Go to Main menuGo to Content

Invitation to Quote – Standard Operating Procedure

Print Friendly, PDF & Email

Application

This Standard Operating Procedure identifies the process for obtaining identical written supplier quotations for the purchase of both goods and services greater than $25,000 and less than $100,000i.  A minimum of 3 (three) supplier quotations are required under the University’s Procurement Policy.

There are 2 templates that can be used to invite suppliers to provide a quote:

  1. Invitation to Quote – Goods
  2. Invitation to Quote – Services

It is recommended that the Requesting Department issue more than 3 invitations to different suppliers to ensue receipt of the minimum number of required responses from which to make an informed purchasing decision.

When determining the total cost of the intended purchase, it is important to include annual maintenance fees, warranties and/or goods and/or services that may be required over a period of time. For CFI funded projects, an informative checklist is available to assist with developing a comprehensive quote request.

The University is required to comply with the Accessibility for Ontarians with Disabilities Act (AODA), and Suppliers should be encouraged to quote on goods, services or facilities that can be accessed by anyone with an accessibility requirement. For more information see the Ontario Accessibility Rules for Procurement and the University of Toronto AODA Office.

Definitions

Supplier Invitation to Quote: Method used by internal University community to obtain pricing for acquisitions of goods and/or services under $100,000.00.

Requesting Department: Department who has identified a purchasing need and is requesting a supplier quote.

Process

Step 1 Download the Supplier Invitation to Quote form for either Goods or Services. Review the General Instructions and Conditions which must be adhered to by both the Supplier and the Requesting Department.
Step 2
Complete the University of Toronto Requesting Department fields with the Department Contact Information, Issued Date and Respond By Date.
Step 3 Complete the Product Requirement(s) fields with all the necessary Goods and/or Services to be purchased. Where a brand name is specified, add “or equivalent” in the Item Description field.
Step 4
Complete the form and email one to each selected Supplier noting the Respond By Date by which their response is to be submitted.
Step 5
After the Respond By Date has passed, review all received quotations and makes the purchasing decision.
Step 6
After the closing date and time, the Requesting Department may review all received Supplier Quote Solicitations. It is important to note the acknowledgement section must be completed by the supplier to confirm they understand and comply with the specified General Instructions and Conditions.
Step 7
The Requesting Department determines whether to accept one of the quotations and place an order with the selected supplierii. The Requesting Department is not obligated to make a purchase resulting from any quotation solicitation.
Step 8
If making a purchase, the Requesting Department must:

  1. Create a Purchase Requisition (PR) in FIS.
  2. After the PR is created, send to purchasing.help@utoronto.ca the PR# and all received supplier quotations (including all “No Quotation” responses).

The Requisition will be reviewed, and when the Purchase Order is created, Procurement Services will notify the Requesting Department. In addition, a hard copy will automatically print on the Requesting Department’s specified printer.

Note: It is the Requesting Department’s responsibility to send the Purchase Order to the selected supplier to give effect to the purchase. For departments at U of T Mississauga and U of T Scarborough, please forward the appropriate documentation to your respective Buying Centre.


i The Supplier Quote Solicitation form may also be used for purchases less than $25,000.

ii If the supplier providing the lowest price is not selected, the end user should provide a rationale (e.g. could not meet the specified delivery date).