Procurement Procedures

A variety of efficient procurement and contract management processes have been developed by Procurement and Contract Management. These procurement methods are formalized in procedures under the Supply of Goods and Services Policy. Units are required to follow these procedures by selecting the appropriate method of procurement based on the nature and value of the goods and services being ordered. In addition, use of petty cash is encouraged where practical.

The following summarizes the objective of each procurement method, and links to the applicable UAPPOL procedure.

 

procurement method & uappol procedure

WHEN TO USE

pROCUREMENT limits

($ CAD)

OTHER LIMITATIONS or CONDITIONS

Petty Cash Procedure

to purchase incidental, low-value goods and services when use of cash is the most cost efficient method of payment

unit-specific (normal petty cash fund limit is $250)

cannot be used for frequently purchased items, personal loans, emergency student loans, bursaries, salaries, wages, honoraria or cashing cheques

Corporate Purchasing Card System Procedure

to purchase low-value goods and services from suppliers that accept payment through the corporate purchasing card

cardholder-specific monthly and per-transaction limits as determined by unit budget owner

cannot be used to procure restricted or controlled goods and other items as specified in the procedure

Low Dollar Purchase (LDP) System Procedure

to order low-value goods and services from suppliers not on the preferred supplier agreement contract list and that do not accept payment through the corporate purchasing card

$2,500 CAD on foreign orders

 

$5,000 CAD on domestic orders

cannot be used to procure restricted or controlled goods and other items as specified in the procedure

Preferred Supplier Agreement Procedure

to order repetitively purchased low-value goods and services from suppliers with whom the university has contract pricing and other terms

maximum order value varies by supplier as indicated on Preferred Supplier Agreement Contract List

 

Purchase Order System Procedure 

 

to order goods and services that cannot be procured through any of the above methods

 

may be subject to competitive bid process per Competitive Bid Procedure

Standing Purchase Order System Procedure

 

to order repetitively purchased low-value goods and services, over a specified period, from suppliers not on the preferred supplier agreement contract list and that do not accept payment through the corporate purchasing card

 

maximum period of standing purchase order is one year

 

may be subject to competitive bid process per Competitive Bid Procedure

Contracting for Services with Individuals and Small Businesses Procedure

to contract with individuals and unincorporated businesses for non-employment services

$75,000 per contract

 

Acquisition of Foreign Goods and Services Procedure

to declare to Canada Border Services Agency (CBSA) goods and services acquired at no charge from foreign suppliers (e.g. warranty repair, goods on loan, gifted goods and services, supplier bonuses or samples)

 

any penalty for non-compliance with CBSA regulations will be paid by the unit

 

Last Updated: November 2015