Transcript WELCOME TO UNB

WELCOME TO UNB
MARK McGEEHAN
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Assistant Manager, Procurement Services
3 plus years with UNB
28 years in Healthcare Procurement
Current member of APPA (Atlantic Public
Procurement Association)
UNB PROCUREMENT SERVICES
RESEARCH SERVICES – ACQUIRING
GOODS AND SERVICES
MUSH SECTOR
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M = MUNICIPALITIES
U = UNIVERSITIES
S = SCHOOL BOARDS
H = HOSPITALS
PURCHASING AUTHORITY AND
RESPONSIBILITY
• Procurement Services is responsible for the
oversight and management of all procurement
activities at the University.
• Procurement is conducted in accordance with the
Procurement Policies and Procedures of the
University, The Public Procurement Act and
Atlantic Procurement Agreement.
• Procurement Services is the only department
authorized to make procurement commitments
on behalf of the University.
PURCHASING CATEGORIES
• The process to be followed in purchasing
goods and services depends upon the
estimated dollar value of the proposed
purchase. Estimated costs must include the
price of the goods or service, all taxes, freight
charges, insurance, customs and other related
costs.
PURCHASES UNDER $2,500.00
• Purchases with an estimated value under
$2,500.00 must be affected by means of an
Internal Purchase Requisition leading to the
creation of a UNB Purchase Order.
• Written quotations are not required: however,
it is recommended that more than one
supplier be considered for the supply of the
product or service to maximize value.
PURCHASES OVER $2,500.00 THAT DO
NOT REQUIRE THE BID PROCESS
• Purchases with an estimated value within the
following ranges must be initiated by an
Internal Purchase Requisition and requires a
minimum of two written quotations.
– Goods
$2,500.00 > $ 25,000.00
– Services
$2,500.00 > $ 50,000.00
– Construction $2,500.00 > $100,000.00
PURCHASES REQUIRING A BID
PROCESS
• To comply with the requirements of the Public
Purchasing Act, the Atlantic Procurement
Agreement and the Agreement on Internal
Trade, purchases with an estimated value that
exceeds the set UNB Procurement thresholds
must be made following a Public Tender,
Public Vendor Qualification Process or a
Request for Proposals process as determined
by Procurement Services.
BID PROCESS THRESHOLDS
• Goods
$ 25,000.00
• Services
$ 50,000.00
• Construction $100,000.00
• Purchase requirements over these thresholds
cannot be divided to avoid the competitive
process and any attempt to do so is in direct
violation of UNB policy and the Public
Purchasing Act.
BIDS PROCESS
• To initiate a purchase using a bid process,
employees may submit a completed Internal
Requisition or contact Procurement Services
to determine which bid process will be used.
– A public tender/Request for Proposal
– A public vendor qualification
PUBLIC TENDER/REQUEST FOR
PROPOSAL
• Formal solicitation document inviting binding
proposals for delivery of goods, services, and/or
construction.
• This process is used primarily for those situations
where generic specifications or requirements are
used to obtain products or services which best
meets their needs.
• UNB follows a strict set of procedures regarding
the receipt, custody and opening of bids
PUBLIC VENDOR QUALIFICATIONS
• A process during which vendors are
prequalified before they are able to
participate in the bid process.
• This document solicits vendors for the
purpose of identifying and prequalifying
capable vendors based on specific criteria.
BID PROCESS TIMELINES
1. Department to establish an estimated
value(usually list price) of Goods or Services.
2. Department requests Bid template document
from Procurement Services.
3. Department adjusts template, including
evaluation criteria and returns it to Procurement
Services for review and final approval.
4. Procurement Services posts the approved bid
document on the New Brunswick Opportunities
Network(NBON) for a minimum of 17 days.
BID PROCESS TIMELINES(con’t)
5. Submissions are received by Procurement
Services on or before the closing date and time.
6. Procurement Services reviews the submissions
for compliance based on mandatory requirements
as set out in the bid document.
7. Department signs out submission documents
from Procurement Services for evaluation.
8. Department reviews and scores each submission
based on the evaluation criteria as set out in the
bid document.
BID PROCESS TIMELINES(con’t)
9. Department makes an award recommendation to
Procurement Services and forwards an
authorized/approved Internal Purchase
Requisition for the creation of a purchase order.
10. All respondents are contacted by Procurement
Services informing them of the successful bidder.
11. Award is posted on NBON and a purchase order
is created and sent to the vendor. This creates
the contract between the University and the
vendor.
BID PROCESS EXEMPTIONS
• Sole Source – Goods or services can only be provided
by a single source. A valid explanation is required.
• Match Existing – Goods or services that must match
existing goods or services.
• Research Integrity – Specific vendor must be used to
maintain the integrity of a research project.
• Unique Qualities – This is mainly used when entering
into a service contract with an individual that has
Unique Qualities for a specific project(sole source).
• Any exemptions must be approved by Procurement.