Service Name: Tendering for Procurement of IT Products
Memorial University is required to abide by the Provincial Public Tendering Act for all purchases using departmental funding. This act stipulates that any purchases totalling $10,000 or more requires public tendering. IT Procurement is the primary resource for procurement of IT products at Memorial. They issue an annual standing offer tender which includes commonly sold items. However, if a department requires non standard items or any items that are not included on the current IT Procurement standing offer, IT Procurement will facilitate the procurement process by issuing a public tender on the department’s behalf.
- Any IT related products as requested by the end user providing they can be sourced by IT Procurement and suppliers are willing to submit tender bids.
How to request this service:
By phone, email or in person
Who can avail of this service:
- Memorial University faculty and staff for institutional purchases.
- Hours of operation are Monday – Friday, 10:00 a.m. – 4:00 p.m.
- Immediate service is available by phone, fax or in person during open hours.
- Average time to complete the entire process would be 6 weeks from initial request to receiving the products; provided specifications are readily available and there are no delays with product availability.
Processes and Tools:
- IT Procurement receives request from end user.
- Specifications are finalized and forwarded to the Administrative Assistant to the ITS Director.
- Tender documents are prepared by the Administrative Assistant.
- ITS Director approval is required.
- Documents are submitted to Financial and Administrative Services (FAS).
- Documents are sent to electronic service providers (e.g. MERX. BIDS and PODS) who post them for a minimum period of two weeks.
- Public tender closing held on specified date.
- Evaluation of accepted bids occurs and tender is awarded to the successful bidder.
- Items are ordered from the winning bidder.
- Goods are received by the end user.
- Documentation including bids and ordering information is sent to tendering office in FAS.
Accountabilities and Key Roles:
- IT Procurement staff is responsible for ensuring proper process is followed and desired products are purchased.
- IT Procurement Manager is accountable for ensuring the Public Tendering Act is followed.
Key Performance Indicators:
- Web page feedback
- Email feedback
- In person feedback from clients.
Revision: March 2014
Service Owner: IT Procurement