Enterprise Vendor of Record Guidelines

Supplier pre-qualification is a procurement process that allows the university community to source goods and services from suppliers whose experience and qualifications have been pre-determined through an open competitive procurement method.

Pre-qualified suppliers are identified by:

1. Central Procurement Services that establishes Enterprise-Wide Vendor of Record Arrangements, or
2. Identified Contracting Authorities that establish Qualified Supplier Lists

An Enterprise Vendor of Record (EVoR) is established through an open competitive procurement process led by Central Procurement Services in one of two ways:

1. By issuing a U of T led enterprise-wide RFSQ or RFP; or
2. By leveraging an existing collaborative agreement issued by an approved external buying group (e.g. OECM)

These processes result in a select group of pre-qualified suppliers who can provide goods and services to the entire University, referred to as Approved Suppliers.

The Director of Procurement Services executes the contract on behalf of the Governing Council of the University of Toronto and Central Procurement Services manages the supplier relationship.

A Qualified Supplier List (QSL) provides a pre-qualified list of suppliers that can be used by the for multiple procurement opportunities, rather than initiating a new procurement process each time a service or good is needed.

QSLs have several key features:

• Suppliers have already participated in an open competitive procurement process, ensuring they meet the required experience and qualifications thus reducing the administrative overhead for both suppliers and buyers
• Suppliers provide a response based on a project specific scope of work or product details, thus streamlining the procurement process and reducing timelines
• Suppliers on the list generally experience increased visibility and more business opportunities, making it beneficial for them to be part of the QSL

University of Toronto identified contracting authorities:

• St. George Campus
  • Central Procurement Services department
  • Facilities & Services department
  • University Planning, Design & Construction
• University of Toronto Mississauga Procurement Services department
  
• University of Toronto Scarborough Procurement Services department

These contracting authorities can establish Qualified Supplier Lists (QSL) for use by a unit/campus through a RFSQ process. The department/campus head executes the contract and manages the supplier relationship, including performance.

A contracting authority may extend their procurement opportunity to the entire university community by contacting Central Procurement Services prior to:

• Issuing a U of T led open competitive procurement call, or
• Engaging with an external collaborative buying group