please ensure at a minimum, you provide supplier
details, department details, item, quantity, item description, cost and departmental approval
2. Approval is required from one of the account signing authorities on record with Financial Affairs
3. Be sure to obtain a minimum of 1 written quotation from the vendor of your choice. Please contact the appropriate Procurement
Specialist (refer to Commodity Listing, page 4) if assistance is required, you obtain a quotation.
4. If the account number being used to purchase your request is on a Research Account (5 or 8 ledger), please forward the requisition to
either Research Finance or Health Sciences Research Finance for research approval. (Links provided below to confirm your Research
Accountant for your Department)
� Research Finance: http://resfin.mcmaster.ca/contact‐us

� Finance or Health Sciences Research Finance: http://fhs.mcmaster.ca/finance/contact.htm
5. Please make arrangements with your Research Accountant to forward the requisition to Strategic Procurement Department to
purchase your good or service. If the order does not require Research Approval please forward the order directly to Strategic
Procurement.
Another option:
� A requisitioner can contact the company to place the order. Please contact the appropriate Procurement Specialist (refer to
Commodity Listing, page 4) to obtain a purchase order number prior to placing your order with the supplier.
� When placing an order with a supplier please ensure you forward the purchase requisition to Strategic Procurement for our files
Please ensure you check off the box on the requisition that states “confirmation only P.O. number given to supplier when placing
an order on your own.
$10,001‐$25,000 (Excluding HST)
1. Complete the purchase requisition with as much detail as possible. Note, please ensure at a minimum, you provide supplier
details, department details, item, quantity, item description, cost and departmental approval.
2. Approval is required from one of the account signing authorities on record with Financial Affairs.
3. Be sure to obtain a minimum of 2 written quotations from the vendor’s of your choice. Strategic Procurement can also assist in
obtaining quotations if required.
4. If a Single / Sole Source form is required please see the below section entitled “Sole / Single Source Certificate.”
5. If the account number being used to purchase your request is on a Research Account (5 or 8 ledger), please forward the requisition to
either Research Finance or Health Sciences Research Finance for research approval.
(Links provided below to confirm your Research Accountant for your Department)
� Research Finance: http://resfin.mcmaster.ca/contact‐us
� Finance or Health Sciences Research Finance: http://fhs.mcmaster.ca/finance/contact.htm
6. Please make arrangements with your Research Accountant to forward the requisition to Strategic Procurement so we can contact
the vendor to purchase your good or service.
7. If the order does not require Research Approval please forward the order directly to Strategic Procurement. (Strategic Procurement is
to complete all purchases at these values)
$25,001‐$99,999 (Excluding HST)
1. Complete the purchase requisition with as much detail as possible. Note, please ensure at a minimum, you provide supplier
details, department details, item, quantity, item description, cost and departmental approval.
2. Approval is required from one of the account signing authorities on record with Financial Affairs. Over $50,000 and under $500,000
shall be executed by the two (2) University personnel identified in section IV of the (Execution of Instruments) based on the subject
matter of the Agreement. Execution of Instruments: http://www.mcmaster.ca/policy/General/Financial/Execution‐Instruments.pdf
3. Be sure to obtain a minimum of 3 written quotations from the vendor’s of your choice. Strategic Procurement can also assist in
obtaining quotations if required.
4. If a Single / Sole Source form is required please see the below section entitled “Sole / Single Source Certificate.”
5. If the account number being used to purchase your request is on a Research Account (5 or 8), please make sure you forward your
requisition to either Research Finance or Health Sciences Research Finance for research approval.
(Links provided below to confirm your Research Accountant for your Department)
� Research Finance: http://resfin.mcmaster.ca/contact‐us
� Finance or Health Sciences Research Finance: http://fhs.mcmaster.ca/finance/contact.htm
6. Please make arrangements with your Research Accountant to forward the requisition to Strategic Procurement so we can contact
the vendor to purchase your good or service.
7. If the order does not require Research Approval please forward the order directly to Strategic Procurement. (Strategic Procurement is
to complete all purchases at these values)
Sole / Single Source Certificate:
Definitions for Sole & Single Source on page 3:
There are 2 Sole / Single Source Certificates, one for the Faculty of Health Sciences and the second is for all other University Departments.
� FHS: http://www.mcmaster.ca/bms/forms/Sole_Source_FHS.pdf
A new Sole/Single Source form is available for the Faculty of Health Sciences. In addition to the required signatures (Requestor, Account
Holder, Department Chair or one‐up, including AVP Administration & CFO), an additional signature from the Dean and VP of the Faculty of
Health Sciences is needed.
