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Purchasing Policy

I.    Purpose

a)  The purpose of this policy is to ensure ethical, efficient and accountable practices are used for sourcing, procuring or other supply chain related activities;

b)  It is critical that sound management of public funds is applied for competitive bids and procurement transactions demonstrating open, fair and transparent methodologies.

II.    Principles

a)     The university faculty and staff must conduct procurement activities according to the law in Ontario, including contract law, the law of competitive processes, privacy legislation, accessibility legislation and any other legislation as may be applicable.

b)     The university may also be subject to various trade agreements, including but not limited to the Agreement on Internal Trade (AIT) and the Ontario–Quebec Trade and Cooperation Agreement (Ontario–Quebec Agreement).

c)     All goods and services purchased will comply with the requirements of all government policies (e.g. The Broader Public Sector (BPS) Procurement and Expense Directives;  the Accessibility for Ontarians with Disabilities Act (AODA);

III.    Background

The Ontario Government Management Board of Cabinet passed Bill 122 directed to the Broader Public Sector (BPS) organizations in April 2011.

IV.    Definitions

For a full listing of definitions, please refer to the Purchasing Procedure.   

V.    Scope

This policy applies to all goods and services purchased by the University.

VI.    Policy

·         Depending on both the nature and the dollar value of the purchase, different procurement methodologies can be used. These are outlined in the Purchasing Procedure;

·         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;

·         Purchasing Services involvement is recommended prior to the procurement of goods and non-consulting services totaling more than $25,000. For purchases over $100,000 an open, public competitive bid process applies.

·         Expenses are not to be charged by any supplier for university business related expenses unless as an exception in writing through a contractual agreement;

·         Suppliers may be required to demonstrate sustainable application of the 3 R’s – reduce, reuse recycle in competitive bids.

·         Consulting services require a competitive bid regardless of amount and it is recommended that Purchasing Services staff be involved.

·         Any requests to waive (RTW) the competitive bid requirements must be completed using the RTW form

VII.    Roles and Responsibilities

1.     University faculty and staff are responsible for ensuring that they:

·         Advise Financial Services of any departmental staffing changes with purchasing responsibilities.

·         Abide by and use the correct procurement methodology for all goods and services purchased for University business related amount of the purchase;

·         Contact Purchasing Services for planning and execution of all large dollar (>$100,000) open competitive bid projects.

2.      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.

3.     Financial Services is responsible for ensuring that:

·         The departmental authority approval hierarchies in the University’s Financial System are maintained as directed by the Department Head;

·         Requests for competitive bids are assigned and processed in an open, fair and transparent manner following all University policies and Ontario Government Directives;

·         Training and support is provided for Oracle iProcurement and Purchasing Card.

Note:  All purchases, commitments of funds and/or expenditures are subject to audit review.

VIII.    Jurisdiction

This policy falls under the jurisdiction of the Vice President, Administration and Finance. The interpretation and application of this policy is the responsibility of the Chief Financial Officer.

IX.    Next Review Date

This policy is subject to review every three (3) years.