Guidance on Procurement Process for New Faculty Hires at University

Research Orientation for New Faculty Hires Procurement Services Helen McDonald Senior Buyer, Research August 28, 2019

Procurement Services Mandate Responsible for the sourcing of all goods and services on behalf of the University, excluding construction projects Assistance with strategic planning & support during the acquisition process Responsible for reporting contract information to the Government (Secr tariat du Conseil du Tr sor) Procurement Services ensures compliance with: the Procurement Policy CFO-20 the LCOP Quebec Government laws concerning public procurements Other internal University policies and procedures 2

Procurement Policy (CFO-20) How does it affect me? The procurement process thresholds for all goods and services, excluding construction is followed according to the tender threshold summary outlined below It is prohibited to split or segment a procurement requirement to avoid these thresholds Dollar Threshold (CAD pre-tax) Tool Procurement Process <$5,000 P-card or Web Req Requisitioner sources 1 quote >$5,000 - <$100,000* Web Req Min. 2 quotes are required.** Requisitioner sources 1 or more quote/s. Procurement Services to obtain more quotes if required >$100,000* Web Req Public Tender performed by Procurement Services * As per the current policy however, the public tender thresholds are indexed every 2 years in conjunction with the rate of inflation. Currently at $101,100 **Pilot project in place for certain departments (up to $25,000 threshold with 1 quote) 3

How to request goods and services Millennium Web Requisitioning System To request access, send an email to the Business Process Office (BPO) at fisadmin@Concordia.ca To request training on web req, send an email to Mario Paradis for information on the next training session Complete a web req and send it through your department for approval Ensure to upload relevant quotation and any additional required documents Pricing should always be pre-tax If US dollars, please specify in the comments section, but do not convert the amount to CAD If non-CAD or non-USD, please convert amount to CAD and include exchange rate used 4

Procurement Services Procurement to Payment cycle via web req Define needs/requirements Obtain quote/s Complete web req and obtain approvals Procurement Services to place purchase order with vendor Inform Procurement Services of unexpected delays in delivery Goods need to be received via the loading dock to ensure receipt in the system Once invoice is received from vendor, a 3-way match is required with the PO and receiving to release payment Goods have to be received before expiry date of research fund Identify need obtain quote/s Create web req and obtain approvals Accounts Payable pays invoice Procurement Services reviews web req and places PO Supplier delivers/receiving entered 5

How to request goods and services P-Card (Procurement card) program For low-value purchases Use within guidelines User Responsibility Under $5,000 CAD per transaction, excluding applicable taxes Instant payment Disallowable expenses No splitting of purchases to avoid policy thresholds Reconcile statement by 15th of each month Responsible for all charges on p- card Request a P-card from Helene Tiramola, Accounts Payable Manager **Obtain departmental approval before requesting** 6

Public Tender Requirements Threshold for Public Tender = $101,100 Define Need/Requirements meet with Senior Buyer Produce generic technical specifications & quality criteria Launch public tender question period Receive bids/evaluation of quality Award contract to winning bidder 7

Public Tender Requirements How to prepare Generic Specifications Define needs Quality Criteria Define Needs - requirements need to be clear and precise, no ambiguity Research market to understand competition Produce generic specifications If quality/price tender work with Senior Buyer to create criteria Be available during tender posting for technical questions Ensure to plan acquisition to allow enough time to complete the procurement process & be aware of manufacturing lead times 8

Autorit des marchs publics (AMP) New Legal Requirements The AMP was created for oversight of public procurement and the application of legislation and regulations governing public contracts in Quebec They have a mandate to oversee all public contracts and to ensure compliance with the public tendering and contract award processes They are able to receive complaints from interested persons: Conditions in the call for tender compromises the treatment of competitors with integrity and fairness The requirements outlined don t allow qualified firms to participate in the competition The tender documents are not compliant with public procurement laws and regulations They have various powers, which allows them to issue orders, make recommendations or suspend/cancel contracts 9

Exceptions to the Procurement Policy ACCMA (Authorization to Conclude a Contract by Mutual Agreement) Exceptions to the tendering process can be evoked for certain reasons if only one supplier is available: see ACCMA tool and select the relevant article There are two different versions, <$101,100 and >$101,100 Justification must be detailed, well researched and linked to the research and/or specific needs/teaching activities A value >$25,000 requires the form to be written in French (and English if necessary) The relevant Buyer/Senior Buyer may ask additional questions/precisions can also give guidance and advice 10

Procurement Team Key Contacts Web Reqs are dispersed to different staff members within Procurement Services depending on the commodities and the dollar value of the acquisitions Millennium Web Requisitioning keeps track of the web req status see approval queue Team Member Role - Commodity Extension Helen McDonald Senior Buyer Research 5082 Nadine Landry Senior Buyer IT 3402 Christelle Rieu Senior Buyer Facilities Management 3629 Aurelia Munteanu Senior Buyer Operations & General Services 3657 Marall Sarimazi Assistant Buyer computer purchases 3663 Mario Paradis Systems Analyst Web Req & ACCMA Tool 4048 Caroline Bogner Senior Director 3655 11

Procurement Services Useful Links CFO-20 Procurement Policy: http://www.concordia.ca/content/dam/common/docs/policies/official-policies/CFO- 20.pdf?utm_source=redirect&utm_medium=pdf&utm_campaign=CFO-20.pdf P-Card User Procedures & Guidelines: https://cspace.concordia.ca/content/dam/cspace/services/financial/docs/Procurement_ Card_Program_Procedures_Guidelines.pdf Millennium Web Requisition User Guide: https://cspace.concordia.ca/content/dam/concordia/services/financial/docs/WRMARCH 2013.pdf BPO Financial Information System Access Request Form: https://cspace.concordia.ca/content/dam/cspace/services/financial/docs/fis_access_req uest.pdf Corporate card & travel information: https://cspace.concordia.ca/services/budget-expenses-finance/corporate-card.html 12