Procurement Process
Consider if your procurement activity involves Consulting Services or Goods and Non-Consulting Services
Consulting Services Goods or Non-Consulting Services
Expert advice and guidance
Assessment without implementation Western’s Standard Procurement Processes Apply
Strategic advice, thinking, guidance or plans Policy 2.8 Purchase of Materials and Services
Consideration and/or decision making
Process Process
Invitational Competitive Procurement Process Informal Procurement Process
• Purchase value under $100,000, excluding • Purchase value under $10,000, excluding taxes
taxes • Select vendor of choice and consider a
• Invite 3 bidders purchasing card (p-card) transaction,
preferred supplier transaction before a
Open Competitive Procurement Process purchase requisition
• Must be used if purchase value
of $100,000 or greater, excluding taxes Invitational Competitive Workflow
• Optional if purchase value under $100,000, • Purchase value between $10,000 and $25,000,
excluding taxes excluding taxes
• Invite 2 to 3 bidders
• Accepted quote must be in writing
Invitational Competitive Procurement Process
• Purchase value under $100,000, excluding
taxes
• Invite 3 bidders
Open Competitive Procurement Process
• Must be used if purchase value
of $100,000 or greater, excluding taxes
• Optional if purchase value under $100,000,
excluding taxes
Exemption Eligibility Exemption Eligibility
Verify single or sole sourcing situation Verify single or sole sourcing situation
Verify exemption under the Agreement on Verify exemption under the Agreement on
Internal Trade Internal Trade
• Perform necessary due diligence • Perform necessary due diligence
• Complete appropriate exception form if • Complete appropriate exception form if
bypassing competitive procurement process bypassing competitive procurement process
• Approve single or sole sourcing per Section 14 • Approve single or sole sourcing per Section 12
of the Related Procedures of Policy 2.8 - of the Related Procedures of Policy 2.8-
(Approval Authority Schedule) (Approval Authority Schedule)
o President o One level higher than usual
(purchase value under $1,000,000) requirement
o Board of Governors
(purchase value of $1,000,000 or greater)
Quick Links:
• Policy 2.8 – Procurement of Materials and Services
• Exemption Form (if procurement value is between $10,000 and $100,000, excluding taxes)
• Exemption Form (if procurement value is greater than $100,000, excluding taxes)
• Agreement on Internal Trade Exemptions
• Consulting/Non-consulting Services – Examples
• Procurement Card (P-Card) Program
Core Procurement Workflows
Competitive Non-Competitive Informal
Open Competitive or
Single or Sole Source Purchase Value Under $10,000
Invitational Competitive
Purchase Need Purchase Need Purchase Need
Identified Identified Identified
Planning Planning Planning
Requirements Requirements Requirements
Competitive
Quote Quote
Document (RFP/RFA)
Blackout Period &
Bid Receipt Evaluation Evaluation
Evaluation Exception Form
Agreement
Executed
Agreement Document
Agreement
Retention
Award Award
Notification Notification
Vendor Document
Debriefing Retention
Document
Retention
Core Procurement Workflows
Competitive Non-Competitive Informal
Open Competitive or
Single or Sole Source Purchase Value Under $10,000
Invitational Competitive
Purchase Need Purchase Need Purchase Need
Identified Identified Identified
Planning Planning Planning
Requirements Requirements Requirements
Competitive
Quote Quote
Document (RFP/RFA)
Blackout Period &
Bid Receipt Evaluation Evaluation
Evaluation Exception Form
Agreement
Executed
Agreement Document
Agreement
Retention
Award Award
Notification Notification
Vendor Document
Debriefing Retention
Document
Retention
