The Canadian Association of Research Administrators – Procurement Policy

1.0 Purpose

           To state the rules of the process to be followed to obtain competitive bids/proposals, where possible, for the acquisition of goods and services by the Canadian Association of Research Administrators (CARA). CARA solicits competitive submissions and accepts the compliant submission that represents the best value and meets the best interest of the CARA.

2.0 Policy Statement

2.1 The Executive Director and President are responsible for promoting the use of competitive process for all procurement of services, goods or products over $10,000. The Executive Committee will approve any exceptions to the use of the competitive process.

2.2 Requests for bids are solicited when the requirement of the request is clearly defined, and the bidders are provided little latitude to interpret the requirements. The requirements of the procured good shall be approved by the Executive Committee after discussion on information received from the Executive Director and, if applicable, CARA committee.

2.3 Once a minimum of two bids for a particular product or service have been received they shall be provided to the Executive Committee for review and a vote on them. The award is generally granted to a qualified acceptable bidder who provides the best value to CARA.

2.4 CARA may solicit requests, at the sole discretion of the Executive Committee, in its list-serve, LinkedIn group or via other means.


In the event of inconsistency between the French and English version, the English language version shall prevail.


Approved by the CARA Executive Board: September 12, 2017 and October 9, 2018