Guiding Procurement Principles

Procurements are conducted in seven steps: 

1. Need identification/problem definition
2. Decide on a procurement approach
3. Conduct the competition
4. Evaluate bids
5. Make an award
6. Debrief supplier
7. Contract management

Learn more about the Government of Saskatchewan's procurement guides.

Eligible suppliers are given the same chance to participate in a fair and impartial selection process. 

To determine the best overall value for money spent, cost-benefit analysis is completed that considers these factors:

• Total cost of acquisition: 
  • Includes the purchase price of the product or service, installation costs, training expenses, and any other upfront expenses required to acquire it.
• Total cost of ownership:
  • Encompasses the initial acquisition costs and ongoing expenses such as maintenance, repairs, upgrades, and operational costs over the product or service's lifespan.
• Mitigation of risk:
  • Assesses the risks associated with the purchase, including potential downtime, product failures, security breaches, and regulatory compliance issues. Choosing a reliable vendor with a proven track record can help mitigate these risks.
• Improved efficiencies:
  • Evaluates how the product or service can enhance productivity, streamline processes, and improve overall efficiency. Factors such as automation, scalability, integration capabilities, and user-friendliness play a key role.

From time-to-time Sask Polytech may seek feedback from existing users, conduct trials or demos, or consult with experts in the field to provide insights into the potential long-term value of the investment.

As a publicly funded organization, Sask Polytech has a responsibility to ensure adequate monitoring and control of the expenditure of public funds. Sask Polytech maintains a system of internal accounting and administrative controls. These requirements are provided during through the contract management process. 

As a publicly funded organization, Sask Polytech is considered a member of the Municipalities, Academic Institutions, Schools, and Hospitals sector, is subject to and complies with the following.

• New West Partnership Trade Agreement
• Canadian Free Trade Agreement
• Comprehensive Economic and Trade Agreement

To ensure compliance with these agreements, purchases must follow the thresholds and limitations as indicated in these trade agreements.  

Purchasing $ threshold	Purchasing methodology
$0 - $5,000 (pre-tax)	Based on purchaser's knowledge Pcard preferred
$5,000 -$75,000 (pre-tax)	Written quotes Minimum of three Must be attached to requisition One from Indigenous vendor (where reasonable)
>$75,000 (pre-tax)	Formal competitive process Request for quotation Request for proposal Request for supplier qualifications