Revised: February 19, 2014

Procurement RFX Process

Planning / research may be
partially done by customer

Yes

Non Competitive
Process (Single
Source vs RFX)

Sign off by purchasing

lead, requester,
supervisor, CEO/delegate

Documentation
completed

Yes
Over
100K
No

An approved need
(product/service) is
identified, external to
Purchasing

Procurement contacted
by phone, email, in
person and request
received

Contract
developed or
negotiated

P.O. Issued
Transactional
Process

No

Assigned to
Contract
Specialist

No
RF* Required
(RFP, RFI, RFQ,
Tender)

Triggers: both internal

& external including
LHIN, NW Health
Alliance * NW Region

Existing
contract

Contact made:
Meeting set up with
customer/timelines or
coordinated by
phone/e-mail

Contract Specialist
conducts research
(Advisory Service)

Draft
procurement
document

Assistance by
GM-RM in
development

Draft sent
to
customer
for
feedback

Feedback
received or
incorporated

Ask other regional partners

regarding interest
Yes

Transactional Process
(currently a varied
process)

No

Presentation by vendor, vendor

meeting if required & trials if
required

Yes
Yes
Yes

General or Regional
Manager reviews all
RFPs

Rework
needed?

Is it an RFP?

Evaluation Process

Re-work RFP
Post on
MERX or
Invitational

Addendum
created

Submissions
received from
vendors

Submissions
evaluated

Are they
compliant?

Forms completed or
collection
Evaluation Committee
established
Evaluation documents
to committee members

Receipt of
conflict of
interest
documents

No
No
Site visits coordinated and
bidders meetings if required

No

Vendor proposal
disqualified

Yes
Yes

Vendor
contacted

Vendor
selected
No

Repeat
RFP?

Develop or
edit contract

Review by Allan,
Derek or Contract
Specialist &
Customer

Re-work
No

Contract
sent to
vendor

Negotiations with
vendor if required

Contract signed
or received from
vendor

Contract signed
TBRHSC/SJCG

Contract/
Purchase Order
Awarded

Contract entered
in system

DRAFT

Procurement RF* Process

Future State
Internal SJCG/TBR

Purchase Request
>$1000 and
<$100,000

Manager
submits
request to
generic email

Request
assigned
using
scheduling
system

Consultation
with Manager

#1

#2

#3

Yes
Follow NonCompetitive
Process

Sole or Single
Source

No

Yes
Follow
Transactional
Process

Value <$10,000

No

Yes
Follow
Transactional
Process

Existing
Contract

No

#5
No
Procurement
Document
Development using
standard template

#4

Post on
MERX or
Invitational

RFP High
Risk

Yes

Improvement Idea
(see corresponding list and details)
Review by GM

Evaluation
Process

Contract

End of Process