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Procurement Seminar Canada Foundation for Innovation Christine Charbonneau Director, Finance

Procurement Seminar Canada Foundation for Innovation Christine Charbonneau Director, Finance. Agenda. About CFI Procurement Challenges Sharing of good practices Question and discussion period. About CFI. CFI mandate Funding architecture LEF/NIF competition

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Procurement Seminar Canada Foundation for Innovation Christine Charbonneau Director, Finance

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  1. Procurement Seminar Canada Foundation for Innovation Christine CharbonneauDirector, Finance CAUBO – June 2008

  2. Agenda • About CFI • Procurement • Challenges • Sharing of good practices • Question and discussion period CAUBO – June 2008

  3. About CFI • CFI mandate • Funding architecture • LEF/NIF competition • June 30, 2008: Notice of intent to apply • October 3, 2008: Applications submitted • June 2009: CFI Board decisions • RHF competition • CRI – March 2008 • LSIE – Board decisions next week CAUBO – June 2008

  4. Challenges • Tendering and Purchasing • Departure from usual tendering and purchasing policies • Negotiations by others at the application stage • Pressures to buy quickly/select preferred supplier • Best use of CFI funds/fair and transparent process • Sole source justifications CAUBO – June 2008

  5. Challenges Tendering and Purchasing (cont’d) • Compliance of purchasing policies and procedures with AIT • Timing of competitive bidding • Misconceptions about the “20%” in-kind contribution CAUBO – June 2008

  6. Challenges • Inadequate/Insufficient Supporting Documentation for Items Involving In-kind Contributions • Nature of discounts not clear on supplier confirmations • Insufficient supporting documentation for category 2 items • Inappropriate reasonability assessment of FMV for category 2 items • Sole source status not confirmed via public bid notice for category 2 items CAUBO – June 2008

  7. Sharing of Good Practices • Application Stage • Collaboration between departments from application onwards • Review of budget by Purchasing • Assistance from Purchasing in establishing budget estimates • Information sessions for project leaders and other individuals involved in administration of CFI awards CAUBO – June 2008

  8. Sharing of Good Practices • CFI purchases handled by Purchasing • Review of sole source justifications, public posting • In-kind contributions • Standard format for identification in supplier confirmations • Formalize process for documentation of reasonability assessment of the FMV CAUBO – June 2008

  9. Reference Documents • Finance section of CFI website • Sharing of Good Practices – Administration of CFI Awards • Frequently Asked Questions in Finance section of CFI website • Example of a request for quotation which includes relevant information (items involving in-kind contributions) • Examples of acceptable analyses of the comparison of the FMV for category 2 items • Example of an acceptable analysis of variances in project costs and the nature of the infrastructure CAUBO – June 2008

  10. Questions and Discussion Christine Charbonneau Director, FinanceTel: (613) 943-1289christine.charbonneau@innovation.ca CAUBO – June 2008

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