What
kinds
of
purchases
are
subject
to
the
bidding
process?
All
acquisitions
over
$5000.00
in
value
are
subject
to
competitive
bidding.
This
is
to
ensure
that
the
University
gains
the
best
possible
price
within
the
context
of
legal
and
purchasing
directives,
while
practicing
open
and
fair
business
policy.
Purchases
less
than
$5000.00
may
be
bid
at
the
discretion
of
Procurement
Services
where
competition
warrants
such
action.
How
long
are
bids
valid?
Bids
are
normally
valid
for
30
days.
Some
suppliers
honour
bids
for
as
long
as
60
to
90
days.
How
long
does
the
bid
process
take?
Depending
on
the
complexity
of
the
bid,
the
bid
process
may
take
from
1
day
to
a
month.
Most
University
purchases
that
exceed
$100
000.00
are
subject
to
considerations
outlined
in
the
Canadian
Internal
Trade
Agreement
which
ensures
that
any
firm,
in
any
province
should
have
fair
and
equal
opportunity
to
our
business.
Although
one
of
the
requirements,
to
electronically
post
the
bid
opportunity
for
15
days
can
slow
the
process,
we
have
had
great
success
in
the
past
of
finding
new
and
often
superior
sources
of
supply.
Does
the
lowest
bidder
always
get
the
bid?
The
lowest
bidder
usually
gets
the
bid.
The
lowest
bidder
may
not
get
the
bid
because
of
lack
of
capacity,
quality
considerations,
time
requirements,
reputation,
or
inability
to
meet
the
bid
specifications.
Is
there
anything
special
I
should
know
about
preparing
bid
specifications?
You
should
try
to
describe
the
desired
items
as
completely
and
accurately
as
possible.
If
you
have
particular
requirements,
specify
them
on
the
requisition,
it
is
best
to
describe
the
requirement
in
terms
of
functional
needs.
Describe
what
you
want
the
item
to
do,
and
how
it
should
perform.
If there is a requirement that the item be compatible with a piece of equipment that you already own, indicate on the requisition and attach all pertinent details or a supplier's specification sheet.
If you have found an item that fulfills your requirements, reference the manufacturer, model number, and catalogue number (if available).
Are
there
exceptions
or
exemptions
to
the
bid
process?
Situations
requiring
a
certain
item,
or
a
rush
delivery
may
justify
an
exception
to
the
bid
process.
The
secret
is
to
involve
Procurement
Services
in
the
process
as
early
as
possible.
Is
there
a
bid
dispute
resolution
process?
Yes,
we
do
have
a bid
dispute
resolution
process
(PDF).
It
is
always
our
goal
to
ensure
that
we
operate
in
an
open
and
fair
business
environment.
How
do
I
request
an
exception
to
bid
policy?
If
the
reason
is
sole
source
related,
an
explanation,
with
sufficient
justification
should
accompany
the
purchase
requisition.
A
request
to
"PLEASE
RUSH
OR
PLEASE
PHONE
IN"
will
not
generate
the
desired
results
without
any
accompanying
written
explanation.
Could
a
purchase
under
$5000.00
be
bid?
If
Procurement
Services,
in
consultation
with
the
requisitioner,
determines
that
a
"better
buy"
situation
will
result,
we
may
obtain
competitive
bids.
Can
I
use
supplier
A's
quote
to
reduce
supplier
B's
price?
All
quotations
and
tenders
are
held
in
strict
confidence.
University
employees
should
not
discuss
details
with
other
suppliers.
Price
disclosure
is
unethical.
All
enquiries
for
information
regarding
the
award
or
potential
award
should
be
referred
to
Procurement
Services.
Can
I
start
the
bid
process
before
I
actually
receive
my
grant?
It
is
possible
to
obtain
bids
before
a
grant
or
contract
is
awarded.
This
can
save
time
when
it
is
important
to
receive
equipment
as
soon
as
possible
after
a
grant
begins.
To
initiate
this
process
please
issue
a
Request
for
Pricing
available
through
the
Procurement
Website,
or
contact
the
appropriate
buyer.
Once
the
grant
or
Departmental
approval
has
been
given,
we
can
immediately
place
your
order.