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  • Procurement Process Workflow

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    munyeki
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    The document outlines Western University's procurement processes for consulting services, goods, and non-consulting services. For purchases under $100,000, it describes using an invitational competitive procurement process by inviting 3 bidders for consulting services. For goods and non-consulting services under $25,000, an informal process is used where the vendor of choice is selected. For high-value purchases over $100,000, an open competitive procurement process must be used. The core workflows involve identifying needs, planning, requirements, quotes/bids, evaluation, agreements and award notifications for competitive, non-competitive, and informal purchase processes.

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    PROCUREMENT

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    The document outlines Western University's procurement processes for consulting services, goods, and non-consulting services. For purchases under $100,000, it describes using an invitational competitive procurement process by inviting 3 bidders for consulting services. For goods and non-consulting services under $25,000, an informal process is used where the vendor of choice is selected. For high-value purchases over $100,000, an open competitive procurement process must be used. The core workflows involve identifying needs, planning, requirements, quotes/bids, evaluation, agreements and award notifications for competitive, non-competitive, and informal purchase processes.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Flag for inappropriate content
    233 views2 pages

    Procurement Process Workflow

    Uploaded by

    munyeki
    The document outlines Western University's procurement processes for consulting services, goods, and non-consulting services. For purchases under $100,000, it describes using an invitational competitive procurement process by inviting 3 bidders for consulting services. For goods and non-consulting services under $25,000, an informal process is used where the vendor of choice is selected. For high-value purchases over $100,000, an open competitive procurement process must be used. The core workflows involve identifying needs, planning, requirements, quotes/bids, evaluation, agreements and award notifications for competitive, non-competitive, and informal purchase processes.

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    © All Rights Reserved
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    of 2

    Procurement Process

    Consider if your procurement activity involves Consulting Services or Goods and Non-Consulting Services

    Consulting Services Goods or Non-Consulting Services


     Expert advice and guidance
     Assessment without implementation  Western’s Standard Procurement Processes Apply
     Strategic advice, thinking, guidance or plans Policy 2.8 Purchase of Materials and Services
     Consideration and/or decision making
    Process Process
     Invitational Competitive Procurement Process  Informal Procurement Process
     Purchase value under $100,000, excluding  Purchase value under $10,000, excluding taxes
    taxes  Select vendor of choice and consider a
     Invite 3 bidders purchasing card (p-card) transaction,
    preferred supplier transaction before a
     Open Competitive Procurement Process purchase requisition
     Must be used if purchase value
    of $100,000 or greater, excluding taxes  Invitational Competitive Workflow
     Optional if purchase value under $100,000,  Purchase value between $10,000 and $25,000,
    excluding taxes excluding taxes
     Invite 2 to 3 bidders
     Accepted quote must be in writing

     Invitational Competitive Procurement Process


     Purchase value under $100,000, excluding
    taxes
     Invite 3 bidders

     Open Competitive Procurement Process


     Must be used if purchase value
    of $100,000 or greater, excluding taxes
     Optional if purchase value under $100,000,
    excluding taxes

    Exemption Eligibility Exemption Eligibility


     Verify single or sole sourcing situation  Verify single or sole sourcing situation
     Verify exemption under CETA and CFTA  Verify exemption under the CETA and CFTA
    agreements agreements
     Perform necessary due diligence  Perform necessary due diligence
     Complete appropriate exception form if  Complete appropriate exception form if
    bypassing competitive procurement process bypassing competitive procurement process
     Approve single or sole sourcing per Section 14  Approve single or sole sourcing per Section 12
    of the Related Procedures of Policy 2.8 - of the Related Procedures of Policy 2.8-
    (Approval Authority Schedule) (Approval Authority Schedule)
    o President o One level higher than usual
    (purchase value under $2,500,000) requirement
    o Board of Governors
    (purchase value of $2,500,000 or greater)
    Core Procurement Workflows
    Competitive Non-Competitive Informal
    Open Competitive or
    Single or Sole Source Purchase Value Under $10,000
    Invitational Competitive

    Purchase Need Purchase Need Purchase Need


    Identified Identified Identified

    Planning Planning Planning

    Requirements Requirements Requirements

    Competitive
    Quote Quote
    Document (RFP/RFA)

    Blackout Period &


    Bid Receipt Evaluation Evaluation

    Evaluation Exception Form


    Agreement
    Executed

    Agreement Document
    Agreement
    Retention

    Award Award
    Notification Notification

    Vendor Document
    Debriefing Retention

    Document
    Retention

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