Attachment F - Purchasing Services

AMSA Schedule 4.2 - Attachment F Attachment F - PUR Schedule 4.2 - Attachment F: Purchasing Services Requirements Recommend Approve Perform Nbr Service Component Service Element Service Element Description & Supporting Activities Assist Domain Comments 1 2 3 4 5 Purchasing Traffic & Customs Provide services relating to shipping and customs Prepare Import / Export documentation for goods and documents Execute Import / Export goods and documents Dispatch of couriers and carriers, this does not include store one materials. Coordinate Employee household physical moves Scope includes: within province and in/out of province. HR works w/ employee, employee identifies 2-3 movers, purchasing reviews and provides suggestions. When mover is agreed, Purchasing works to confirm dates, approves invoice/signs invoice etc. Follow up on damage claims and insurance related to household physical moves Retain original external freight invoices. Administer process and documentation for Administrative Monetary Penalty System (AMPS) compliance. Investigate and follow-up on incomplete or inaccurate inputs provided by BC Hydro / external suppliers. Provide expert advice on freight/logistics (through either internal resources or due diligence with external parties). Select and engage an external agent to periodically (once every 2 years) review the ABSBC processes for administering and documenting BCH AMPS compliance. Work with the agent to determine an appropriate scope for this 3rd party review. Communicate to BCH the findings and recommendations made by the agent. Perform a periodic review with the BCH customs broker to assess the accuracy of the most frequently used tariff classification codes. Review import documentation to confirm that the current NAFTA certificates are present within the file. Processing Purchase Orders and Change Orders Review for approval levels. Create requisition Corp LOB ABSBC Corp Policy ABSBC SP ABSBC LOB ABSBC Corp Policy ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services 6 ABSBC LOB LOB Corp Policy ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services 7 8 ABSBC Corp Policy ABSBC 9 LOB Corp MMBU ABSBC 10 ABSBC 11 ABSBC 12 ABSBC Purchasing Base Services 13 ABSBC Purchasing Base Services 14 15 16 Purchase Requisition / PO ABSBC ABSBC ABSBC Corp LOB MMBU LOB Purchasing Base Services Purchasing Base Services 17 18 19 20 21 22 Create supporting documentation for a requisition that is in adherence to purchasing policy. Review supporting documentation for completeness, and follow-up with end user as required. Escalate to BCH Purchasing & Commodity Tax group when supporting documentation is not in adherence to BCH purchasing policy. Resolve non-compliance issues with enduser. Convert the purchase requisition into a purchase order Print, sign and distribute hard copies of purchase orders, including change orders. File hardcopy of purchase order complete with supporting documentation Archive and/or retrieve purchasing files. Destroy archived records. RFEI/RFI Process Request for Expression of Interest and Request for Information Define requirements for information being requested. Provide request to ABSBC Purchasing. Receive request, review for completeness, and escalate if required. Prepare draft RFEI/RFI documents. Corp N/A LOB ABSBC Purchasing Base Services Purchasing Base Services ABSBC Corp ABSBC ABSBC N/A Purchasing Base Services Purchasing Base Services Purchasing Base Services 3rd Party Pass Through 3rd Party Pass Through 23 24 25 26 27 ABSBC ABSBCSP ABSBCSP 28 29 30 ABSBC ABSBC LOB Corp LOB CORP ABSBC ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services cAMSA Schedule 4.2 - Attachment F - Purchasing.xls 1 of 11 AMSA Schedule 4.2 - Attachment F Attachment F - PUR Requirements Nbr Service Component Service Element Service Element Description & Supporting Activities Review draft RFEI/RFI documents for completeness. Prepare final RFEI/RFI documents. Determine list of possible vendors. Issue RFEI/RFI documents. Publish advertisements for tenders if required (i.e. BC Bid). Track and maintain list of document recipients. Respond to queries from vendors (including addendums and Q&A series). Receive submissions from vendors. Private opening of RFEI/RFI. Sort and distribute responses to clients. Review RFEI/RFI information and determine whether to proceed to tender. If proceeding to tender, then see appropriate tendering or RFP process. Determine shortlist from RFEI responses in non-tendering situations. Seek clarification from vendor as required Submit required end-user documentation to ABSBC Purchasing to support