Public sector: Model Procurement and Contracting Procedures
The first of its kind in Canada, the Procurement School is offering a trade-agreement
compliant comprehensive Procurement Procedures Manual designed for Canadian
public sector organizations.
Whether you’re a small entity operating without a dedicated procurement department or
a large organization with centralized procurement processes, our manual is designed to
fit your needs seamlessly.
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Who is this for?
- Decision makers/project sponsors/person responsible for the procurement function in any organization: COO, Treasurer, VP Finance, Director Procurement, Procurement Manager, Chief Administrative Officer
- Buyers, procurement staff, Department heads, Line managers
Pain areas
- When the organization has no procedures, or more commonly, has a few but not comprehensive centralized procedures then (a) staff do their own thing, (b) no controls in place to ensure integrity of procurement/contracting, (c) no consistency in approach, (d) efficiencies are lost as people constantly ask what am I supposed to do? (e) compliance risks, (f) if no procurement expertise onsite, staff have no guidance on how best to proceed
- Net Effect is (a) Likely not always getting best product or best value for money, (b) High risk of bid challenges, complaints and disputes, (c) Nothing to manage legal and reputational risks, (d) Loss of bidder interest if organization is not following the best practices – bidders do not want to waste their time, (e) Loss of efficiencies
The procedures manual addresses all of this by providing a centralized and comprehensive manual that is easy for staff to understand and use, ensuring consistency and compliance.
Key Components
- Step-by-Step Guidance: From procurement planning to end of term contract assessment, our manual provides a comprehensive roadmap.
- Procurement Process Flowchart and Master Checklist: Simplify complex
processes with these easy-reference tools. - Procedures and Guides:Navigate every stage of procurement with ease, including strategy design, RFx document selection, information gathering, bid evaluation, debriefing sessions, negotiation, and contract awarding.
- Tools and Templates: Access a range of internal approval requests, bidder notifications, and public postings templates for streamlined operations.
Key Features:
- Expert Development: Crafted by seasoned procurement and legal professionals with extensive experience in Canadian public procurement.
- Compliance: Fully compliant with trade agreements, ensuring adherence to regulatory standards.
- Best Practices: Reflects the pinnacle of procurement administration best practices.
- Ease of Use: Written in plain English and designed for user-friendliness.
- Customizable: Easily tailor the manual to suit your organization’s unique requirements with our comprehensive customization instructions.
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| Document Number | Document Name (Asterisk means this is intended to be customized by the user based on its systems and practices and is not available as an off-the-shelf procedure) | Price |
| PROCEDURES | ||
| P010 | Annual Procurement Planning Procedure | $175.00 |
| P020 | Developing the Procurement Strategy | $350.00 |
| P025 | Low Dollar Value Procurement Procedure | $175.00 |
| P030 | Competitive Procurement Procedure | $350.00 |
| P040 | Non-Competitive Procurement Procedure | $175.00 |
| P050 | Preparing the Scope of Work Procedure | $350.00 |
| P060 | Procurement Card Procedure* | |
| P070 | Purchase Order Procedure* | |
| P080 | Contract Preparation and Signature Procedure | $175.00 |
| P090 | Contract Negotiation Procedure | $175.00 |
| P100 | Purchasing from a Standing Arrangement Procedure | $175.00 |
| P110 | Establishing and Using a Prequalified Supplier List Procedure | $350.00 |
| P120 | Buying Group Purchasing Procedure | $525.00 |
| P130 | Initiating Online RFx Procedure* | |
| P140 | Invitational Competitive Process Procedure | $700.00 |
| P150 | Public Competitive Process Procedure | $350.00 |
| P160 | RFP Bid Evaluation Procedure | $350.00 |
| P170 | Bidder Disqualification Procedure | $350.00 |
| P180 | RFx Cancellation Procedure | $350.00 |
| P190 | Pre-Contract Verification Procedure | $350.00 |
| P200 | Bidder Debriefing Procedure | $350.00 |
| P210 | Managing Supplier Complaints Procedure | $350.00 |
| P220 | Record Retention Procedure* | |
| P230 | Invoice Processing Procedure | $525.00 |
| P240 | Contract Amendment and Extension Procedure | $350.00 |
| P250 | Contract Termination Procedure | $350.00 |
| P260 | Supplier Suspension Procedure | $700.00 |
| GUIDELINES | ||
| G010 | Defining Initial Contract Term and Options | $525.00 |
| G020 | Strategic Sourcing Options | $175.00 |
| G030 | Standing Arrangement Guidelines | $350.00 |
| G040 | Prequalified Supplier List Guidelines (Multi-Use Lists) | $350.00 |
| G050 | Buying Group Guidelines | $350.00 |
| G060 | Pre-RFx Information Gathering | $525.00 |
| G070 | Calculating the Procurement Value under Trade Agreements | $350.00 |
| G080 | RFx Selection Guidelines* | |
| G090 | Managing Bidder Inquiries | $525.00 |
| G100 | Managing Bid Process Irregularities* | |
| G110 | Contract Management Guidelines (Best Practices) | $525.00 |
| G120 | Assessing Contract Results Guidelines | $350.00 |
| TOOLS AND TEMPLATES | ||
| T005 | Annual Procurement Plan Template | $175.00 |
| T010 | Procurement Process Flowchart | $350.00 |
| T015 | Master Procurement Checklist | $350.00 |
| T020 | Procurement Strategy Approval Request Form | $350.00 |
| T030 | RFx Addendum Template | $175.00 |
| T040 | RFx Cancellation Notice Template | $175.00 |
| T050 | Evaluator Conflict of Interest and Confidentiality Declaration Template | $350.00 |
| T060 | RFP Evaluation Team Scoring Form Template | $350.00 |
| T070 | Contract Award Notice – Preferred Bidder Template | $350.00 |
| T080 | Contract Award Notice – Unsuccessful Bidder Template | $175.00 |
| T090 | Contract Award Notice – Disqualified Bidder Template | $175.00 |
| T100 | Contract Award Notice – Public Notice Template | $175.00 |
| T105 | Non-Competitive Award – Bidder Communications Template | $175.00 |
| T110 | Contract Amendment Template | $175.00 |
| T120 | Contract Term Extension Template | $525.00 |
| T130 | Notice of Termination – For Convenience Template | $350.00 |
| T140 | Notice of Default Template | $175.00 |
| T150 | Contract Close-Out Letter Template | $175.00 |
| T160 | Competitive Contract Approval Request | $175.00 |
| T170 | Public Notice of Participation in a Buying Group Template | $175.00 |
All templates:
If you wish to buy the entire Procurement Procedures Manual, then we offer
- 20% discount on the standard price which is $13,720
- 2 hour complimentary session with our subject matter expert to discuss your organization’s needs
Custom Quote:
Procurements Procedure Manual can be sold in a bundle, in parts, and can also be customized. Please schedule a complimentary call with our subject matter expert to understand your organization’s needs to generate a custom price quote.
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