This online reference tool was created by Procurement Services to assist the research community with the development of research project budgets for goods and services.
The Principal Investigator (PI) is the lead researcher who is responsible for carrying out research grant and budget activities.
With the exception of Canada Foundation for Innovation (CFI) and FedDev Ontario grants, PIs are able to complete both the project budget application and post-award stages on their own (NSERC, CIHR,SSHRC, etc.). For assistance with CFI budget development, contact Procurement Services at firstname.lastname@example.org, Ext. 84579.
It is recommended that PIs obtain more than one budgetary quotation to compare various qualities and models to develop an accurate budget of the required goods or services.
Once an Award Notice is received from the granting agency, PIs must obtain competitive quotes complying with Western's MAPP 2.8 - Procurement of Materials & Services, as well as the Broader Public Sector (BPS) Accountability Directive. The number of quotes required will vary depending on the value of the goods and services.
PIs should define their equipment specifications and review Budget Considerations before requesting quotes.
Guidelines for competitive pricing are as follows:
The evaluation process must be conducted fairly and must not discreiminate based on geographic location or show favouritism towards a certain product or vendor due to unjustifiable reasons. Procurement Services must be contacted if there is a potential conflict of interest.
Quotes for low value items gathered through an informal process or formal RFQ process should be evaluated solely based on price unless an evaluation criteria was provided with the quote request. When an evaluation criteria was disclosed, PIs should complete an evaluation score sheet (quantitive) and an explanation (qualitative) of their given scores.
Procurement Services will facilitiate the process for goods valued $100,000 or geater that involve an advertised RFQ or RFP. PIs are still responsible for scoring the bids and selecting a vendor based on their predetermined evaluation criteria.
Goods and services must be procured using Western's eProcurement tool Mustang Market.
An agreement will be negiotated with the successful vendor for goods valued $100,000 or greater, which will accompany the purchase order generated using Mustang Market. An agreement might be applicable for items less than $100,000 due to the complexity of the goods and services, payment terms or delivery schedule; contact Procurement Services to negiotate an agreement if one of these sitituations exist.