ABSBC in maintaining a complete file on record. Perform follow-up with end user if supporting documentation is not submitted and escalate to BCH Corporate as required. Maintain and file contract related documents (hard and soft copy) Design, document and administer Engineering tenders. Determine if ABSBC/Accenture/Affiliates will bid on the potential opportunity. Refer to "ABSBC/Accenture/Affiliates as bidder" process track if ABSBC, Accenture or an Affiliate chooses to bid. Define scope Provide request to ABSBC Purchasing Receive request, review for completeness and compliance with relevant BCH policy, and escalate if required Prepare draft tender documents using appropriate BCH templates, including special conditions as required Establish evaluation criteria for tender Review draft tender documents for completeness and compliance with relevant BCH policy Prepare final tender documents Determine list of possible vendors Create evaluation matrix Issue tender documents Publish advertisements for tenders (i.e. BC Bid). Track and maintain list of document recipients Respond to queries from vendors (including addendums and Q&A series) Organize and attend site visits Receive submissions/bids from vendors Public or private opening of tender Evaluate tenders for compliance (e.g. legal requirements) Sort and distribute responses to clients Perform technical evaluation and complete evaluation matrix Conduct supplier meetings Seek clarification from vendor as required Select successful bid in compliance with relevant BCH policy and/or appropriate exemptions Escalate for non-compliance Recommend Approve Perform Assist Domain Comments 31 32 33 34 35 36 37 38 39 40 41 ABSBC ABSBC CORP ABSBC ABSBC ABSBC ABSBC LOB CORP ABSBC ABSBC ABSBC ABSBC ABSBC LOB Corp ABSBC LOB ABSBC LOB Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services 42 43 44 Purchasing Base Services Purchasing Base Services N/A 45 ABSBC Purchasing Base Services 46 47 48 Tender Process ABSBC Purchasing Base Services ABSBC Purchasing Base Services 49 50 51 ENG ENG ABSBC N/A N/A Purchasing Base Services 52 ABSBC ENG ENG ENG Purchasing Base Services N/A Purchasing Base Services Purchasing Base Services Purchasing Base Services N/A Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services N/A N/A Purchasing Base Services Purchasing Base Services Purchasing Base Services 53 54 ABSBC 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 ABSBC ENG ABSBC ENG ENG ABSBC ABSBC ABSBC ENG ABSBC ABSBC ENG ABSBC ABSBC ABSBC ABSBC ENG ENG ABSBC ENG ENG ABSBC 71 ABSBC cAMSA Schedule 4.2 - Attachment F - Purchasing.xls 2 of 11 AMSA Schedule 4.2 - Attachment F Attachment F - PUR Requirements Nbr Service Component Service Element Service Element Description & Supporting Activities Notify both successful and unsuccessful vendors Issue purchase order Cancel tenders that are not awarded Submit required end-user documentation to ABSBC Purchasing to support ABSBC in maintaining a complete file on record. Perform follow-up with end user if supporting documentation is not submitted and escalate to BCH Corporate as required. Maintain and file contract related documents (hard and soft copy) Design, document and administer MMBU tenders. Determine if ABSBC/Accenture/Affiliates will bid on the potential opportunity. Refer to "ABSBC/Accenture/Affiliates as bidder" process track if ABSBC, Accenture or an Affiliate chooses to bid. Define scope Review for completeness and compliance with relevant BCH policy Prepare draft tender documents using appropriate BCH templates, including special conditions as required Establish evaluation criteria for tender Review draft tender documents for completeness and compliance with relevant BCH policy Prepare final tender documents Determine list of possible vendors Create evaluation matrix Provide request to ABSBC Purchasing Receive request and Issue tender documents Publish advertisements for tenders (i.e. BC Bid). Track and maintain list of document recipients Respond to queries from vendors (including addendums and Q&A series) Organize and attend site visits Receive submissions/bids from vendors Public or private opening of tender Evaluate tenders for compliance (e.g. legal requirements) Sort and distribute responses to clients Perform technical evaluation and complete evaluation matrix Conduct supplier meetings Seek clarification from vendor as required Select successful bid in compliance with relevant BCH policy and/or appropriate exemptions Escalate for non-compliance Notify both successful and unsuccessful vendors Issue purchase order Cancel tenders that are not awarded Submit required end-user documentation to