Competitive Procurement

(1) The Chief Executive Officer must obtain at least 3 written competitive quotes for any procurement of goods, services or works that cost more than $100 but less than $20,000.

(2) A quote from Government Supplies and Government Printing is required when procuring common use goods listed on the Standard Stores Index and for the printing of books, brochures, newsletters or other printed materials capable of being supplied by Government Printing.

(3) Where the procurement of a good or service costs less than $100, competitive quotes may be received verbally but must be documented and signed by the officer receiving the quotes.

(4) Tenders must be called for the procurement of goods, services or works that cost over $20,000.

(5) Every invitation to tender shall be issued so as to promote the submission of competitive offers.

(6) Despite provisions 12 (1) and 12 (4), a Chief Executive Officer or a tender board can approve that tenders or quotes not be sought where:

(a) there is only one supplier capable of supplying the goods, services or works;

(b) there is a standing annual contract established with the agency; or

(c) a supplier has been nominated by an aid agency which is fully funding the procurement.

(7) Where a Chief Executive or a tender board has given approval not to seek tenders or written quotes, they must do so in writing.

(Finance Instructions 2005 s(12))

Competitive Procurement

• Public tenders must be called for any procurement of goods, services or works valued at $10,000 or more, unless a Tender Board or the CEO has approved an exemption in accordance with Finance Instruction 3.2.10.
• Competitive quotes, instead of public tenders, may be called for procurements below $10,000 unless the CEO has approved an exemption in accordance with Finance Instruction 3.2.10.
• When deciding whether to obtain competitive quotes for any procurement, the officer with delegated procurement authority, must consider the following factors:
• the volume and value of the goods, services or works required;
• the availability of the goods, services or works in the local and overseas markets;
• whether the goods are listed on the Standard Stores Index or the Standing Contractors List issued by the Controller of Government Supplies.
• Where it is decided not to have a public tender, the officer with delegated procurement authority must ensure that at least three competitive quotes are obtained in writing from reputable suppliers for any procurement. This should include a quotation from Government Supplies and Government Printing for any procurement of common use goods listed on the Standard Stores Index or for the printing of books, brochures, newsletters or other printed materials capable of being supplied by Government Printing.
• Quotations may be received by telephone for the purchase of goods or services estimated to cost less than $100. These quotes must be recorded and certified by the officer receiving them.
• Officers found splitting purchase orders to circumvent the need to obtain written quotations (less than $100) will be liable for surcharge.

(Pro-forma Finance Manual)