A brief overview of the Broader Public Sector Procurement Directives and how they affect Carleton University

BPS Procurement Directive –Overview The Broader Public Sector (BPS) Procurement Directives: Provide consistent procurement practices for BPS organizations Ensure that publicly funded goods and services are acquired by BPS organizations through a process that is open, fair, and transparent Ensure accountability through each stage of the procurement process Maximize the value that BPS organizations receive from the use of public funds Applies to Universities, Colleges, Hospitals, Etc. (effective April 1 st 2011)effective

BPS Directives The Broader Public Sector Accountability Act, 2010 introduced in new rules and consistent accountability standards for the broader public sector, including: Increased scrutiny regarding how public funds are spent 25 new Mandatory requirements relating to the procurement of the goods and services Code of ethics and conflict of interest files/Purchasing-Policy-Sept-2012.pdf files/Purchasing-Policy-Sept-2012.pdf Effective management of BPS contracts Competitive acquisition of consulting services regardless of dollar value Funding for lobbyists is no longer permitted

Table # 1 - Goods, Professional Services, Construction & Renovations Total value (before taxes, etc) Means of Procurement Approval Required Process $0 to $5,000Procurement Card Purchase Order Fund/account owner or designate $5,001 - $50,000Minimum of two written quotations Purchase order Fund/account owner or designate Quotations can be obtained by department or Purchasing Services $50,001 – $99,999Minimum of three written quotations Purchase Order Formal Agreement Fund/account owner or designate Quotations can be obtained by department or Purchasing Services $100,000 and aboveFormal open competitive bid process Purchase Order Formal Agreement Fund/account owner or designate A formal bid document is to be posted on MERX and to comply with the BPS Procurement Directives

Table # 2 – Consulting Services Total value (before taxes, etc) Means of Procurement Approval Required Process $0 - $50,000Invitational competitive process – Minimum of two written quotations Fund/account owner or designate President $50,001 – $99,999Invitational competitive process –Minimum of three written quotations Fund/account owner or designate President $100,000 and aboveFormal open competitive bid process Fund/account owner or designate Board of Governors

Professional Services vs Consulting. “ Professional Services” relate to the provision of tactical services such as training, software development, repairs, surveying, etc. Competitive thresholds for “Professional Services” procurement is in accordance with, TABLE 1: “Consultant” means a person or entity that under an agreement, other than an employment agreement, under a fee-for-service arrangement, provides expert or strategic advice and related services for consideration and decision-making, usually in the form of a report Competition must be obtained for consulting services regardless of value as set out below, TABLE 2.

The broader public sector (BPS) Procurement Directive (Directive) replaces the BPS Supply Chain Guideline issued by the Ministry of Finance in Principles AccountabilityOrganizations must be accountable for the results of their procurement decisions and the appropriateness of the processes. TransparencyOrganizations must be transparent to all stakeholders. Wherever possible, stakeholders must have equal access to information on procurement opportunities, processes and results. Value for MoneyOrganizations must maximize the value they receive from the use of public funds. A value-for-money approach aims to deliver goods and services at the optimum total lifecycle cost. Quality Service Delivery Front-line services provided by Organizations, such as teaching and patient care, must receive the right product, at the right time, in the right place. Process Standardization Standardized processes remove inefficiencies and create a level playing field.

Further information If there are any questions regarding the BPS Directives, please contact the purchasing department or see the links below: Ministry of Finance - Broader Public Sector Procurement Directive Carleton University Purchasing Policy pdf