ABSBC Purchasing to support ABSBC in maintaining a complete file on record. Perform follow-up with end user if supporting documentation is not submitted and escalate to BCH Corporate as required. Maintain and file contract related documents (hard and soft copy) Design, document and administer IT procurement tenders. Determine if ABSBC/Accenture/Affiliates will bid on the potential opportunity. Refer to "ABSBC/Accenture/Affiliates as bidder" process track if ABSBC, Accenture or an Affiliate chooses to bid. Define scope Provide request to ABSBC Purchasing Receive request, review for completeness and compliance with relevant BCH policy, and escalate if required Recommend Approve Perform Assist Domain Comments 72 73 74 75 ABSBC ABSBC ABSBC LOB Purchasing Base Services Purchasing Base Services Purchasing Base Services N/A 76 ABSBC Purchasing Base Services 77 78 79 Tender Process ABSBC Purchasing Base Services ABSBC Purchasing Base Services 80 81 82 MMBU MMBU MMBU N/A N/A N/A 83 84 MMBU MMBU N/A N/A 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 MMBU MMBU MMBU MMBU ABSBC ABSBC ABSBC MMBU ABSBC MMBU ABSBC ABSBC MMBU MMBU MMBU MMBU MMBU MMBU N/A N/A N/A N/A Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services N/A Purchasing Base Services Purchasing Base Services N/A N/A N/A N/A N/A N/A 102 103 104 105 106 MMBU MMBU MMBU MMBU MMBU N/A N/A N/A N/A N/A 107 MMBU N/A 108 109 110 Tender Process MMBU N/A ABSBC Purchasing Base Services 111 112 113 LOB CORP ABSBC ABSBC LOB CORP ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services cAMSA Schedule 4.2 - Attachment F - Purchasing.xls 3 of 11 AMSA Schedule 4.2 - Attachment F Attachment F - PUR Requirements Nbr Service Component Service Element Service Element Description & Supporting Activities Prepare draft tender documents using appropriate BCH templates, including special conditions as required Establish evaluation criteria for tender Review draft tender documents for completeness and compliance with relevant BCH policy Prepare final tender documents Determine list of possible vendors Create evaluation matrix Issue tender documents Publish advertisements for tenders (i.e. BC Bid). Track and maintain list of document recipients Respond to queries from vendors (including addendums and Q&A series) Organize and attend site visits Recommend Approve Perform Assist Domain Comments 114 ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services N/A 115 116 LOB CORP ABSBC ABSBC 117 118 119 120 121 122 123 124 ABSBC CORP LOB CORP ABSBC ABSBC ABSBC ABSBC ABSBC LOB CORP ABSBC ABSBC LOB Corp ABSBC ABSBC ABSBC ABSBC ABSBC LOB Corp ABSBC ABSBC ABSBC LOB CORP ABSBC ABSBC ABSBC ABSBC LOB 125 126 127 128 129 Receive submissions/bids from vendors Public or private opening of tender Evaluate tenders for compliance (e.g. legal requirements) Sort and distribute responses to clients Perform technical evaluation and complete evaluation matrix Conduct supplier meetings Seek clarification from vendor as required Select successful bid in compliance with relevant BCH policy and/or appropriate exemptions Escalate for non-compliance Notify both successful and unsuccessful vendors Issue purchase order Cancel tenders that are not awarded Submit required end-user documentation to ABSBC Purchasing to support ABSBC in maintaining a complete file on record. Perform follow-up with end user if supporting documentation is not submitted and escalate to BCH Corporate as required. Maintain and file contract related documents (hard and soft copy) Design, document and administer various LOB tenders (but not including cross-LOB tenders which are covered separately below). Determine if ABSBC/Accenture/Affiliates will bid on the potential opportunity. Refer to "ABSBC/Accenture/Affiliates as bidder" process track if ABSBC, Accenture or an Affiliate chooses to bid. Define scope Provide request to ABSBC Purchasing Receive request, review for completeness and compliance with relevant BCH policy, and escalate if required Prepare draft tender documents using appropriate BCH templates, including special conditions as required Establish evaluation criteria for tender Review draft tender documents for completeness and compliance with relevant BCH policy Prepare final tender documents Determine list of possible vendors Create evaluation matrix LOB LOB LOB CORP 130 131 132 133 134 135 136 137 138 ABSBC Purchasing Base Services 139 140 Tender Process ABSBC Purchasing Base Services 141 ABSBC Purchasing Base Services 142 143 144 ABSBC LOB LOB ABSBC N/A Purchasing Base Services Purchasing Base Services 145 ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services 146 147 