PROCUREMENT SERVICES PRESENTATION

1. PROCUREMENT SERVICES PRESENTATION Prepared by: Josy K. Filyon Senior Buyer, Research Procurement Services

2. PROCUREMENT SERVICES • Responsible for the sourcing of all goods and services on behalf of the University, excluding construction. • Responsible for ensuring compliance • with the University’s procurement policy CFO-20 • with the regulations of various funding agencies • with the public purchasing laws • Different rules and regulations apply depending on the dollar value of the acquisitions • For small value items, under $5,000.00 before taxes, a purchasing card (P-Card) can be used. To request a P-Card, contact Frederick Clayman, Manager Accounts Payable local #4763, frederick.clayman@concordia.ca. Note: Some products cannot be purchased with a P-card, ex: chemicals

3. EXCEPTIONS TO PROCUREMENT POLICYAND PUBLIC ACQUISITION LAWS Exceptions can be evoked to the procurement policy or public acquisition laws, for example when only one product/manufacturer is available for compatibility. • The ACCMA form, aka sole source form, must be duly completed, signed and submitted to Procurement Services • Only to be used in exceptional situations • Justification must be detailed, well researched and linked to the research and/or specific needs. It must be written in French or English and French. It cannot be in English only.

4. Procurement Services • Purchases are split by commodities and by dollar value of the acquisitions. Requestors will work with different contacts depending on what is to be purchased and its cost. • Requestors are asked to plan their acquisitions to allow enough time for the procurement process, especially for acquisitions $100,000.00 and over, and for the delivery lead-time. • Contact Procurement Services to assist you with the procurement process, general number #3650 • Fund expiry date and fiscal year-end date: Please note the goods must be received at Concordia by those dates. It is not sufficient for the purchase orders to be issued by those dates, the orders must be physically received on campus to avoid loss of funding.

5. KEY CONTACTS • Research scientific equipment, goods and services: • Josy K. Filyon, Senior Buyer local #3654, josy.filyon@concordia.ca • Computer & software: • Marall Sarimazi, Assistant Buyer local #3663, marall.sarimazi@concordia.ca • Hilary Asaba, Buyer local #3658, hilary.asaba@concordia.ca • Akram Hadri, Senior Buyer local #3402, akram.hadri@concordia.ca • Operations and General Services: • Karen Pilkington, Buyer local #3651, karen.pilkington@concordia.ca • Aurelia Munteanu, Senior Buyer local #3657, aurelia.munteanu@concordia.ca • Administrative Support: • Judith Robinson local #3650, judith.robinson@concordia.ca • Millennium System Training: • Mario Paradis, local #4048, Mario.paradis@Concordia.ca

6. HOW TO REQUEST GOODS & SERVICES Goods and services acquisitions must be requested via a Web Requisition • Web requisitions are generated in an interface called Millennium • To request access to the Millennium system, you need to send an email to the Business Process Office (BPO) at fisadmin@concordia.ca and provide the following information: • Employee I.D. number • Full Name • Net Name • The Fund(s) or Organization(s) you will be authorized to use • For training on Millennium, contact Mario Paradis, Procurement Services local #4048, mario.paradis@concordia.ca

7. CONCLUSION I look forward to working with you. For any questions, clarification and support, please do not hesitate to contact Procurement Services to assist you with the acquisition process. See the handouts for more details on the procurement policy and the P-Card program. Good luck with your career at Concordia! Thank you for your time.