CANADIAN ASSOCIATION OF PHYSICAL MEDICINE AND REHABILITATION

Tendering
Effective Date: Feb. 2, 2004 Approved by: Executive Feb. 2, 2004

Background

From time to time CAPM&R may require products or services from the marketplace involving substantial costs. CAPM&R values good business relationships with current and potential suppliers.

To ensure fairness, open competition, transparency and achieving the best fit for CAPM&R, any proposed purchase or supply of services which is valued at over $5,000 must be subjected to a tendering process with a minimum of two external tenders submitted. Successful tenders are not necessarily selected on the lowest price bid.

Policy

All acquisition of new products, materials, or services for CAPM&R valued at over $5,000 will be subjected to a tendering process. Automatic renewable contracts with current suppliers of products, materials or services are not assumed.

When CAPM&R identifies the need for purchase of a product, material or service, the following steps are:

1. The CAPM&R need is defined in writing, listing:

a) Description of product or service required
b) Deadlines for tender submission, tender decision
c) Any terms or conditions, expectations that may apply
d) Whether this is a new contract or renewal contract

2. A Request for Proposals may be issued where applicable.
3. A call for written tenders will be posted.
4. All submitted tenders and relevant information are made available to the Executive Committee.
5. The tendering process is managed by CAPM&R head office.

Conflicts of Interest
See Conflict of Interest Policy