ABSBC LOB ABSBC 148 149 150 ABSBC ABSBC ABSBC cAMSA Schedule 4.2 - Attachment F - Purchasing.xls 4 of 11 AMSA Schedule 4.2 - Attachment F Attachment F - PUR Requirements Nbr Service Component Service Element Service Element Description & Supporting Activities Issue tender documents Publish advertisements for tenders (i.e. BC Bid). Track and maintain list of document recipients Respond to queries from vendors (including addendums and Q&A series) Organize and attend site visits Receive submissions/bids from vendors Public or private opening of tender Evaluate tenders for compliance (e.g. legal requirements) Sort and distribute responses to clients Perform technical evaluation and complete evaluation matrix Conduct supplier meetings Seek clarification from vendor as required Select successful bid in compliance with relevant BCH policy and/or appropriate exemptions Escalate for non-compliance Notify both successful and unsuccessful vendors Issue purchase order Cancel tenders that are not awarded Submit required end-user documentation to ABSBC Purchasing to support ABSBC in maintaining a complete file on record. Perform follow-up with end user if supporting documentation is not submitted and escalate to BCH Corporate as required. Maintain and file contract related documents (hard and soft copy) Design, document and administer crossLOB tenders. Determine if ABSBC/Accenture/Affiliates will bid on the potential opportunity. Refer to "ABSBC/Accenture/Affiliates as bidder" process track if ABSBC, Accenture or an Affiliate chooses to bid. Define scope Recommend Approve Perform Assist Domain Comments 151 152 153 154 155 156 157 158 159 160 161 162 163 ABSBC ABSBC ABSBC LOB ABSBC ABSBC LOB ABSBC ABSBC ABSBC ABSBC ABSBC LOB LOB ABSBC LOB ABSBC ABSBC LOB Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services N/A 164 165 166 167 168 ABSBC ABSBC ABSBC ABSBC LOB 169 ABSBC Purchasing Base Services 170 171 172 Tender Process ABSBC Purchasing Base Services ABSBC Purchasing Base Services 173 174 175 Provide request to ABSBC Purchasing Receive request, review for completeness and compliance with relevant BCH policy, and escalate if required Prepare draft tender documents using appropriate BCH templates, including special conditions as required Establish evaluation criteria for tender ABSBC CORP LOB ABSBC CORP LOB ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services 176 ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services 177 178 179 180 181 182 183 184 185 186 Review draft tender documents for completeness and compliance with relevant BCH policy Prepare final tender documents Determine list of possible vendors Create evaluation matrix Issue tender documents Publish advertisements for tenders (i.e. BC Bid). Track and maintain list of document recipients Respond to queries from vendors (including addendums and Q&A series) Organize and attend site visits LOB CORP LOB CORP ABSBC LOB CORP ABSBC ABSBC ABSBC ABSBC ABSBC ABSBC ABSBC LOB CORP ABSBC ABSBC LOB CORP ABSBC ABSBC 187 188 Receive submissions/bids from vendors Public or private opening of tender cAMSA Schedule 4.2 - Attachment F - Purchasing.xls 5 of 11 AMSA Schedule 4.2 - Attachment F Attachment F - PUR Requirements Nbr Service Component Service Element Service Element Description & Supporting Activities Evaluate tenders for compliance (e.g. legal requirements) Sort and distribute responses to clients Perform technical evaluation and complete evaluation matrix Conduct supplier meetings Seek clarification from vendor as required Select successful bid in compliance with relevant BCH policy and/or appropriate exemptions Escalate for non-compliance Notify both successful and unsuccessful vendors Issue purchase order Cancel tenders that are not awarded Submit required end-user documentation to ABSBC Purchasing to support ABSBC in maintaining a complete file on record. Perform follow-up with end user if supporting documentation is not submitted and escalate to BCH Corporate as required. Maintain and file contract related documents (hard and soft copy) Design, document and administer tenders where ABSBC, Accenture or Affiliates are bidding. Define scope (ABSBC to assist only as approved by Corp) Provide request to BCH Corp Purchasing Receive request and review for completeness and compliance with relevant BCH policy Prepare draft tender documents using appropriate BCH templates, including special conditions as required Establish evaluation criteria for tender Review draft tender documents for completeness and compliance with relevant BCH policy Prepare final tender documents Determine list of possible vendors Create evaluation