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.
Types of Invitational Competitive Procurements (RFx)
Procurement Services will advise you on which RFx is most appropriate for your needs when you submit an intake form.
- Invitation to Quote (ITQ)
- Request for Proposal (RFP)
- 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.
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.
How to Buy
The University, its employees and agents shall procure goods and services in an open, fair and transparent manner in a competitive environment so that all transactions yield the optimal benefit to the University.
Laurentian University is committed to fair, ethical, legal, environmental, and professional business practices.
Departments are required to seek guidance and consultation from the Office of Procurement and Contracts PRIOR to requesting supplier quotations.
Please click here for more details.
Thresholds
Please click here to learn about the thresholds.
Time Management
Invitational competitive procurement timeline can vary and may take more than six weeks to complete from when you are assigned a Procurement Officer. This timeline can increase substantially with project complexity. It is important to contact Office of Procurement and Contracts 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 – Office of Procurement and Contracts 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 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 Provide guidance regarding the process, expectations, timelines, and requirements. |
| LU Code Authorization (If required) | 1 week | Request for a LU code if needed | Verifications |
| RFx Process | 2-4 weeks | 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 | Draft RFx documentation based on your requirements Provide a project specific evaluation guide and relevant training on the evaluation process |
| Post RFx | 4 weeks + | Provide answers to any supplier questions directly to your Procurement Officer.
| Post the documents |
| Evaluation | 1 week | Evaluation and Scoring | Evaluation and Scoring |
| Negotiation and Contract Award | 1 week + | Provide inputs ONLY to the Office of Procurement and Contracts | Ensure that internal governance is met prior to award Notify unsuccessful proponents Post required award information publicly Review and Assess |
| Requisition | 1 week | Enter the requisition in Ellucian. | Review |
| Approval of Requisition | 1 week | Follow up for approval | Review |
| 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 Suppliers | 1 week+ | After the agreement is signed, submit a Purchase Order Monitor your contract and the supplier’s performance to ensure success! | Duly execute contract and manage signed contracts Ensure the Supplier satisfies any preconditions of award |
Questions?
For further assistance or inquiries, please reach out to our Procurement and Contracts Department at purchasing@laurentian.ca.