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How to Buy Goods & Services
Purchasing ServicesFinancial Services Division
Purchasing Services - Financial Services Division
Overview
Options for purchasing goods & servicesWhere to obtain goods & servicesHow Purchasing Services can help you
Purchasing Services - Financial Services Division
Purchasing Options
PCardPurchase Order (UniFi)Standing Order (UniFi) (for repeat purchases)
Contracts / eMarketU of S Internal Stores
Purchasing Services - Financial Services Division
U of S Policies & ProceduresProcurement & Solicitation of Competitive Bids
www.usask.ca/policies
Use Purchasing Services & request a Competitive Bid Process
> $50,000 +
Use Purchase Requisition based on 3 written quotations (or request a Competitive Bid Process through Purchasing Services)
> $5,000 - $50,000
Use PCard based on market knowledge or verbal quotation
< $5,000
REQUIREMENTPURCHASE $
Purchasing Services - Financial Services Division
PCard for Purchases < $5,000
Mastercard Easy to use & reconcile Efficient Cost effective
Purchasing Services - Financial Services Division
Purchase Orders
To be used: For purchases > $5,000 When Suppliers do not accept the PCard
PO Advantages: Audit trail, payment control, proper tax
application, inquiry through UniFi
Purchasing Services - Financial Services Division
Where to Buy Internally USE CAMPUS SERVICES!
Biobars (Freezer Programs) CCS DMT FMD Printing Services Radiation Safety Animal Care Unit
Purchasing Services - Financial Services Division
Where to Buy Externally
Contracted Suppliers eMarket – Stationery & IT Supplies Vehicle Rentals Courier Services Laboratory Consumables & Chemicals Accommodation Agricultural Supplies Etc.
Purchasing Services - Financial Services Division
Three Contracts Units
Corporate Administration Purchasing Services Research Services
Purchasing Services - Financial Services Division
Client Services
PURCHASING SERVICES
Consulting & Advisory Services
Contracts
Competitive Bids
Purchase Orders (UniFi)
Information & Updates
Education & Training
Purchasing Services - Financial Services Division
Supplier RelationshipsSourcing & Technical
Requirements
Competitive Bids
Credit Checks
Supplier Development
Problem Solving
Contract Performance
Contract Negotiation
PURCHASING SERVICES
Purchasing Services - Financial Services Division
Due Diligence & Risk Mitigation
Client DepartmentsClient Departments
External ExpertiseExternal Expertisee.g. Legal Counsel,e.g. Legal Counsel,Funding Agencies,Funding Agencies,
Regulatory AgenciesRegulatory Agencies
Contract LawContract Law
Regulatory RequirementsRegulatory Requirements
PoliciesPolicies
Internal ExpertiseInternal ExpertiseCorporate Admin, Corporate Admin,
Research Services, Research Services, Risk Mgmt, FMD, HRD, Risk Mgmt, FMD, HRD,
Purchasing ServicesPurchasing Services
Competitive Bid ProcessesDemonstrates due diligence & mitigates riskA legal process
all bidders MUST be treated equally
Includes: RFP RFT RFQ RFP
Purchasing Services - Financial Services Division
Purchasing Services - Financial Services Division
Imports & Exports (Duty, Brokerage & Taxes)
Imports > 2,000 shipments annually U of S Customs Broker
No other company s/b authorized to clear shipments!
CBSA Requirements Valuation Tariff Treatment End Use Provisions Reporting Requirements
Other Gov. Departments (OGD’s) Requirements e.g. permits
Imports & Exports
Nothing is ‘free’!University responsible for correctness of all
documentationAdvise Purchasing immediately if
documentation does not match
Purchasing Services - Financial Services Division
Purchasing Services - Financial Services Division
Taxes
GST Goods & Services Tax
PST Provincial Sales Tax
HST Harmonized Sales Tax
VAT Value Added Tax
NRWT Non-Resident Withholding Tax
Purchasing Services - Financial Services Division
Additional Charges
Freight/Courier/ Postage Packaging Handling Duty/Brokerage
Insurance SWEEP (Enviro Handling Charge)
Permits Phone/Fax Credit Rating Reports Other
Purchasing Services - Financial Services Division
Regulatory Agencies & Approvals Agriculture & Agric-Food, Atomic Energy Board CBSA CFIA Health Canada Foreign Affairs & International
Trade Canada / PWGSC Department of Justice RCMP Transport Canada
Internal approvals: Audiovisual equipment Capital construction / purchases Collective agreement issues Furniture Health & safety issues Insurance, indemnity & liability IT issues Live animals Radioactive products Real property, licensing or leasing Research related issues Refrigerators / freezers Visual Identity
Purchasing Services - Financial Services Division
Tips
Plan aheadConsider TOTAL cost = acquisition,
operating, maintenance, disposalConsider timelinesSmall orders = < efficient + > $PO Advantages
Purchasing Services - Financial Services Division
Purchasing Services
Room E150, Administration Building
Phone: 966-6704
Fax: 966-8342
Email: [email protected]
Website: www.usask.ca/purchasing