matrix Issue tender documents Publish advertisements for tenders (i.e. BC Bid). Track and maintain list of document recipients Respond to queries from vendors (including addendums and Q&A series) Organize and attend site visits Receive submissions/bids from vendors Public or private opening of tender Evaluate tenders for compliance (e.g. legal requirements) Sort and distribute responses to clients Perform technical evaluation and complete evaluation matrix Conduct supplier meetings Seek clarification from vendor as required Select successful bid in compliance with relevant BCH policy and/or appropriate exemptions Notify both successful and unsuccessful vendors Issue purchase order Cancel tenders that are not awarded Submit required end-user documentation to BCH Corporate Purchasing to support Corp in maintaining a complete file on record. Perform follow-up with end user if supporting documentation is not submitted. Maintain and file contract related documents (hard and soft copy) Design, document and administer Local Work Contract of Field-Issued Consulting tenders. Define scope Recommend Approve Perform Assist Domain Comments 189 190 191 192 193 194 ABSBC ABSBC ABSBC LOB LOB CORP ABSBC ABSBC ABSBC LOB CORP ABSBC ABSBC ABSBC ABSBC LOB Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services N/A 195 196 197 198 199 200 ABSBC Purchasing Base Services 201 202 Tender Process ABSBC Purchasing Base Services 203 204 205 ABSBC LOB LOB CORP LOB CORP CORP Purchasing Base Services N/A N/A 206 LOB CORP N/A 207 208 LOB CORP CORP N/A N/A 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 LOB LOB CORP CORP CORP ABSBC ABSBC ABSBC CORP CORP ABSBC CORP CORP CORP CORP CORP CORP LOB N/A N/A N/A Purchasing Base Services Purchasing Base Services Purchasing Base Services N/A N/A Purchasing Base Services N/A N/A N/A N/A N/A N/A N/A LOB CORP 225 226 227 228 CORP ABSBC CORP LOB N/A Purchasing Base Services N/A N/A 229 CORP N/A 230 231 Tender Process CORP N/A 232 LOB N/A cAMSA Schedule 4.2 - Attachment F - Purchasing.xls 6 of 11 AMSA Schedule 4.2 - Attachment F Attachment F - PUR Requirements Nbr Service Component Service Element Service Element Description & Supporting Activities Review for completeness and compliance with relevant BCH policy Prepare draft tender documents using appropriate BCH templates, including special conditions as required Establish evaluation criteria for tender Review draft tender documents for completeness and compliance with relevant BCH policy Prepare final tender documents Determine list of possible vendors Create evaluation matrix Issue tender documents Publish advertisements for tenders. Track and maintain list of document recipients Respond to queries from vendors (including addendums and Q&A series) Organize and attend site visits Receive submissions/bids from vendors Public or private opening of tender Evaluate tenders for compliance (e.g. legal requirements) Sort and distribute responses to clients Perform technical evaluation and complete evaluation matrix Conduct supplier meetings Seek clarification from vendor as required Determine if transaction is complex or in violation of policy, and seek guidance from ABSBC or Corp prior to making the award, as necessary Select successful bid in compliance with relevant BCH policy and/or appropriate exemptions Provide request to ABSBC Purchasing Evaluate tenders for compliance Escalate to Corp as necessary Notify both successful and unsuccessful vendors Issue purchase order Cancel tenders that are not awarded Submit required end-user documentation to ABSBC Purchasing to support ABSBC in maintaining a complete file on record. Perform follow-up with end user if supporting documentation is not submitted and escalate to BCH Corporate as required. Maintain and file contract related documents (hard and soft copy) Request for proposals Determine if ABSBC/Accenture/Affiliates will bid on the potential opportunity. Refer to "ABSBC/Accenture/Affiliates as bidder" process track if ABSBC, Accenture or an Affiliate chooses to bid. Define scope Provide request to ABSBC Purchasing Receive request, review for completeness and compliance with relevant BCH policy, and escalate if required Prepare draft RFP documents using appropriate BCH templates where applicable, including special conditions as required (LOB, in particular ENG, to assist where applicable) Establish evaluation criteria for RFP Prepare final RFP documents (LOB, in particular ENG, to assist where applicable) Determine list of possible vendors Recommend Approve Perform Assist Domain Comments 233 234 LOB ABSBC LOB N/A Purchasing Base Services N/A N/A 235 236 LOB LOB 237 238 