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Invitation to Quote – Standard Operating Procedure

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 $100,000. A minimum of 3 (three) supplier quotations are required under the University’s Procurement Policy.

There are 3 templates that can be used to invite suppliers to provide a quote:

  1. Invitation to Quote – Goods
  2. Invitation to Quote – Services
  3. Invitation to Quote – CFI-Funded

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

1
Download the appropriate template (Goods, Services, or CFI). Review the General Instructions and Conditions which must be adhered to by both the supplier and the requesting department.
2
Complete the Timetable (Issued On and Respond By dates), and the Requesting Department contact information. Complete the Product/Service requirements with all the necessary goods and/or services to be purchased.
3
Email an identical copy to each supplier, noting in the email the Respond By date.
4
After the Respond By date, review all received quotations, including the supplier Acknowledgement; this section must be completed and signed by the supplier to confirm they understand and comply with the specified General Instructions and Conditions. Determine whether to accept one of the quotations and place an order with the selected supplier.

Notes:

  • Keep on file any “no quotation” responses from suppliers who decline to quote. Make sure the reason for the decline is included.
  • There is no obligation to make a purchase resulting from any quotation solicitation.
5
If making a purchase:

St. George Campus & UTM
Create a Purchase Order in FIS, attaching all received supplier quotations (including any “no quotation” responses). The Purchase Order will be reviewed by Procurement Services, and when released you will receive an email with a PDF copy.

UTSC
Create a Purchase Requisition in FIS, and forward documentation to your procurement campus contact for review and Purchase Order issuance.

6
Send a copy of the Purchase Order to the selected supplier.