- Goods (Supplies)
- Services
- Construction
- Competitive Procurement Guidelines
- Legislation and Trade Agreements - applicable for Goods, Services and Construction
Goods (Supplies)
There are a variety of situations in which you may need to procure a good (supplies). As a government employee, there are specific rules and regulations surrounding what can be procured, how the procurement process will go and who is authorized to procure the good. This is all part of accountability to the people of Saskatchewan and ensuring open, fair and transparent procurement.
To learn more about this service, use the links below to jump to the content:
- What is a good?
- Standing offers
- Purchases up to $2,500
- Purchases between $2,500 and $10,000
- Purchases over $10,000
- Caveats
What is a good?
Goods, or supplies, are defined by The Purchasing Act, 2004 as "all goods, wares and merchandise that are required by a public agency or public institution for the transaction of its business and affairs and includes food, drugs, chemicals, petroleum and other processed products, furnishings, fixtures, equipment, appliances and stationery, but does not include supplies designated in the regulations as being included in a contract for construction or a contract for other services." This also includes rentals and leases of goods.
Standing offers
The Ministry of SaskBuilds and Procurement establishes standing offer agreements with suppliers for recurring goods over a period of time at a predetermined price or a discount off a price. If the goods required are available on a standing offer agreement, they should be obtained through the supplier indicated. Ministries are responsible for keeping documentation of any procurements made through a standing offer and for ensuring that payments are made in accordance with the standing offer details (pricing, etc.). Be sure to ensure all internal ministry authority levels for procurement are respected.
Standing offers are established for goods such as office supplies, electrical supplies, uniforms for use at correctional facilities, etc. For a full list of standing offers, visit www.standingoffers.gov.sk.ca.
Where the goods required are not available on a standing offer, the following guidelines must be followed:
Purchases up to $2,500
It is recommended that three quotes be obtained and documented. Be sure to follow your ministry's/government entity's internal approval structure for procurement. The audit trail is the responsibility of the ministry or public entity. It is recommended, by the Ministry of SaskBuilds and Procurement, that the quote information be kept attached to the payment file. Note: Any procurement is subject to audit.
Purchases between $2,500 and $10,000
Three (3) quotes must be obtained and documented Ministries should not procure goods that are provided by other government organizations, i.e. computers provided by ITD. In cases where you cannot get three quotes, you, as the purchaser, are required to document the reasons why the quotes were not obtained. The audit trail is the responsibility of the ministry or public entity. It is recommended, by the Ministry of SaskBuilds and Procurement, that the quote information be kept attached to the payment file. Note: Any procurement is subject to audit.
Purchases over $10,000
Purchases over $10,000, which are not covered by a standing offer, must be procured through the Ministry of SaskBuilds and Procurement, Procurement Management Division (formerly Single Procurement Service). In order to procure through the Ministry of SaskBuilds and Procurement, the ministry client is required to complete a Procurement Business Plan and attach it to a requisition in MIDAS detailing the requirements for the product, refer to the Procurement Business Plan. All procurements of more than $10,000 will be tendered by Procurement Management Division and appear on the SaskTenders website.
Caveats
- Please remember, for purchases more than $10,000 through Procurement Management Division, the procurement process generally takes a minimum of four weeks and can be up to several months, depending on the complexity of the procurement.
- Splitting a purchase to avoid a competitive process is prohibited.
- Prior to any type of procurement, on behalf of government, you should ensure that you have the appropriate authority to procure and are following any internal procedures established.
- Any procurement is subject to audit.
Services
Ministries are responsible for ensuring services are awarded through a fair, open and transparent process. Ministries are encouraged to contact Procurement Management Division, Ministry of SaskBuilds and Procurement for procuring services.
To learn more about services, use the links below to jump to the content:
- Services under $25,000
- Services between $25,000 and $75,000
- Services over $75,000
- Competitive Procurement Guidelines
- Contracts for Services
- Caveats
If you are looking to purchase services for information technology (IT), see the Purchasing Overview page.
If you are looking to purchase Communication Services, these services must be coordinated through Executive Council, Communication Services. See Executive Council's page on Communications and Print Service.
If you are looking to purchase Business Consulting Services, see the Business Consulting Services Prequalified Supplier List page to learn how to efficiently access a list of vetted consultants on the Standing Offer (SO) website.
Services under $25,000
Service contracts valued at less than $25,000 is recommended to be entered into by obtaining quotes.
Recommended Template:
- Request for Quotation (RFQ) Short Form Contract Template General Goods and/or Services (estimated value < $25,000) https://publications.saskatchewan.ca/#/products/112733
Services between $25,000 and $75,000
For service contracts valued between $25,000 and $75,000, it is recommended that a short form competition be followed. Ministries are encouraged to advertise the opportunity on the provincial tender site SaskTenders where appropriate.
Recommended Templates:
- Request for Quotation (RFQ) Short Form Contract Template General Goods and/or Services (estimated value < $25,000) OR
- Request for Bid (RFB)
Services over $75,000
For service contracts where the cumulative value for the duration of the contract is estimated to be more than $75,000, ministries are required to work in consultation with Procurement Management Division (formerly Single Procurement Service) to conduct a formal, open and competitive procurement process. To start a procurement project, the ministry client is required to complete a Procurement Business Plan and attach it to an Intake Form. A procurement lead will work with the client throughout the process. For more details on the Intake Form, see the related documents section.