239 240 241 242 243 244 245 246 247 248 249 250 251 252 LOB LOB LOB LOB LOB LOB LOB LOB LOB LOB LOB LOB LOB LOB LOB LOB N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A 253 LOB N/A 254 255 256 257 258 259 260 LOB ABSBC ABSBC LOB ABSBC LOB LOB N/A Purchasing Base Services Purchasing Base Services N/A Purchasing Base Services N/A N/A 261 ABSBC Purchasing Base Services 262 263 264 RFPs ABSBC Purchasing Base Services Purchasing Base Services ABSBC 265 266 267 ABSBC LOB CORP LOB CORP ABSBC Purchasing Base Services N/A Purchasing Base Services 268 LOB ABSBC Purchasing Base Services 269 270 LOB LOB CORP ABSBC N/A Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services 271 272 273 274 275 276 Create evaluation matrix including the establishing of weightings Issue RFP documents Publish advertisements for RFP (i.e. BC Bid). Track and maintain list of document recipients Respond to queries from vendors (including addendums and Q&A series) LOB CORP ABSBC LOB CORP ABSBC ABSBC ABSBC ABSBC LOB CORP ABSBC cAMSA Schedule 4.2 - Attachment F - Purchasing.xls 7 of 11 AMSA Schedule 4.2 - Attachment F Attachment F - PUR Requirements Nbr Service Component Service Element Service Element Description & Supporting Activities Receive proposals from vendors Public or private opening of proposals Evaluate proposals for compliance (e.g. legal requirements) Sort and distribute responses to clients Facilitate completion of evaluation matrix Perform technical evaluation, complete evaluation matrix and shortlist vendors Organize and conduct supplier meetings (including vendor demos and presentations) Negotiate with applicable vendors Determine question set for vendor references Check vendor references Develop contractual document in compliance with BCH Corporate Policy Awared successful proposal in compliance with relevant BCH policy and/or appropriate exemptions Submit final contractual document to ABSBC Purchasing for document retention Notify unsuccessful vendors Issue purchase order Cancel RFPs that are not awarded Submit required end-user documentation to ABSBC Purchasing to support ABSBC in maintaining a complete file on record. Recommend Approve Perform Assist Domain Comments 277 278 279 280 281 282 ABSBC ABSBC ABSBC ABSBC ABSBC ABSBC LOB CORP ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services N/A 283 LOB CORP ABSBC 284 285 286 287 288 LOB CORP ABSBC ABSBC LOB CORP ABSBC LOB CORP ABSBC LOB CORP LOB CORP LOB CORP ABSBC ABSBC ABSBC LOB 289 ABSBC 290 291 292 293 294 295 296 297 Perform follow-up with end user if supporting documentation is not submitted and escalate to BCH Corporate as required. Maintain and file contract related documents (hard and soft copy) Low dollar value purchases done through Informal phone, fax or email (not including imports Purchasing (Non-LPO or Non- or exports). Purchasing Card) Determine needs requirements (prepare purchase requisition). Determine acquisition methodology as per BCH Corporate policy. Determine suppliers ABSBC Purchasing Base Services ABSBC Purchasing Base Services ABSBC 298 ABSBC Corp Policy Corp Policy 299 300 Obtain informal documented quotes per BC Hydro policy. Grant appropriate exemptions for sole sourcing. Select successful vendor. Corp ABSBC MMBU Corp Corp Policy 301 302 LOB MMBU Corp LOB MMBU Corp LOB MMBU Corp ABSBC ABSBC LOB MMBU ABSBC LOB Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services 303 304 Informal Purchasing for LPO and Credit Card Prepare and issue purchase order. Low dallar value purchasing done on LPO or Credit Card ABSBC 305 Determine needs requirements. 306 Determine acquisition methodology as per BCH Corporate policy. Determine suppliers. ABSBC Corp Policy Corp Policy Corp Policy Corp Policy 307 308 Obtain quote(s) for LPO or Credit Card. 309 Obtain documentation for quote(s) as per policy. LOB MMBU Corp LOB MMBU Corp LOB MMBU Corp LOB MMBU Corp LOB MMBU Corp N/A Purchasing Base Services N/A N/A N/A cAMSA Schedule 4.2 - Attachment F - Purchasing.xls 8 of 11 AMSA Schedule 4.2 - Attachment F Attachment F - PUR Requirements Nbr Service Component Service Element Service Element Description & Supporting Activities Select successful vendor. Recommend Approve Perform Assist Domain Comments 310 Corp Policy Corp 311 Review non-compliant requests received from ABSBC AP, discuss with the initiator, and escalate to BCH Corp if required. Activities pertaining to CPIS and FOI CPIS and FOI information, record information, record keeping, and reporting per BCH policy. keeping, and reporting. Enter contracts into CPIS - Contractor Performance Information System Provide notification to the field to update CPIS contract