CAUBO – June Procurement Seminar Canada Foundation for Innovation Christine Charbonneau Director, Finance

CAUBO – June Agenda  About CFI  Procurement  Challenges  Sharing of good practices  Question and discussion period

CAUBO – June 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 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 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 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 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 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 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 Questions and Discussion Christine Charbonneau Director, Finance Tel: (613)