Services valued more than $75,000 are subject to the terms of various trade agreements. Ministries are responsible to ensure that the various trade agreements are complied with for service contracts. Any exceptions must be in accordance with the applicable trade agreements. The website links to the trade agreements are available on the SaskTenders website under the Reference Links tab. The opportunity must be advertised on the provincial tender site, SaskTenders. In addition, ministries are required to post contract award notification including the successful supplier/s name on SaskTenders and ministries must report annually on service procurements completed.
Contracts for Services
A contract is an agreement between two or more parties. A contract is considered binding when an offer to provide goods or services, at a price, is accepted. Ministries are responsible for contract management and for letting contracts only in accordance with relevant legislation, regulations and Treasury Board policy. See the Financial Administration Manual, section 4510 (Contracts for Services) which outlines the policy and procedures for managing service contracts.
Caveats
- Please remember, for purchases more than $75,000 through Procurement Management Division, the procurement process generally takes a minimum of eight weeks and can be up to several months, depending on the complexity of the procurement.
- Splitting a purchase to avoid a competitive process is prohibited.
- Prior to any type of procurement, on behalf of government, you should ensure that you have the appropriate authority to procure and are following any internal procedures established.
- Any procurement is subject to audit.
Construction
Ministries are responsible for ensuring construction competitions are awarded through a fair, open and transparent process. Ministries are encouraged to contact Construction Procurement, Ministry of SaskBuilds and Procurement for procuring construction projects.
To learn more about construction, use the links below to jump to the content:
- Construction under $25,000
- Construction between $25,000 and $100,000
- Construction over $100,000
- Competitive Procurement Guidelines
- Contracts for Construction
- Caveats
Construction under $25,000
Construction projects valued at less than $25,000 may be entered into by obtaining quotes.
Construction between $25,000 and $100,000
For construction projects valued between $25,000 and $100,000, it is recommended that a short form competition be followed. Ministries are encouraged to advertise the opportunity on the provincial tender site SaskTenders where appropriate.
Construction over $100,000
For construction projects where the cumulative value for the duration of the contract is estimated to be more than $100,000, ministries are required to work in consultation with Procurement Management Division (formerly Single Procurement Service) to conduct a formal, open and competitive procurement process. To start a procurement project, the ministry client is required to complete a Procurement Business Plan and attach it to an Intake Form. A procurement lead will work with the client throughout the process. For more details on the Intake Form, see the related documents section.
Ministries are responsible to ensure that the various trade agreements are complied with for construction contracts. Any exceptions must be in accordance with the applicable trade agreements. Construction projects more than $100,000 are subject to the terms of various trade agreements. The website links to the trade agreements are available on the SaskTenders website under the Reference Links tab. The opportunity must be advertised on the provincial tender site, SaskTenders. In addition, ministries are required to post contract award notification including the successful supplier/s name on SaskTenders and ministries must report annually on construction procurements completed.
Contracts for Construction
A contract is an agreement between two or more parties. A contract is considered binding when an offer to provide goods or services, at a price, is accepted. Ministries are responsible for contract management and for letting contracts only in accordance with relevant legislation, regulations and Treasury Board policy. See the Financial Administration Manual, section 4510 (Contracts for Services) which outlines the policy and procedures for managing service contracts.
Services, procuring services, purchasing services, procurement services division, trade agreement, vendor, tender, bid, standing bid, contracts.
Caveats
- Please remember, for purchases more than $100,000 through Procurement Management Division, the procurement process generally takes a minimum of three weeks and can be up to several months, depending on the complexity of the procurement.
- Splitting a purchase to avoid a competitive process is prohibited.
- Prior to any type of procurement, on behalf of government, you should ensure that you have the appropriate authority to procure and are following any internal procedures established.
- Any procurement is subject to audit.
Competitive Procurement Guidelines
All competitive procurement documents need to include a clear definition of the work to be done, scope of the work, evaluation criteria and timeframes. For a full list of competitive document requirements and exceptions, refer to SaskTenders.
On the SaskTenders website, under the Knowledge Centre Tab, there are Guides and various types of procurement templates to assist with the development of a competition document. Ministries are encouraged to contact Procurement Management Division at 306-787-6871 for their expertise and assistance.
Legislation and Trade Agreements – applicable for Goods, Services and Construction
Ministries and many public agencies (but generally not Crown corporations) are subject to the following acts and regulations:
- The Purchasing Act, 2004
- The Purchasing Regulations
- The Highways and Transportation Act, 1997
- The Public Works and Services Act
See the Financial Administration Manual, section 4505 (Purchases of Supplies and Services) which outlines the policy and procedures.
All ministries, Crown corporations, and MASH (municipalities, academic institutions, school boards and health sector) organizations are subject to the New West Partnership Trade Agreement (NWPTA). Ministries are also subject to the Canadian Free Trade Agreement (CFTA), the Comprehensive Economic and Trade Agreement (CETA), as well as the World Trade Organization Agreement on Government Procurement(GPA), and the Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP).
See the Saskatchewan Procurement Thresholds (In Canadian Dollars) for threshold amounts.