based on past due date. Update / complete contract information in CPIS - Contractor Performance Information System Trace expired contracts that are not marked completed to field managers for completion in CPIS system. Maintain CPIS 'non-performing' vendor list (contractors that withdraw their bids are listed for 1 yr). ABSBC to perform initial follow-up with user and escalate to BCH Corp as required. Enter new field managers into CPIS system. Respond to requests for data for FoI reports (Freedom of Information Act) - as they relate to purchasing Risk Management Perform appropriate risk management activities if requested by Corp, LOB, MMBU, ENG or Field Services. Review contract documents for appropriate wording regarding bonding and insurance policies Provide risk management advice to internal clients as it relates to purchasing Collect contract bonding and insurance policies from vendor, and retain a copy for records. Review contract bonding and insurance documents for compliance with tender and escalate to BCH Corporate as required. Maintain current copy of contract bonding and insurance documents (e.g., to reflect extensions, change orders or renewals). Gather financial data from contractors. LOB MMBU Corp ABSBC N/A Purchasing Base Services 312 313 314 315 ABSBC ABSBC ABSBC LOB Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services 316 ABSBC 317 LOB ABSBC 318 319 LOB LOB Corp MMBU ABSBC ABSBC Purchasing Base Services Purchasing Base Services 320 321 Corp 322 ABSBC LOB MMBU ABSBC LOB MMBU Corp Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services 323 ABSBC 324 Corp ABSBC 325 Corp N/A 326 327 328 Analyze financial data to verify contractor's financial capability. Negotiate Policies on specific project insurance with brokers 329 Co-ordinate investigations & settlements re: Third Party claims Purchasing consulting Provide consulting services on purchasing and contract management best practices. Provide advice on contract management / types of suppliers / dispute resolution / types of tendering / governance issues / leasing Prepare responses to complaints and queries received from various parties regarding procurement activities. Provide guidance in determining when special services are required (i.e.: tax, legal…) Develop BCH corporate purchasing policies. Maintain BCH corporate purchasing policies. Perform local purchase order audits Attempt to resolve all disputes which occur in the procurement process prior to award of the contract. Resolve all disputes which occur in the procurement process after award of the contract. Purchasing may mediate when issues arise between field and supplier. Develop and maintain standard form tender documents MMBU LOB Corp MMBU LOB LOB Corp ABSBC MMBU ABSBC LOB MMBU ABSBC Purchasing Base Services N/A Purchasing Base Services Corp Corp Corp Purchasing Base Services 330 331 Corp Corp Policy ABSBC Purchasing Base Services 332 333 334 335 336 337 LOB Corp MMBU LOB Corp MMBU LOB ABSBC ABSBC ABSBC LOB Corp MMBU ABSBC ABSBC Purchasing Base Services Purchasing Base Services ABSBC LOB ABSBC LOB Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services ABSBC Corp Corp Corp ABSBC 338 LOB Corp MMBU LOB Corp 339 N/A cAMSA Schedule 4.2 - Attachment F - Purchasing.xls 9 of 11 AMSA Schedule 4.2 - Attachment F Attachment F - PUR Requirements Nbr Service Component Service Element Service Element Description & Supporting Activities Conduct best practice research and recommend appropriate changes. Perform purchasing related contract administration Tracing and expediting deliveries Review over/under expended purchase order monthly report and escalate as necessary. Process changes to PO and CO (contract order) to reflect change orders and equitable adjustments negotiated by BCH. Close standing order contracts (i.e. final payment, holdbacks). Recommend Approve Perform Assist Domain Comments 340 341 342 343 Contract Administration ABSBC Purchasing Base Services LOB Corp MMBU ABSBC LOB ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services 344 MMBU ABSBC 345 346 Notify BCH contract owner or key contact in regards to upcoming contract expiry. Purchasing and Contract Management Training Provide training for purchasing system and contract management practices LOB Corp MMBU ABSBC ABSBC Purchasing Base Services Purchasing Base Services 347 348 349 350 351 System Administration 352 353 IT Acquisition / Procurement Develop, maintain and deliver purchasing and contract management training material (For local work contracts) Maintain the training materials for the CPIS system. Note that development of training materials for CPIS system is a BCH