2003-04-25

PURCHASING GUIDELINES

Purchasing guidelines for equipment requested from, and awarded by, the Canadian Foundation of Innovation (CFI)

The purpose of this guideline is to propose a standard method of assessing the proper valuation of in-kind contributions from the vendor’s proposals to the Secteur approvisionnement, Service des finances and Service de la recherche et de la création (SRC).

In projects approved by the CFI, the province of Quebec and the CFI will each fund up to 40% of the total cost. The last 20% may come from different sources, such as wholesalers, distributors and manufacturing companies, in the form of in-kind contributions such as donation of equipment or discounts above regular educational discounts or best customer prices.

It is extremely important that Requests for Quotations and Invoices clearly indicate fair market value of any in-kind contribution or discount. Thus, wholesalers, distributors and manufacturing companies should provide the following information:

A)Sales retail price / $
B)Educational institution or best customer price,
whichever is less / $
C)Price after additional/final discount specially for the related CFI project / $
D)In-kind contribution to the CFI project (B – C) / $

The Université de Sherbrooke considers « fair market value » to be the price usually offered to educational institutions or the price charged to most-favoured customers. The in-kind contribution from suppliers that is eligible to be included in the financial package corresponds to the difference between the educational price or the price charged to most-favoured customers and the special pricing given to Université de Sherbrooke’s in support of the CFI project.

In addition, bidders must also identify the fair market value of any in-kind contributions made under the form of equipment, accessories or extended warranties.

Suppliers whose quotations are retained must issue an invoice that contains the same details as on the purchase order.

Enclosed, you will find a “Request for Quotation Form” which should be filled and transmitted to your potential wholesalers/vendors. The form and recommendations are available on the web site (in French)

We also recommend that you contact the Service des immeubles and give them the technical specifications (dimensions, electric systems, cooling systems, water supply, vapor, etc.) of the equipments you wish to acquire to ensure that the Université is technically and financially able to install them.

2003-04-25


REQUEST FOR QUOTATION

(This is not a purchase order)

INSTRUCTIONS AND CONDITIONS

Reference: / 1.Facsimile replies will be accepted. The University of Sherbrooke shall not be responsible for late or incomplete responses.
Closing Date: / 2.Replies must be returned on this form, unless otherwise indicated.
Closing Time: / 3.Quotations will not be accepted after closing date.
F.O.B.: / 4.Show any quantity discount breaks and corresponding prices.
5.All other charges including packaging, handling, or documentation must be specified hereon.
Buyer: / 6.If unable to bid, please return this form and indicate reason.
7.Any and all quotes may be accepted or rejected, in whole or in part, whether the prices are lowest or not.
Telephone: / 8.Prices will be considered to be in Canadian funds, unless otherwise specified.
9.Quote F.O.B. destination.
Fax: / 10.All equipment must meet applicable standards.

The acquisition of the equipment and/or services outlined below is dependent upon obtaining external funding from the Canada Foundation for Innovation (CFI) (see website: Bidders must therefore consider the following factors when responding to this RFQ:

a)The funds awarded by the CFI represent only a part (maximum 40%) of a multi-sponsor financial package, which can include in-kind contributions from manufacturers specifically for the CFI project, such as donations of equipment or discounts above regular educational discounts or best customer prices.

b)The CFI evaluation and decision process may take as long as eighteen (18 ) months from the date an application is submitted. Correspondingly, it will affect the issuance of any purchase order resulting from this RFQ.

Item / Qty / UOP / Description / Unit Price / Total
B-200 / 1 / Unit / Dynamometer
a) Retail Price
b) Educational or Best Customer Price
c) In-kind Contribution made specifically to support the CFI project
d) Net Price (b-c)
Other pricing considerations
(see Supplier Quotation Checklist)

Total $

Your Reference # / I/We hereby offer to provide the above goods and/or services to the University of Sherbrooke according to the terms and conditions referred to herein, and including any addenda.
ContactName:
(Please print)
Signature:
Telephone:
Fax:
Email:
Date:
Supplier:
Address:

2003-04-25

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