Invitational Competitive Procurement
Value 0~121,200 CAD (taxes included)
Overview
At Laurentian University, invitational competitive procurement for goods and services is based on type, dollar threshold, documentation, and authority. Obtaining supplier quotations or issuing an invitational tender call is required to allow suppliers in the marketplace a fair and transparent opportunity to supply the University with the goods and services needed for business purposes.
Definition
Invitational competitive procurement is the contractual acquisition (purchase or lease) by the University of any good or service, which enables some but not all suppliers to compete in a fair and competitive environment.
An invitational competitive process involves requesting a minimum of three qualified suppliers to submit a written proposal based on the requirements outlined by an individual or organization.
Invitational Quoting Requirements
When conducting invitational procurement, all invited suppliers must be provided with an equal and fair opportunity to supply the University with the required goods and/or services. This is achieved by ensuring that the same scope of work, specifications and requirements are shared with all suppliers invited to quote. Using a consistent template ensures that requirements are clearly communicated and that all suppliers receive the same information.
Departments are required to seek guidance and consultation from the Office of Procurement and Contracts when requesting supplier quotations.
Thresholds
Please click here to learn about the thresholds.
Time Management
Invitational competitive procurement timeline can vary and may take up to 6 weeks 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 - Review and provide feedback on ITQ 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 | 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 (If required) | 1 week | Request for a LU code if needed | Verifications |
| ITQ Process | 2-4 weeks |
- Provide answers to any supplier questions directly to your Procurement Officer. -Evaluation | -Post the ITQ documents publicly on Bonfire - Provide a project-specific evaluation guide and relevant training on the evaluation process - Monitor for supplier questions - Post addenda (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.