Thompson Rivers University
OP-12: Electronics Purchasing

TRU Electronics Purchasing Guidelines (used in the Request For Proposal (RFP) process when seeking to lease or purchase computer equipment) • TRU will purchase all electronic equipment from local sources except where outstanding circumstances prevent this. • Please advise TRU if your organization offers a recycling and/or disposal program, and include detailed information on how this program functions • Where applicable, products proposed must comply with Federal, Provincial, local and Municipal standards. Please describe how your organization conforms to these standards • Describe your organization’s ability to support TRU's current and future initiative to move to carbon neutrality • The ability to change how people use computers is a key to success in achieving TRU’s environmental targets. Please provide examples of how your organization was able to influence positive change in a similar organization like TRU, and the resulting benefits to the environment • Describe your organization’s environmental sustainability policy and practices, as well as any supporting policies from the manufacturer. Please provide copies or web links to any existing manufacturer and Proponent policies • Describe your organization’s willingness to assist TRU in working towards a "carbon neutral" environment • Provide a summary of your organization's and the manufacturer's mandate and core principles on environmental sustainability. Please indicate if your organization maintains an environmental policy in keeping with BC Government initiatives. Source: Rita Hodge, TRU INFORMATION TECHNOLOGY CLIENT SERVICES

TRU Purchasing Policy and Responsibility - To participate in the goals and objectives of the institution by ensuring that the best value is obtained in the acquisition of goods and services in a fair, open, transparent, and timely manner. The Purchasing function is centralized in the TRU Procurement Services department (http://www.tru.ca/purchasing/procurement.html). The manager of Procurement Services is responsible for overseeing the purchase of all supplies, equipment and services, including rental of equipment required by the institution and research grantees. Only the Procurement Department is empowered to financially commit the University, except for those instances where this power has been specifically delegated by the Vice President, Administration and Finance. Examples of this are the purchase of library books, bookstore merchandise and perishable food purchases (ordered by an open Purchase Orders (PO) process, set-up by the Procurement Services). The TRU librarian is responsible for the purchase of library books, the bookstore manager is responsible for the purchase of bookstore merchandise and the chairperson for the food-training centre is responsible for the food purchases. Suppliers who accept orders from individuals or departments which do not reference an official Purchase order number, and who subsequently invoice Thompson Rivers University for payment, will be advised that payment cannot be made for orders accepted from unofficial sources without a purchase order. TRU is maintained largely by public funds and all suppliers are entitled to have their tender submission considered when TRU is in the market for goods and services competitively. Purchases of material and services, with certain exceptions, will be covered by POs, the authority for which will be properly approved on a Web Requisition (WR). Construction and renovation contracts estimated to have a value greater than $10,000 shall require comparative pricing, and those greater than $ 30,000 in value shall be tendered. The purchase of goods or services greater than $ 10,000 in value aggregate shall require comparative pricing, and those greater than $ 30,000 shall be tendered in accordance with operational policies and procedures. Exceptions to this policy would be when the need is critical and where delays would not be in the best interest of TRU's operations, or where materials or services are unique. As a ruling principal, orders and contracts will be awarded to the lowest qualified bidder with the best value for TRU. However, all other things being equal, preference will be shown to local firms, British Columbian firms and Canadian firms, in that order. Any deviation from this principle will be as a result of negotiations between the manager of Procurement Services and the requisitioning departments. TRU's Procurement Services will take into consideration the effects on the environment that products or services will have, and will recommend substitutions or alternative solutions. The responsibility for environmentally responsible purchasing will be from the initial purchase to disposal. Purchasing will keep abreast Government regulations and controls as well as impending government actions and how they will impact the institution.

Figures in Canadian dollars. Expenditure in the year 2013 was not typical. TRU extended its lease terms from three years to four years, so did not undertake many replacements.