- Related Documents: Purchasing Procedure
- Approval Dates: December 2006, November 2011
- Approved by: Vice President, Administration and Finance
- Jurisdiction: Vice President, Administration and Finance, Financial Services
- Next Review Date: 3 years from last approved date (2014)
What:
This policy ensures that Ryerson’s purchasing and procurement processes are fair, open and transparent when spending public funds on goods and services.
Applies to:
All goods and services purchased by the University.
What You Need To Know:
Goods and services shall be purchased competitively from qualified suppliers to meet specified needs and to achieve the greatest possible value for money to support the goals of the University.
Depending on both the nature and the dollar value of the purchase, different purchasing and procurement processes apply. These include: Petty Cash, Ryerson Purchasing Card, Purchase Requisition without a competitive bid process, Purchase Requisition with a competitive bid process.
Tip: Not sure which process to use? Refer to the attached tables or contact your financial adviser.
When to Involve Purchasing Services:
Purchasing Services involvement is required for purchases of goods and non-consulting services totaling more than $25,000. For purchases over $100,000, an open, public competitive bid process applies.
For more details, refer to the tables below, and the Purchasing Procedure at http://www.ryerson.ca/purchasing/policiesproced/
External Funding Agencies:
When using funding from external agencies and where their written regulations are different from University regulations, the funding agency regulations will take precedence.
Tip: Help Ryerson be green! Include environmental considerations (Reduce, Reuse, Recycle) in the evaluation of all purchases of goods and services where permitted.
Audit
All expenditures are subject to audit review.
Jurisdiction
This policy is under the jurisdiction of the Vice President, Administration and Finance. Interpretation and administration is the responsibility of the Chief Financial Officer.
Policy Review
This policy is subject to review every three (3) years.
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Table 1: GOODS & PROFESSIONAL SERVICES |
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Procurement Value $ |
Procurement Method |
Approval Authority
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$1 - $100 |
Petty Cash OR Purchase Card |
Manager, Chair or equivalent or higher
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$1 - $5,000 |
Purchase Card or Purchase Order
|
Manager, Chair or equivalent or higher |
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$5,001 - $25,000 |
Invitational Competitive: 3 quotes recommended |
Manager, Chair or equivalent or higher |
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$25,001 - $100,000 |
Invitational Competitive: 3 quotes required |
Assistant Vice President, Dean, Senior Director or equivalent, or higher |
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$100,001 - $1,000,000 |
Open Competitive (MERX) |
ONE OF: Board Chair or Vice Chair, President, Vice President, Board Secretary |
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$1,000,001 - $5,000,000 |
Open Competitive (MERX) |
TWO OF: Board Chair or Vice Chair, President, Vice President, Board Secretary |
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>$5,000,000 |
Open Competitive (MERX) |
ONE OF: Board Chair or Vice Chair AND ONE OF: President, Vice President, Board Secretary |
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Multi-year - any value |
Method as per $ figures above
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TWO OF: Board Chair or Vice Chair, President, Vice President, Board Secretary |
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Table 2: CONSULTING SERVICES |
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Procurement Value $ |
Procurement Method |
Approval Authority |
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Up to $5000 |
Invitational Competitive: 3 quotes required |
Manager, Chair or equivalent or higher |
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$5,001 - $100,000 |
Invitational Competitive: 3 quotes required |
Assistant Vice President, Dean, Senior Director or equivalent, or higher |
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$100,001 - $1,000,000 |
Open Competitive (MERX) |
ONE OF: Board Chair or Vice Chair, President, Vice President, Board Secretary |
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$1,000,001 - $5,000,000 |
Open Competitive (MERX) |
TWO OF: Board Chair or Vice Chair, President, Vice President, Board Secretary |
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>$5,000,000 |
Open Competitive (MERX) |
ONE OF: Board Chair or Vice Chair, AND ONE OF: President, Vice President, Board Secretary |
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Multi-year - any value |
Method as per $ amounts above
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TWO OF: Board Chair or Vice Chair, President, Vice President, Board Secretary |
• Cumulative Value: The value of a contract or ‘total spend’ is cumulative. A three year Purchase Order contract at $35,000 per year has a total cumulative value of $105,000, so it falls in the $100,000+ category.
• Non-competitive procurement of consultants up to $999,999 requires the approval of the President. Above this amount the approval of the Board of Governors is required.
• Research Contracts: Contracts with research funding agencies (NSERC, SSHRC, etc.) must be signed by the Vice President, Research and Innovation, by the Provost and Vice President Academic, or the President. If a research contract is for more than five years and/or greater than $1 million in any one year, the contract must also be signed by the President.