Strategic Procurement

Dell Purchasing Contract Presentation Video

In collaboration with Mohawk College of Applied Arts and Technology and the City of Hamilton, the University has secured a contract with Dell Canada Inc for supplying IT equipment. This will allow the University to receive substantial cost savings and to purchase sustainable products that are EPEAT Gold certified and have an Energy Star rating of 5.0.

Dell will also remove all packaging, breakdown, sort, and recycle all materials based on applicable federal and provincial laws and guidelines. To ensure the proper recycling of packaging, end users should request that delivery personal (usually from Audcomp) take all packaging materials with them.

Dell Supply Managed Contract Details

Ordering:

Step 1

To place an order, you must first create an account for Dell’s Premier Website.

After creating your account, go to the Dell Premier Website and click "My Account" to log in. After logging in, you can configure a system to your specifications and save it as an E Quote. This process is for Precision, Opitplex and Latitude models only as these are the business machines currently offered to McMaster University. Other Dell models may be purchased by logging into Dell.ca. Please configure your system, print the (cart) details, attach it to a Purchase Requisition and send to your Dell McMaster Representative as listed below.

Step 2 BMS_Purchasing_Resources

Forward a purchase requisition referencing the E Quote, to Procurement Services. Please identify who should be notified when the order has been placed (including an e-mail address). NOTE: only one g/l code may be used for each order.

All purchase requisition approvals must be in accordance with the Execution of Instruments. If the purchase is for research, please ensure that appropriate Research Finance approvals are on the requisition (for any value).

Procurement Services will approve the order with Dell within 24 hours. The individual identified on the purchase requisition will receive an e-mail confirming the order and providing an order number. The order can be tracked using the order number.

Step 3

Procurement Services will confirm receipt with the requisitioning department prior to payment for all orders >$5000.

Warranty Service: Call 905-304-1775 (press 2 for service)

Enhanced Services: To request enhanced services please contact the Dell Account Team @ 1-800-387-5752 Ext 2559

Delivery: Delivery is guaranteed within 10 business days of order.

Questions:

Please feel free to contact:

• Barbara Christianson, Senior Procurement Specialist
  905-525-9140 x24587
  christb@mcmaster.ca

BPS-Based Procurement Rules (Old vs. Current)

Goods, Non-Consulting Services, Construction
Old McMaster Rules				Current McMaster Rules
Dollar Value	Quote Requirement	VIA		Dollar Value	Quote Requirement	VIA
$0- $2,500	System Contract / P-Card / Invoice Approval	End User		$0- $2,500	System Contract / P-Card / Invoice Approval	End User
$2,501- $10,000	1 Written Quote	End User / Purchasing		$2,501- $10,000	1 Written Quote	End User / Purchasing
$10,001- $50,000	Minimum 3 Written Quotes	End User / Purchasing		$10,001- $25,000	Minimum 2 Written Quotes	End User / Purchasing
$50,001- $99,999	Open Competitive / MERX Public RFP	End User / Purchasing		$25,001- $99,999	Minimum 3 Written Quotes	End User / Purchasing
≥$100,000	Open Competitive / MERX Public RFP	End User / Purchasing		≥$100,000	Open Competitive / MERX Public RFx*	End User / Purchasing

NOTES:

#1: Open Competitive / MERX Public RFx*
Choose the best method:
RFQ=Request for Quote (If you know what you want and ONLY need pricing) e.g. a black chair, 2 way adjustable, made of leather etc...
RFP=Request for Proposal (if you wan a SOLUTION) e.g. a chair that is comfortable, adjustable and suitable for the disabled.
RFSQ & RFPre-Qual=Request for Supplier Qualification / Pre-Qualification, followed by invitational Tender.

#2: Sole / Single Source Procurements
Any deviation from the above Competitive Requirements MUST be supported by a duly approved Sole/Single Source Certificate.

#3: Consulting Services:
A competitive process must be conducted for all consulting services regardless of value. Any exceptions MUST be in accordance with the applicable Trade Agreement.
Competitive Process:
- $0 up to, but not including $100,000 - invitational or open competitive process
- $100,000 or more - open competitive process

Non-Competitive:
- Under $1,000,000 requires (in addition to the required signatures per the Execution of Instrument) the signature of the President
- Over $1,000,000 requires Board of Governors approval

Acquisition Card

The Application for a BMO Acquisition Card can be found here. When completed, please forward to the attention of Roxanne Headrick, BMO Acquisition Card Administrator, headrir@mcmaster.ca Ext. 24413. The acquisition card can be used for domestic purchases of goods. Please note that purchase requisitions are required for non-domestic orders.

New Office Supplies & Paper Awards

After an extensive Request for Proposal process, McMaster has signed two five-year agreements designating new vendors for office supplies/toner and paper.

Buntin Reid is the University’s new paper supplier. Grand & Toy is the newly designated office supply and toner vendor.

Significant benefits are derived from these partnerships. Areas are encouraged to purchase supplies from these vendors in order to fully realize the savings and advantages gained from these innovative agreements.

Lower office supply prices have been in effect on all Grand & Toy orders since Nov. 1. Buntin Reid’s lower prices take effect Dec. 1. It is estimated the University will save $2.3 million (estimated at 28%) over the next five years due to the lower prices provided under the terms of these agreements.

There are also important sustainability advantages.

Grand & Toy will soon begin shipping orders to campus using reusable totes and bags. These totes and bags will remove 10,000 cardboard boxes a year from the University’s waste stream.

Currently, both companies make multiple deliveries each week to campus. Under these new agreements, the number of deliveries will be reduced to twice-weekly and in the future, once-per-week. This will mean fewer trucks on campus and helping reduce more than two tons of greenhouse gas from entering the environment.

To create a Grand & Toy account please email McMastersupport@officemaxcanada.com, stating that you are presently looking to set-up an account. Grand & Toy will respond to your email as they will seek essential information to create an account. Once the account is set-up Grand & Toy will forward you a password and a link to begin taking advantage of the great offers available.

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About Strategic Procurement

"Supply Chain Management through
value-added services"

Strategic Procurement

Located at:
4th Floor, 50 Main Street East
Hamilton, Ontario
L8N 1E9

Mail to:
1280 Main St. West
Hamilton, Ontario
L8S 4L8

Tel: (905) 525-9140 ext.24413
Fax: (905) 572-1015

Strategic Procurement is comprised of Purchasing Services, Customs and Traffic, and Stores. Strategic Procurement negotiates and makes purchases on behalf of University departments. Two Stores locations (ABB-B166 and HSC-4N43) provide the campus community with a wide variety of inventory of goods to service our day-to-day operations. Customs and Traffic provide clearing and expediting of incoming and outgoing shipments.

In order for the University to continually maintain its objectives and position of leadership, it is imperative that we continually strive for lower costs, improved quality and improved service in every area of our business operation. A large element of costs and quality is purchased material and services. Strategic Procurement strives for cost reduction, process control and more streamlined management of our responsibilities.

Strategic Procurement is an important activity where it is mandatory that the responsibility for buying materials and services be assigned to a group of people trained and skilled in negotiating, contractual terms and conditions, cost reduction and other purchasing techniques. Each one of us is a McMaster University ambassador to those with whom we do business. The primary responsibility of the Strategic Procurement Department is to facilitate the purchase of materials, supplies and services, with the objective that they will be available at the proper time, in the proper place, in the quantity, quality and price consistent with the needs of the University. It is the duty of this Department to ensure all Procurement activity complies with the Broader Public Sector Procurement Directive, and demonstrates Value for Money.