Contact Officer: Director, Strategic Procurement Services
Purpose
The purpose of this procedure is to describe the process for purchasing goods and services in accordance with the Broader Public Sector (BPS) procurement directive and university policy.
Procedure
Finalizing Goods and Services Contracts Values over $139,000
| Responsible Officer/Section | Process |
|---|
| Organizational Unit with Strategic Procurement | Complete the open competitive process and Contract negotiations in accordance with Procurement Policy. Adequate time must be built into the Contract planning process to obtain appropriate approvals, including Board approval for Contract Values over $10 million. Strategic Procurement Services will finalize negotiations and prepare the Contract. Leases for rooftops or small sections of land or a building leased to house equipment such as telecommunications towers require the review of University Counsel prior to contract execution. Where Board of Trustees approval is required, Strategic Procurement Services will work with the Secretariat’s Office to schedule an approval vote. - Executing the Contract:
Contract Summary and Authorization Form prepared.
Strategic Procurement Services will prepare the Contract Summary and Authorization Form detailing the appropriate review and signing authorities in accordance with the Contract and Invoice Signing Authority, Approval, and Execution Policy. The most senior signing officer listed on the Contract Summary and Authorization Form will be as per the Contract and Invoice Signing Authority, Approval, and Execution Policy and will sign the actual Contract. Strategic Procurement Services (SPS) will add or delete signing authorities as applicable in accordance with procurement policy. Contract Summary and Authorization Form and Contract signed. Strategic Procurement Services will obtain signatures from required parties for both the Contract Summary and Authorization Form and the Contract. Contract amendments that increase the Contract Value to the next applicable signing authority category (for example, from $675,000 to $812,000) that were not contemplated as part of the initial Contract execution must be approved and signed by the officers in the dollar value category applicable to the new Contract Value including the amendment.
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Organizational
Unit or PI | Enter Requisition Requisitions will be entered into acQuire by the Business Unit ensuring that the details from the open competitive process are referenced. acQuire will automatically generate the purchase order for approval and forward the request to the appropriate Approval Authority based on the dollar amount of the requisition.
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| Strategic Procurement Services | - Approve Purchase Order in accordance with procurement policy.
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Finalizing Goods and Services Contracts Values under $139,000
| Responsible Officer/Section | Process |
|---|
Organizational Unit
or PI | Select the vendor in accordance with the Â鶹¹ÙÍø procurement policy. Enter the requisition into acQuire. acQuire will automatically generate the purchase order for approval and forward the request to the appropriate Signing Officer for budget approval and electronic approval in acQuire based on the dollar amount of the requisition. Contract amendments that increase the Contract Value to the next applicable signing authority category (for example, from $18,000 to $32,000) that were not contemplated as part of the initial Contract execution must be approved and signed by the officers in the dollar value category applicable to the new Contract Value including the amendment.
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Strategic Procurement
Services | - Reviews and approves the purchase order in accordance with procurement policy based on the dollar value of the requisition and granting agency guidelines (research projects).
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Date Approved: May 8, 2015
Approval Authority: Vice-Principal, Finance and Administration
Date of Commencement: May 2015
Amendment Dates: October 2, 2026
Date for Next Review: 2031
Related Policies, Procedures and Guidelines:
