Procurement Check List

Procurement Check list

IT IS MANDATORY TO COMPLETE THIS FORM BASED ON ONE OF THE FOLLOWING REQUIREMENTS:
RFP & Contracts Requesting Exceptions / Exemptions to Bid Solicitation
Supplier’s Name
Description of Procurement
Type / Goods Goods & services Services Construction work
Agreement term / Agreement term:
year(s) with irrevocable option(s) to renew for period(s) of one year(s) each.
from 20YY/MM/DD to 20YY/MM/DD
from 20YY/MM/DD until services are completed without exceeding 20YY/MM/DD
no term applicable; one-time purchase
Frequency / One-time purchase
Recurring
Amendment / Type of Expense / Capital Non-capital
Global Value
(Including option periods) / $ CAN (excl. taxes)
Requested by / Department
Title / Cost center

/ Has Supply Management Services (SMS) been involved / consulted from the initial stage of the project through to completion while ensuring compliance to the Procurement Policy?
If the answer is Yes, Name of the SMS representative: Initials: _____ / Yes No
/ Authorized signatories as per DSA:
/ Do the products/services to be acquired include any technological characteristics /interface
(re: article 1.2 Appendix C of Procurement Policy 2.3.06)?
If the answer is Yes,
Provide the name(s) of Technologies personnel who were involved right from the beginning of the process and who gave their authorization / validation: / Yes No
/ For requirements in excess of $500,000 has public solicitation (MERX) been used? / Yes NoN/A
a) If the answer is No,
provide the reference to the appropriate exception listed in the Policy (reference section 3.2 and provide a short and complete justification as to why the exception is applicable by using the space provided, or if necessary section #14 below. / a) Reference3.2:
Select in lista-resale to publicb-cultural/artisticc-authorized professionalsd-financialse-outside Canadaf-experiment/prototypeg-surveys,advertisingh-pre-qualified goods services--Exception 2.1 applicable
Reason:
Supply Management Service (SMS) must be consulted with regard to any requested Exceptions / Exemptions to obtaining public offers as prescribed in the Policy.
Provide the name of the SMS representative: Initials: ______
/ When bid solicitation is prescribed (re: Appendix B of 2.3.06 Procurement Policy), have competitive offers been solicited? / Yes NoN/A
a) If the answer is No,
provide the reference to the appropriate exception listed in the Policy (reference section 2.1), and provide a short and complete justification as to why the exception is applicable by using the space provided, or section #14 below. / a) Reference2.1:
Select in lista-only supplierb-guarantee continuationc-urgentd-confidentiale-exceptional advantagef-health/legal professionalsg-prototypeh-national agreementi-buying groups
Reason:
b) If the answer is No and no exception listed in the Procurement Policy is applicable, complete an “Exemption – Justification & Approval Form.” All Exemptions must be pre-approved by the Vice-President and Chief Financial Officer. Attach the duly signed Exemption form. / Form:
Supply Management Service (SMS) must be consulted with regard to any requested Exceptions / Exemptions to obtaining competitive offers as prescribed in the Policy.
Provide the name of the SMS representative: Initials: ______
/ Number of invited suppliers
/ Number of responses from suppliers
/ Request method: Price and Availability Request; Request for Quote; Request for Proposal; Request for Standing Offer; Request for Supply Arrangement
If an RFP, RFSO or RFSA was issued, please provide the RFX #: / PAR RFQ
RFP RFSO RFSA
/ The solicitation document was drafted from a valid standard template provided by Legal services or Supply Management Service (SMS)? / Yes NoN/A
/ Suppliers’ offers documented and available upon request? / Yes NoN/A
/ Evaluation criteria and results documented and available upon request? / Yes NoN/A
/ Financial information:
a) Was evaluation of financial health performed?
b) Were billing & payments, taxes, validated with Finance & Administration, documented and available upon request?
Name of Finance & Administration resource: /
Yes No,
Reasons:
Yes No,
Reasons:
/ Contract / Agreement /PO information
a)Indicate how the purchase transaction will be executed; / ContractPO
b)Contract / Agreement was drafted from a valid standard template provided by Legal services or Supply Management; / Yes NoN/A
c) If answer to b) is No or significant changes to standard templates were made,
has the Contract / Agreement been reviewed and validated by Legal services?
d) If Legal Services has reviewed the Contract / Agreement, please provide the name of the Legal Counsel:
e) Were the amounts related to Risk management clauses (insurance, liability, etc.) in the Contract /Agreement reviewed and validated by Risk Management?
Name of Risk Management resource: / Yes No,
Reasons:
Yes No,
Reasons:
/ OTHER INFORMATION:

Procurement Checklist_20130401_EN.docx Version 201304011 / 2

The requester certifies that they do not and will not have any conflict of interest (actual, potential or perceived as per Corporate Policy 2.2.03), with the selected vendor for this business transaction, and that this procurement transaction complies with the principles stated in the Procurement policy 2.3.06. / Date:

Procurement Checklist_20130401_EN.docx Version 201304011 / 2

For CBC/Radio-Canada administrative purposes only / Contract reference number:
PO reference number:

Procurement Checklist_20130401_EN.docx Version 201304011 / 2