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Office of FINANCIAL SERVICES

Tenders

Tenders are formal offers, detailed in writing and meeting predetermined criteria, to execute certain work or supply certain commodities at a given cost.

Tenders must be requested for any one intended purchase with an estimated cost of $100,000 or more. Tenders may be called on purchases or other transactions with a value of less than $100,000.

Approval may be given, in writing and in accordance with the limits of the financial delegations, to an exemption in the calling of tenders by the Vice- Chancellor, the Deputy Vice-Chancellor or the Chief Accountant.

Tenders for all building work must be handled through the Buildings and Grounds Office.

 Tenders can be for:

  • The supply of a specified quantity of goods at a set time
  • The supply of specified goods in quantities and at times dictated by the needs of the University (period contracts)
  • For services on specified occasions or for a nominated length of time
  • Construction of works and buildings
  • Sale of assets
  • Leasing of equipment
  • Maintenance of property and equipment.

Calling for tenders

Invitations to submit tenders may be on a wide basis using advertisements (that is, public tendering) or on a limited basis, to a restricted number of suppliers (that is, selective tendering). Selective tendering is likely to follow the expressions of interest process.

All information regarding tenders must be kept confidential.

Either the financial unit or the Purchasing section may call for tenders.

Tender specifications should not be so narrowly drawn as to eliminate acceptable solutions. Tender documents should state whether non-conforming tenders will be considered and if so, explain how they will be assessed.

To obtain tenders:

  1. Place media advertisements calling for submission of tenders specifying:
    • Requirements as determined by the financial unit
    • Closing time and place.
  1. Open all tenders together under the independent scrutiny of an officer from another financial unit not involved in the transaction.
  2. Assess tenders strictly in accordance with the original specification.
  3. Accept the lowest tender conforming to the specification, except in exceptional circumstances (for example, financial instability of a tenderer). If you do not accept the lowest tender, document the reasons for the decision and forward them with any subsequent requisition to the Purchasing section.
  4. Have the accepted tender approved by an officer with sufficient delegated authority and forward it to the Purchasing section.

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