responsibility. Day to day systems administration for purchasing software. Provide Help Desk Support on Business Process support systems (Separate from IT Help Desk) Perform fiscal year end conversion. Manage the order process, from inception through to receipt and invoice payment for the received hardware and software prior to installation, ensuring that the hardware/software purchased is consistent with the standards of the company. Manage vendor contracts (where there are standing POs). Create standing POs that meet BCH policy for standard IT commodities. Place orders and monitor fulfillment (including creation of order record in IT Work Management System [currently Peregrine]). Manage IT invoice payment. Obtain current commodity price from established vendors (i.e. where there is a standing PO in place). Issue purchase orders Negotiate contracts with suppliers. Provide order backlog management. Coordinate hardware and software maintenance agreements. Maintain inventory of consumables that are provided by the vendor (i.e. keyboards and mice). Provide customer support in the proper selection of desktop, laptop, server, printer, PDA and network configurations (HW and SW). Communicate the availability of a commodity to the end user, including BCH OCIO approved alternatives where applicable. Plan the migration from old to new equipment, including equipment cascades where applicable. Work with individual clients/vendors to plan for technology as required to meet new and growing business requirements. Manage process for returning damaged or does-not-meet-specification commodity items to the vendor. Coordinate the delivery of vendor configured, tested and burned in IT systems, peripherals and software, when appropriate, to place of installation (including confirmation of receipt). Corp ABSBC Corp LOB ABSBC Purchasing Base Services Purchasing Base Services ABSBC Purchasing Base Services Purchasing Base Services LOB Corp ABSBC 354 355 356 LOB Corp LOB ABSBC LOB Corp ABSBC ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services 357 358 Corp LOB Corp LOB ABSBC ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services 359 360 361 362 363 ABSBC Corp ABSBC ABSBC Corp LOB ABSBC ABSBC LOB Corp LOB ABSBC 364 365 ABSBC Purchasing Base Services 366 LOB N/A 367 Corp LOB ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services 368 LOB ABSBC 369 ABSBC cAMSA Schedule 4.2 - Attachment F - Purchasing.xls 10 of 11 AMSA Schedule 4.2 - Attachment F Attachment F - PUR Requirements Nbr Service Component Service Element Service Element Description & Supporting Activities Provide order status and estimated delivery dates to customer. Maintain current list of IT HW/SW maintenance contracts. Assess end user request for IT HW/SW, and process it as either a business-asusual, refresh, or project transaction. Escalate vendor performance and delivery issues to the vendor, and work with the vendor to resolve these issues. Manage and maintain asset information for hardware. Record purchasing information for each asset in Peregrine (manufacturer, vendor, cost, and warranty information). Negotiate warranty agreement and record relevant information in IT Work Management System (currently Peregrine). Track HW/SW maintenance agreement information. Manage and maintain asset information for software. Record purchasing information for each asset (manufacturer, vendor, cost, and warranty information). At the time of purchase, perform license registration for software (where required) purchased by ABSBC for the customer. Record maintenance agreement information, where required, for software purchased by ABSBC for customer. Grant access to network connected desktops and laptops to allow scanning for installed software. Provide consulting and coordination services on office equipment (cell phones, fax machines, copiers, printers etc...) Provide expert advice to internal clients Maintain and distribute new product information for equipment selection (i.e. product specifications and pricing). Recommend Approve Perform Assist Domain Comments 370 371 372 ABSBC ABSBC ABSBC Purchasing Base Services Purchasing Base Services Purchasing Base Services Purchasing Base Services 373 Corp ABSBC 374 IT Asset Management Hardware 375 ABSBC Purchasing Base Services Purchasing Base Services 376 Corp ABSBC 377 378 IT Asset Management Software ABSBC Purchasing Base Services 379 ABSBC Purchasing Base Services N/A 380 BCH-SP 381 ABSBC Purchasing Base Services 382 LOB N/A 383 Office Equipment Consulting 384 385 LOB ABSBC ABSBC ABSBC Purchasing Base Services Purchasing Base Services cAMSA Schedule 4.2 - Attachment F - Purchasing.xls 11 of 11