� All others (Departments): http://www.mcmaster.ca/bms/forms/Sole_Source_Admin.pdf
Signatures are required by Requestor, Account Holder, Department Chair or one‐up, including AVP Administration & CFO.
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* Note: Sole / Single Source Certificate can be used for orders of $10,001 or greater.*
Definitions for Sole & Single Source:
(SOLE SOURCE): A Purchase is classified as a Sole Source when only one supplier exists who can provide the goods or services
(SINGLE SOURCE): There is more than one supplier who can provide the goods or services, but for eligible and supportable reasons one
supplier is used, without obtaining competitive quotes. .
RFx* (Purchases over $100,000):
Processing steps to follow:
1. End‐User (McMaster University faculty or staff member) meets in person or speaks on the phone with the applicable Strategic Procurement
contact to establish the best RFx format to competitively purchase the goods or services. (In follow‐up to the meeting or discussion, the
applicable template, Customer Checklist and Conflict of Interest forms are sent to the end‐user.
2. End‐User sends, via email, the required specifications to the assigned Strategic Procurement Specialist using the template provided by the
Specialist.
3. Strategic Procurement will make changes and return the RFX to the End User for review.
4. End‐User & Strategic Procurement agree on an evaluation matrix, prior to posting on MERX, to follow the Evaluation process.
5. Strategic Procurement issues RFx* (Invite or Merx)
6. Bid submissions are submitted to Strategic Procurement or as specified in the RFx*.
7. Bids are opened within the Strategic Procurement Department at 1:00pm on the Closing date.
8. Strategic Procurement retains pricing information and sends the rest of the submissions to the end‐User for Evaluation.
9. End‐User completes the Evaluation scoring for all specified requirements as listed are the original agreed upon Evaluation grid. (Point 5.
above). The evaluation is sent to Strategic Procurement.
10. Strategic Procurement completes the scoring for the pricing and reviews the highest ranked bidder.
11. Strategic Procurement assists in creating and reviewing the contract, if required.
12. End–User to submit a duly authorized purchase requisition and / or signed contract, following the steps below within the section entitled
$100,000‐$500,000 (Excluding HST). Strategic Procurement will post the award on Merx and will contact the successful bidder with the
purchase details.
$100,000‐$500,000 (Excluding HST)
1. Complete the purchase requisition with as much detail as possible. Note, please ensure at a minimum, you provide supplier
details, department details, item, quantity, item description, cost and departmental approval.
2. Approval is required from one of the account signing authorities on record with Financial Affairs. Over $50,000 and under $500,000
shall be executed by the two (2) University personnel identified in section IV of the (Execution of Instruments) based on the subject
matter of the Agreement. Execution of Instruments: http://www.mcmaster.ca/policy/General/Financial/Execution‐Instruments.pdf
3. A Single / Sole Source form would only be used when only one bid was received or when only one company can provide the service or
good your department is seeking.
4. If the account number being used to purchase your request is on a Research Account (5 or 8 ledger), please make sure you forward
your requisition to either Research Finance or Health Sciences Research Finance for research approval.
(Links provided below to confirm your Research Accountant for your Department)
� Research Finance: http://resfin.mcmaster.ca/contact‐us
� Finance or Health Sciences Research Finance: http://fhs.mcmaster.ca/finance/contact.htm
5. Please make arrangements with your Research Accountant to forward the requisition to Strategic Procurement so we can contact the
vendor to purchase your good or service. If the order does not require Research Approval please forward the order directly to
Strategic Procurement. (Strategic Procurement is to complete all purchases at these values)
(Orders $500,000 and under $5,000,000 (Excluding HST), are to follow the same steps as listed in the above section entitled “$100,000‐
$500, 000 accept for point 2 approval requirements are more in‐depth. Please ensure additional signatures are obtained by, one of: Assistant
Vice President (Administration), Vice‐President (University Advancement), Vice‐President (Research and International Affairs), Dean and Vice‐
President (Health Sciences), Vice‐President (Administration), Provost, President.
Open Competitive / MERX Public RFx* Choose the 'best' method:
� RFQ = Request for Quote ( if you know exactly what you want, and ONLY need pricing), e.g. you want a black chair two way adjustable, made of leather & steel
casters.
� RFP = Request for Proposal (if you want a SOLUTION), e.g. you want a chair that is comfortable, adjustable, ergonomically designed and suitable for the disabled.
