External Business

Procurement

Vendors must obtain a valid purchase order number before providing goods and services to Thompson Rivers University. TRU reserves the right to delay or withhold payment related to goods or services provided without a purchase order number.

As part of its commitment to employment equity, TRU encourages all vendors to have employment equity programs in place which encourages applications from qualified members of the four designated groups: women, aboriginal peoples, persons with disabilities and visible minorities.

All correspondence regarding purchase orders should be addressed to the Purchasing Department in order that complete records will be kept. Without a complete record of transactions, payment of invoices may be delayed.  Only the Purchasing Department can make modifications to a purchase order.

Payment

Thompson Rivers University pays only on invoices, not statements.  Invoices must show a purchase order number and list only those items on the purchase order.

In order to have invoices processed for payment in a timely manner the vendor must ensure the Purchase order number is on all documents. The Purchase, receiving, and payment of all goods and services is tracked by the purchase order number. See general information Accounts Payable.

Insurance

All vendors who are doing work on campus are required to carry Workers Compensation, public liability and property damage insurance. (and in some cases product or professional liability).  A current insurance certificate must be on file in the Purchasing Department.  Details on amounts required are included with bids or may be obtained by calling the Purchasing Department.

Taxes

In all its purchases, Thompson Rivers University is responsible to pay the GST.  Certain goods will fall into an exemption category under the social services tax act.  The vendor will be informed of this exemption and it will be noted on the purchase order with a code against the applicable item which references the social service tax act, sections 2.04,4 (1) r: regulations 2.6, 2.45, 2.46 & 2.47.  The vendor may use this information on the purchase order for their official tax records.

Supplier Selection and Evaluation Criteria

1. Ability to meet

• satisfactory quantity
• satisfactory quality
• price
• service
• delivery

2. Other

• past history
• facilities and technical strength
• financial status
• organization and management
• reputation
• systems
• procedural compliance
• communications
• labour relations
• location

The nature and amount of the purchase will influence the weight attached to the objective.

Bids and Proposals

When a need for goods or services arises, the Purchasing Department develops specifications for that need and issues either a Request for Bid (RFB) or a Request for Proposal (RFP).  The document is sent to vendors known to be able to provide what is needed.  The RFB/RFP includes all the information a vendor should need in order to develop a bid.  Response date and time are given in the document.

In order to receive bid documents, vendors should send a letter to the Purchasing Department listing the products and services they provide and request to be placed on the appropriate bid lists.

If a vendor does not respond to two RFB's or if TRU has experienced an unresolved problem with the vendor, they may be dropped from the bid list.

It is important that you read the entire bid document carefully in order to know exactly what will be expected of you should you be awarded the purchase or contract.

TRU has the right to accept or reject any or all bids, in whole or in part and is not bound to accept the lowest bid if that bid is not in the best interest of TRU.  A bid may be rejected if it is in any way incomplete or irregular.

TRU Purchasing Strives to:

1. Give first consideration to the objective and policies of my institution.
2. Obtain the maximum value for each dollar of expenditure.
3. Decline personal gifts or gratuities.
4. Grant all competitive suppliers equal consideration insofar as provincial or federal statues and institutional policy permit.
5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
6. Demand honesty in sales representation, whether offered through the medium of verbal or written statement, an advertisement, or a sample of the product.
7. Received consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes.
8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier: and/or be willing to submit any major controversies to arbitration or other third party review, insofar as the established policies of TRU permit.
9. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
10. Cooperate with trade, industrial and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods.
11. Foster fair, ethical and legal trade practices.
12. Counsel and cooperate with PMAC members and promote a spirit of unity and a keen interest in professional growth among them.