Purchase Goods and Services
A number of programs and services are available to facilitate the acquisition of goods and services for The University of Alberta community. These programs are designed to:
- Reduce overall cost
- Streamline processes and improve efficiency
- Ensure policy compliance and enhance accountability
The primary purchasing method at The University of Alberta is SupplyNet. Corporate Purchasing Cards can be used for eligible low dollar purchases that are not available from Preferred Suppliers and that do not require a SupplyNet Purchase Order.
First Choice - Preferred Suppliers
The first choice for the purchase of goods and services must be the university’s Preferred Suppliers, who have negotiated contracts to reduce the university’s total cost and administrative effort. To place an order, see Preferred Suppliers, note that most Preferred Supplier orders are placed in SupplyNet.
Goods and services not available from a Preferred Supplier
For goods or services that are not available from a Preferred Supplier, the thresholds below determine the acquisition method and associated administrative process.
SupplyNet and Corporate Purchasing Card are options to purchase goods and services in this category. See below for guidelines.
| SupplyNet PO | Corporate Purchasing Card |
|---|---|
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A SupplyNet Purchase Order is required.
For purchases of goods and services between $5,000 and $19,999, it is recommended to obtain more than one quote.
Note: SupplyNet Requisitions below $20,000 (below $10,000 until March 31, 2022) are emailed directly to the Supplier after Budget Owner Approval and do not route to PCM (some exceptions exist, e.g. restricted commodity routing - software, New Supplier Set-up etc).
A SupplyNet Purchase Order is required. For purchases of goods and services between $20,000 and $74,999, a minimum of two supplier quotations are required, unless the purchase is made from Preferred Suppliers or when a purchase relates to an existing contract renewal or extension. See Multiple Quote Process.
Note: All SupplyNet requisitions $20,000 and above will route to PCM for final review and approval before a PO is issued.
To be compliant with Trade Agreements and Legislation, purchases in this threshold (above $75,000 for goods and services or above $200,000 for construction) must be publicly tendered in a competitive bid process, and referred to PCM. See Competitive Bid Process.
Note: All SupplyNet requisitions in this category will route to PCM after Budget Owner Approval for further review and processing.
It is recommended that departments authorize the following:
- SupplyNet Requester Access for employees who anticipate to place 5+ SupplyNet Orders annually from Preferred and/or other Suppliers.
- A Corporate Purchasing Card for employees who regularly purchase low dollar goods or services that are not available from Preferred Suppliers and that do not require a SupplyNet PO.
Individuals who procure infrequently and do not require the above access are encouraged to work with their Supervisor, Academic Department Manager, Finance Partner or Faculty General Manager to determine the process to purchase goods and services.
- Determine staff access: PCard, SupplyNet or both
- Follow U of A processes for staff members to get access (completion of forms, ADM eSecurity, etc.)
- Once access is granted, ensure training is completed for each tool (SupplyNet and PCard).
- Ready to purchase? Decide on which process/tool is needed to purchase the item.
Purchasing Methods
Once access requirements have been determined, the next step is to determine the appropriate purchasing method.
Purchase order for PSA vendors
Used when purchasing goods, services and construction of any value through the Preferred Suppliers in SupplyNet.
Purchase order for non-PSA vendors
Used when purchasing goods, services and construction of any value up to $75,000 through the non-PSA vendors in SupplyNet.
Purchases between $20,000 and $75,000 require multiple quotes or single source justification.
Corporate purchasing card (PCard)
Used for purchases below $5,000 and when the product is not available through the Preferred Suppliers.
Request for Proposal (RFP)
Used for purchases of goods and services equal to or greater than $75,000 and construction equal to or greater than $200,000.