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Procurement Process Workflow

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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521 views

Procurement Process Workflow

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.

Uploaded by

munyeki
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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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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