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Procedures for Purchase of Furniture (including Chairs) (view source)
Revision as of 08:59, 2 May 2024
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https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/contract-processing-23
https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/contract-processing-23All furniture purchases must be done through your Branch Accommodation Officers (BAO). For standard furniture procurement excluding office chairs, the BAO will contact [[Mailto:hc.buildingandtenantservices-desimmeublesetauxlocataires.sc@canada.ca|Building Tenant Services (BTS)]].
There are two (2) ways you can purchase furniture:
# Through CORCAN.
# Using PSPC Supply Arrangements (SAs); Acquisition Card can now be used (see below)
== 1. Purchasing using CORCAN ==
The most efficient way to purchase furniture including chairs is using CORCAN’s Supply Arrangement No.E60PQ-050000/001/PQ. CORCAN has been given the status of special supplier allowing federal departments and agencies to acquire from CORCAN without following the standing tendering process.
Acquiring products and services from CORCAN is fast and easy.
CORCAN purchases are done using a Stores Transfer Order. This does not require a Purchase Requisition or a Call-up it requires only a Funds Commitment to be created IN SAP.
Acquisition Cards are '''not accepted''' on STOs.
Below are the links to CORCAN’s website and procedures on how to purchase furniture.
* To purchase from [[/www.gcpedia.gc.ca/wiki/CORCAN|CORCAN]] you must determine what you want and how many you need.
* Fill out the Store Transfer Form with your FUNDS Commitment number included and submit to CORCAN for ordering
You will have to contact a [[/www.corcan.ca/contact-us|Sales Representative]].
Should you decide not to use CORCAN to purchase furniture, then you must use one of PSPC’s Supply Arrangements (SAs).
== 2. Purchasing using the PSPC Supply Arrangement ==
Furniture is one of the twelve (12) mandatory commodities that Public Service and Procurement Canada (PSPC) has identified. When purchasing furniture it is '''mandatory''' to use the Supply Arrangements (SAs) that were established by PSPC.
=== Purchase of Furniture below $10,000 ===
First, you should consult the [[/www.gcpedia.gc.ca/wiki/E60PQ-140003/B - Furniture for Work Spaces|Workspace Furniture Search Tool]].
There are two (2) ways you can purchase workspaces.
'''Option 1:'''
# Go to Quick Step by Step.
# Look through Client Search Tool (CST) for approved product by category.
# Go to CST instructions for the required category.
# Go to the required CST category and insert your quantities to determine the estimated value of your requirement and to see which supplier can provide it.
# Request a quote by email or telephone to one or more supplier. You can use the Request for Bid (RFB) but it is not mandatory.
# Evaluate (confirm product meets the requirement and ensure that the item is listed on the Supply Arrangement).
# If an RFB was used to obtain quotes, this will form part of the contract when signed by both the client and the supplier.
# Award using your Acquisition Card.
'''Option 2:'''
# Go to Suppliers Information Table and select one supplier.
# Request a quote by email or telephone to one or more suppliers. You can use a Request for Bid (RFB) but it is not mandatory.
# Evaluate (confirm product meets the requirement and that the item is on the Supply Arrangement).
# If an RFB was used to obtain quotes, this will form part of the contract when signed by both the client and the supplier.
# Award using your Acquisition Card.
When using the Acquisition Card, your Card Document must refer to the Supply Arrangement Number for the vendor you are using. This number can be found on the Suppliers Information Table. The following documents as well as the reference to the terms and conditions of the SA must also be included.
* Suppliers Information Table
* Price list
Supply Arrangement Number for the vendor of your purchase and the following note:
“The terms and conditions of SA E60PQ-140003/XXX/PQ apply to and form part of this document.”
=== Purchase of Furniture over $10,000: Purchase Requisition (PR) is required: ===
When creating your PR, you must create it using 3 lines as follows (furniture, furniture installation and furniture delivery):
* Use the following GL and material codes
* Furniture: G/L - 58201, Material Group - N7110
* Furniture Installation: G/L Code 54819, Material Group 5169
* Furniture Delivery: 56101, Material Group V001
* Upload Contract Request Form (CRF)<strong> not accepted</strong>
* All quotations received or Sole Source Justification. (Under $25,000, low dollar value)
* Security Requirement Checklist requesting escort only, signed and approved by [[Mailto:security.contracting-soustrait.securite@hc-sc.gc.ca|Contracting Security]]
* Health Canada contact name for the delivery
* Delivery address
You must include all documents listed above otherwise your PR will be rejected and returned to you.
'''Exemptions:'''
If you are unable to find furniture that meets your needs on the SA, you MUST send an email to [[Mailto:contracts.east-est.contrats@hc-sc.gc.ca|Contracts-East]] justifying why no chair can meet your needs. PMAMD will review and determine if you can purchase the furniture without using the SA. PMAMD will confirm and provide you with the process to go forward.