� RFSQ & Pre‐Qual. = Request for Supplier Qualification / Pre ‐Qualification, followed by Invitational Tender
� ACAN = (Advanced Contract Award Notification) Require for Category 2 Single / Source purchases of goods and services. (CFI Acquisitions)
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Departmental Procurement Commodity Listing
Barbara Christianson Ext. 24587 Orders above $10,000
� Audio Visual � Gas & Regulators
� Computers Hardware � Security Systems and Equipment
� Computer Software (One Time Purchase) � Copiers / Faxes & Supplies
� Communication (Wiring & Telecom) (One Time Purchase)
� Complex RFx’s � Dell Products Coordinator
Tracie Felton Ext. 21383 Orders above $10,000
� Athletics & Recreations Equipment & Supplies � Office & Street Signage
� Consulting / Professional Services � Art Supplies
� Printed Matter � Promotional Items & Awards
� Book Binding � Complex RFx’s
Carol Fletcher Ext. 24297 Orders above $10,000
� Website and Related Services � Annual Vehicles Leases / Buy / Rent
� Computer Software Licenses � Rental Property
� Renovations & Building Repairs � Copiers / Faxes (Leases)
� Facility Services (Planning & Construction (PC) � Contract / Leases / Maintenance / Licenses
� Facility Services (MRO/PP) and Rentals
� Non‐Complex RFx’s
Roxanne Headrick Ext. 24413 Orders under $10,000
� All Commodities under $10,000 that fall under Barbara Christianson, Tracie Felton and Carol
Fletcher.
Nina Gilners Ext. 22216
Orders above $10,000 vendors A‐Z & under
$10,000 from A‐L
� Living & Non‐Living Animals � Radioactive reagents & Equipment
� Appliances � Scientific (Lab) related Furniture
� Microscopes & Accessories � Hospitality Equipment & Supplies
� Peptides Oligos and related items � Scientific Supplies and Equipment
� Chemicals / Compounds / Primers / � Calibrations / Equipment services
Antibodies � Medical Equipment & related products
� Non‐Complex RFx’s � Vendors Names from M‐Z under $10,000
will be completed by Sarah Nunes.
Linda Leo Ext. 24678 Orders above $10,000
� Industrial Hardware / Equipment / � Fabrication (Metals and Plastics)
Tools & Supplies � Office Equipment and Supplies (i.e.
� Soil Testing Equipment / Water Supplies Furniture and Blinds)
� Safety Equipment and Supplies � Music Equipment and Supplies
� Conductive Wafers � Engineering (i.e. Mechanical, Optical, Civil
� Paper Bio‐Medical , Electrical and Accessories)
� Greenhouse (i.e. Plants and Supplies) � Non‐Complex RFx’s
� Photographic Equipment & Supplies
Sarah Nunes Ext. 22217 Orders under $10,000 see below:
� All Commodities under $10,000 that fall under Linda Leo. ( Vendors Names A‐Z)
� All Commodities under $10,000 that fall under Nina Gilners. ( Vendors Names M‐Z)
� Vendors Names from A‐L under $10,000 will be completed by Nina Gilners.
* If your pruchase does not fall under one of the above commodities please call Ext. 24413 for assistanace.*
Tracie Felton,
STRATEGIC
PROCUREMENT
CONTACTS:
Austin Noronha,
Director
Ph: 905‐525‐9140 Ext. 24633
anoron@mcmaster.ca
Angelo DiLettera,
Manager
Ph: 905‐525‐9140 Ext. 21629
dilett@mcmaster.ca
Barb Christianson,
Senior Procurement Specialist
Ph: 905‐525‐9140 Ext. 24587
christb@mcmaster.ca
Tracie Felton,
Senior Procurement Specialist
Ph: 905‐525‐9140 Ext. 21383
feltont@mcmaster.ca
Nina Gilners,
Procurement Specialist
Ph: 905‐525‐9140 Ext. 22216
gilners@mcmaster.ca
Linda Leo,
Procurement Specialist
Ph: 905‐525‐9140 Ext. 24678
leolin@mcmaster.ca
Carol Fletcher,
Procurement Specialist
Ph: 905‐525‐9140 Ext. 24297
fletchc@mcmaster.ca
Sarah Nunes,
Procurement Assistant
Ph: 905‐525‐9140 Ext. 22217
nuness@mcmaster.ca
Roxanne Headrick,
Procurement Assistant
Acquisition Card Administrator
Ph: 905‐525‐9140 Ext, 24413
headrir@mcmaster.ca
Fax Numbers:
905‐ 572‐1015
Perishables: 905‐572‐1131
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