Open Competitive Procurement
Value >121,200 CAD (taxes included)
Open Competitive Procurement Overview
As a Broader Public Sector institution, Laurentian University is legally required to engage in competitive procurement. This requirement is outlined in the university’s procurement policy, Ontario’s Broader Public Sector (BPS) Procurement Directive, and other relevant trade agreements. All purchases anticipated to be above the Open Competitive procurement threshold over the life of the contract, including any options for extensions, must be completed through an open competitive procurement. It is important to contact Procurement Services early to ensure your timelines can be met.
It is a transparent and legally compliant process for soliciting goods, services, construction or consulting through a public process. An open competitive procurement provides an opportunity for qualified suppliers or contractors in the market to submit their proposals.
Types of Open Competitive Procurements (RFx)
Procurement Services will advise you on which RFx is most appropriate for your needs when you submit a intake form.
- Request for Proposal (RFP)
- Request for Supplier Qualifications (RFSQ)
- Request for Tender (RFT)
- Request for Quote (RFQ)
Other types of competitive procurement
Refer to our How to Buy main page to learn more about the requirements for purchases valued under the Open Competitive procurement thresholds. Procurement Services also offers Awarded Suppliers and Standing Offers, and options for second stage selection processes from an approved Supplier of Record source (e.g. OECM, MGCS, etc.). Contracts for the goods and services listed here have already been through an open competitive process. Click here to check out the List of Awarded Suppliers.
Time Management
Open competitive procurement timeline can vary and may take a minimum of three months to complete from when you are assigned a Procurement Officer. This timeline can increase substantially with project complexity. It is important to contact Procurement Services early to ensure your timelines can be met.
You have a key role to play in this process and should expect to commit a significant amount of time from planning to awarding to maintaining your timeline. Don’t worry – Procurement Services is here to support you from beginning to end!
Timelines
| Phrase | Timeline | Your Role | Procurement and Contracts' Role |
|---|---|---|---|
| Expenditure Initiation Planning/ Budgeting | 1 week | Provide relevant information about your purchase - Seek out Subject Matter Experts to support you - Review and provide feedback on RFx drafts - Confirm who will evaluate the suppliers’ submissions (this team should also be part of document review) - Determine whether you will engage advisors - Ensure proper approvals are in place for proceeding with the RFx. | Provide a “Scope of Work” to help you gather all relevant information - Assign a Procurement Officer to your project - Draft RFx documentation based on your requirements - Provide guidance regarding the process, expectations, timelines, and requirements. |
| LU Code Authorization | 1 week | Request for a LU code if needed | Verifications |
| RFx Development | 4 weeks | Adhere to the blackout period (once the final RFx documents have been publicly posted, all communications from any potential supplier are prohibited) - Provide answers to any supplier questions directly to your Procurement Officer. -Evaluation of the submissions
| -Post the RFx documents publicly on Bonfire and MERX - Provide a project-specific evaluation guide and relevant training on the evaluation process - Monitor for supplier questions - Post addenda (if applicable) - Organize any site visits, presentations, or interviews (if applicable) -Evaluation and Decision |
| Requisition | 1 week | Enter the requisition in Ellucian. | Review |
| Approval of Requisition | 1 week | Follow up for approval | N/A |
| Procurement Review of Process and Purchase Order Generation | 1 week | Purchase Order generation in Ellucian | Procurement will review the quotation, process and details of the requisition once the requisition is approved by Finance. |
| Engaging with the Vendors | 1 week | After the agreement is signed, submit a Purchase Order Monitor your contract and the supplier’s performance to ensure success! | N/A |
Questions?
For further assistance or inquiries, please reach out to our Procurement and Contracts Department at purchasing@laurentian.ca.