An internal requisition must be completed for all purchases. This includes ensuring the following are included

• A copy of the quote from the vendor (or a link to the item being purchased)
• FOAPAL
• Cost + Tax
• Approval from appropriate head of the department
• Quotation Summary Log (if applicable, see section below)
• Exceptions to Open Call for Bids (if applicable, see section below)

A QSL is a document used to compare vendor quotes for a purchase of a good or service. It will outline when three quotes are required. If the goods or services meet these criteria, a QSL will have to be completed and submitted with the Internal requisition.  A copy of the supporting documents that show the three different quotes will also have to be submitted.

A copy of this form can be found under the “Employees” tab on my.mun.ca.

If there is only one provider of the commodity, the QSL will still have to be completed with the appropriate sole source provider justification.

The purchasing clerk will submit the appropriate documents to Strategic Procurement (once everything is approved).

If any of these commodities are beyond the threshold, the commodity would have to go to open call for tenders.

Open Call is a publicly-advertised invitation for suppliers to submit a bid, by electronic advertisement or written media. The threshold for commodities requiring an open call for bids is listed in the table above. The Strategic Procurement Office within the Office of the VP (Finance and Administration) is responsible for this area.

The Distributed Medical Education Office of the FoM uses tendering to help secure long-term accommodations for medical learners. Please see Distibuted Medical Education - Tendering for additional information

Purchases over $133,800 will require an open call for tender.

Please contact medpurchasing@mun.ca and the appropriate individual will provide additional information.

The Finance Department purchases paper through a standing offer with Grand and Toy.

If you only require a couple of cases of paper, please complete an internal requisition with the number of cases required and email it to medpurchasing@mun.ca . Please note that a FOAPAL is not required for this. It is simply to track the number of cases being used per department. Once you have sent the form, you can pick up the cases from the Finance Office suite, located at 2M300.

If you required more than 10 cases of paper, the department will have to set up an account with Grand and Toy by emailing diyaralsafar@grandandtoy.com. Once the account is set up, please complete a paper order form and send to medpurchasing@mun.ca for finance approval. Once you receive the approved copy back from finance, please email the form to federalservies@grandandtoy.com.

If you have a Xerox machine, please contact Xerox for new ink and toner cartridges. The required information can be found on the machine.

For any other link or toner, please check the following

• Eway to determine the estimated cost of the ink for the appropriate printer
• Please contact Mary Lynn Pearson in HSIMS at hsimspurchasing@mun.ca with the details on your printer and see can provide an estimated cost through IT Procurement.

Please use the most economical option for ordering ink or toner. If eway is the cheaper option, please submit an order on the website. If HSIMS provides the better option, HSIMS purchasing will complete the order.

If you wish for the purchasing clerk to pay for membership, an eligibility of membership form must be completed and approved by the Chief Operating Officer. Once approved, an internal requisition, a copy of the membership cost, and the approved eligibility form must be sent to medpurchasing@mun.ca

If a membership is being charged to a research p card, the membership form must be preapproved before charging the p card. Submit the form to medpurchasing@mun.ca and they will obtain the approvals and send it back to the p card holder.

If someone is requesting reimbursement for the membership, please see Accounts Payable for additional information.

For any IT related purchases (computers, monitors, software, etc.), please contact hsimspurchasing@mun.ca and they can provide additional information.