Policy 43 - Purchase of Furnishings and Equipment for Capital Projects (Under Revision)

Approved Executive Committee of the Senate

PURCHASE OF FURNISHINGS AND EQUIPMENT FOR CAPITAL PROJECTS (UNDER REVISION)

INTRODUCTION

1. All the standards defined herein apply to the purchase of furnishings and equipment for capital projects and should be read in conjunction with Policy 38 and Procedure No. Materials Management 4-1, entitled "Furnishing Standards".

2. This Policy is subject to the provisions of Policy No. 36 "Purchasing and Rental Policy" and of Procedure No. 4-3 "Purchasing and Rental Standards and Procedures".

PROGRAM APPROVAL

3. The purchasing program of furnishings and equipment for each capital project (hereinafter referred to as "project") falls under the respective "Project Cost"; as such, it is subject to approval by the Board of Governors, through the ACCPC (Advisory Committee on Capital Planning and Construction), according to the following procedure:

a. Preliminary estimates based on a Functional Program, shall be prepared jointly by Planning and Construction Services and Materials Management Services, and shall be approved by the Board for CSP No. 1 application.

b. Verification of the above estimates based upon final architectural designs, prepared and approved by the Board for CSP No. 3 application.

c. Confirmation of the above estimates or revisions of these project costs submitted for approval; estimates prepared as above, approved by the Board for CSP No. 5 application.

d. The approval of the Board, as per item c. above, constitutes automatically an authority for Planning and Construction Services, together with Materials Management Services, to proceed with the implementation of purchasing contracts under the condition that the total of these contracts does not exceed the estimated allowances.

FURNISHINGS PURCHASING CONTRACTS

4. All purchases of furnishings for projects shall be implemented as follows:

a. A complete summary of standard furnishings required for a building shall be prepared by Planning and Construction Services, in cooperation with Materials Management Services. This summary shall include types, sizes, finishes and proposed manufacturers' stock number or modified items based on Policy 38.

b. A complete summary of special design furnishing items requested by the Users' Committee or developed by Planning and Construction Services when related to special conditions, circumstances or the design of the building shall be prepared. Detailed working drawings and/or specifications for each item or group of items shall be issued by Planning and Construction Services.

c. Samples of manufacturers' stock or modified items will be obtained by Planning and Construction Services, through Materials Management Services. Prototypes of special design items shall be developed by Planning and Construction Services for approval by the Users' Committee. The cost of developing prototypes shall be taken from the furnishing budget allocated to each project.

d. Tenders shall be issued to an invited list of suppliers jointly prepared and approved by Planning and Construction Services and Materials Management Services.

e. Tenders, together with general and supplementary conditions, shall be prepared and issued by Materials Management Services.

f. All tenders shall involve a total cost and the unit cost for each item. These costs shall be firm for a minimum period of twelve (12) months, if possible. This will allow Planning and Construction Services to issue requisition-purchase orders or place additional requisition-purchase orders during the whole period covered by the furnishing program of a building. Tenders shall be received and opened by Materials Management Services.

h. Tenders shall be analyzed and recommendations shall be made by Materials Management Services. Following this, the tenders, together with their summaries and the recommendations, shall be forwarded to Planning and Construction Services for review.

i. Following review by Planning and Construction Services, meetings shall be held with Materials Management Services to determine the awarding of the contracts. The preparation of requisition-purchase orders and the encumbrance for the value of each order shall be the responsibility of Planning and Construction Services.

EQUIPMENT AND SUPPLIES PURCHASING CONTRACTS

5. All purchases of equipment and supplies for projects shall be implemented as follows:

a. A complete summary of the equipment and supplies required for a building shall be prepared by the Users' Committee and provided to Planning and Construction Services and Materials Management Services.

b. This summary shall include all the specifications required or to be completed by the purchasers on the basis of the users' expressed requirements.

c. Tenders, together with general and supplementary conditions, shall be prepared and issued by Materials Management Services.

d. Tenders shall be received and opened by Materials Management Services.

e. Tenders shall be analyzed and recommendations shall be made by Materials Management Services. Following this, the tenders, together with their summaries and the recommendations, shall be forwarded to the Users' Committee for review.

f. Following the review of the recommendations by the Users' Committee, meetings shall be held with Materials Management Services to determine the awarding of the contracts.

g. The preparation of requisition-purchase orders shall be made by the Users' Committee, while the encumbrance for the value of each order shall be the responsibility of Planning and Construction Services.

AGREEMENT

6. If an agreement is not reached between Planning and Construction Services or the Users' Committee and Materials Services, the Vice-Rector, Administration, will settle the matter in the best interest of all parties involved.

EXCEPTION

7. No exception may be made to this Policy without the written consent of the Vice-Rector, Administration.

Revised March 2, 1978 (Supersedes edition of November 8, 1973)

INDEX

Equipment and Supplies for Capital Projects
Furnishings for Capital Projects

(Materials Management Services)

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