Strategic Procurement

About Strategic Procurement

Dell Contract Details

Policies & Procedures

P-Card

P-Card Reconciliation Process

Non-Domestic Ordering (Ordering outside of Canada)

Office Supplies (Grand & Toy)

Commodities Listing

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.

[TOP]

Dell Supply Managed Contract Details

Ordering:

Step 1

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

Step 2

Dell computer orders are placed through the Campus Store.
Extension: 27873
Email: macmicro@mcmaster.ca

If the purchase is for research, please ensure that appropriate Research Finance approvals are on the requisition (for any value).

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 should be within 10 business days of order.

Questions:

Please feel free to contact:

[TOP]

Policies & Procedures

Goods & Non-
Consulting Services
Purchase Method When to use
(suggested)
Advantages
$0 - $10,000 P-Card -Small, infrequent purchases
-Low $ purchases requiring quick payment
-Quick method
-Instant payment
Non-PO Voucher -Low $ purchases paid upon invoice -Pay after invoice
$0 - $10,000 Purchase Requisition with 1 valid price confimation -Repetitive purchases
-Blanket orders
-Contracts
-Purchases requiring formal process
-AP processes invoice payment
-Aren't required to self-assess taxes on foreign currency orders
-Formal receiving on order
-Traceability
-Account # on Req. so not required to track down account# for invoice payment
$10,001 - $50,000 Purchase Requisiton with minimum 2 written quotes All purchases
$50,000 - $99,999 Purchase Requisition with Minimum 3 written quotes
$100,000 or more

Purchase Requisition after Open competitive RFx bid process (Public/MERX)

Consulting Purchase Method When to use  
$0 - $99,999 Purchase Requisition with minimum 3 written quotes or after open competitive RFx bid process (Public/MERX) All purchases -See above
$100,000 or more Purchase Requisition after Open competitive RFx bid process (Public/MERX)
[TOP]

P-Card (BMO MasterCard - formally known as the Acquisition card)

Benefits of the NEW P-Card Program

  • LIMITS: Each cardholder will have a monthly limit of $50,000 with a transaction limit of $10,000 (limit can be decreased when requested).
  • SECURITY: The new P-Cards will be embedded with chip technology and pin codes will be assigned to all P-Cards.
  • STATEMENTS:Statements will be downloaded directly into the PeopleSoft program, so no more waiting for your statements to arrive in the mail.

  • The Application for a BMO P-Card can be found here. When completed, please forward to Roxanne Headrick, BMO P-Card Administrator, headrir@mcmaster.ca.

    Need Training? Please go to the MOSAIC Learning Hub to register for the Procurement Card (P-Card) reconciliation training.

    [TOP]

    P-Card Reconciliation Process

    Monthly P-card transactions are to be reconciled within Mosaic.

    The instruction guides below will assist with this process:

    Pulling up One Month of Transactions at a Time

    Reconciliation Process

    Printing One Month of Transactions at a Time


    Current Reconciliation Schedule:

    STATEMENT MONTH
    TRANSACTIONS AVAILABLE FOR RECONCILIATION
    METHOD TO RECONCILE CHARGES

    DEADLINE DATE

    (Approvals obtained & paperwork to AP DTC-401)

    June 2014 Nov 13, 2014 P-card Module Nov 25, 2014
    July 2014 Dec 1, 2014 P-card Module Dec 18, 2014
    August 2014 Dec 19, 2014 P-card Module Jan 14, 2015
    September 2014 Jan 15, 2015 P-card Module Feb 6, 2015
    October 2014 Feb 10, 2015 P-card Module Feb 19, 2015
    November 2014 Feb 20, 2015 P-card Module Mar 5, 2015

    December 2014 / Januauary 2015

    Mar 6, 2015 P-card Module Mar 19, 2015
    February 2015 Mar 20, 2015 P-card Module Mar 30, 2015
    March 2015 Mar 31, 2015 P-card Module Apr 13, 2015
    April 2015 Apr 28, 2015 P-card Module May 13, 2015

    ***NOTE: Shaded area represents the months already loaded into Mosaic. Red type represents the months that are now past due.

    P-card transactions are now up to date in Mosaic. Going forward, P-card transactions will be loaded into Mosaic on the 28th of each month (or the next business day if the 28th falls on a weekend/holiday) The completed reconciliation package is due in Accounts Payable OJN-320 on the 15th of each month (or the next business day). For example: the last line of the schedule above reflects the future April deadline.


    Delegate/ Proxy:

    When assigning a Delegate/Proxy to your P-card, please complete the P-card Proxy Delegation Assignment Form.

    P-card Proxy Delegation Assignment Form

    ***NOTE: By designating another person/s to act as your proxy/delegate, you are authorizing "said" person to complete the monthly reconciliation process within Mosaic, and to purchase goods/services on the P-Card assigned to you.

    [TOP]

    Non-Domestic Ordering (Ordering outside of Canada)

    Please notify our Customs & Traffic Department regarding Non-Domestic orders purchased on your P-Card. When sending your email please ensure you include the following:

  • Company Name & Address
  • Item Purchased (Item Number & Description)
  • Pricing (Copy of scanned Quotation)
  • Account Number (Required if additional shipping charges are incurred.)

  • By sending the following information to customs@mcmaster.ca (John Bentley) and yeoj@mcmaster.ca (Jan Yeo) they will have the required information to ensure your goods can cross the border smoothly

    When using your P-Card for crossborder shipments, please give the supplier(s) your pre-Mosaic, 10-digit account number as the PO number. Please ask the supplier(s) to ensure the number is on the commercial invoice and on ALL packaging.

    [TOP]

    Office Supplies: Office Max (Grand & Toy)

    In celebrating our renewed partnership with Grand and Toy, they are holding an event at the Student Center on May 28th, 2015 from 10:00am to 2:00pm.

    Grand & Toy will be providing snacks and beverages. If you are interested in participating in this event please RVSP to: mcmastersupport@grandandtoy.com

    Strategic Procurement has renewed our contract with Office Max (Grand & Toy), for an additional 8 years. Office Max (Grand & Toy) has also won the award for supplying paper products to the University. Significant benefits are derived from this partnership. Departments are encouraged to purchase supplies from Office Max (Grand & Toy) in order to fully realize the savings and advantages gained from our current agreement.

    To create a Grand & Toy account to order office supplies and toner please email a completed Account Set-up form (found below) to mcmastersupport@grandandtoy.com, stating that you are presently looking to set-up an account. The form below can also be used to modify existing accounts, please ensure you provide your chartfield account number and existing Grand & Toy account number. 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.

    McMaster (Grand & Toy) Account Set-up / Revision Form:

    To purchase paper please continue to place your orders with the Campus Store by emailing: orderpaper@mcmaster.ca. The Campus store provides:

  • Letter, 8.5"X11" (5000sheets/case)
  • Legal, 8.5"X14" (5000sheets/case)
  • Ledger, 11X17 (2500sheets/case)

  • Required Information to order paper with the Campus Store found below: https://campusstore.mcmaster.ca/faculty-staff/order-paper.html

    [TOP]

    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.