It is the University’s policy that all goods and services are procured in a fair, open and transparent manner that is in compliance with the Broader Public Sector (BPS) procurement directives and other relevant trade agreement legislation. All research purchases fall under the BPS mandates.
For grant funded research procurements, Purchasing Services will provide a consultative role to assist the Principal Investigator (PI) with their procurement needs. As indicated below, the number of competitive quotes required for a procurement will vary depending on the value of the goods and services. Quotation requirements as follows:
|$0 - $10,000||Two quotes, verbal or written, where practical and advantageous to the University, as determined by the Purchasing Officer|
Invitational competitive procurement with a minimum of three written quotes
|$100,000 and over||RFx must be advertised on an electronic bid service for appropriate number of calendar days as defined per applicable trade agreement.|
*Procurement Value includes any in-kind contributions but exclude applicable sales taxes and reflective of Canadian currency
The PI will ensure the correct number of quotations are in place, based on value of procurement, and that quotations are valid (not expired) when submitting requisition to initiate purchase. A purchase order must be issued by the University outlining the agreed upon terms and conditions between the vendor and University before the purchase commitment is binding.
For procurements exceeding $100,000, Purchasing Services will work with the PI to develop specifications and deliverable requirements in the form of an RFx document. The document will include an evaluation matrix that a pre-determined evaluation committee will use to score the submissions. Purchasing Services will manage the posting, communications and ensure submissions are compliant with the RFx mandatory requirements. Once evaluations are completed, the top ranked scoring proponent will be awarded.
Research project applications and finalization processes are managed directly by the University Research Services team and all research procurements will be subject to Restricted Funds Accountant approval. All procurements, regardless of funding type, are subject to approvals by authorized University staff as defined by the Procurement of Goods and Services Policy.
When PI’s are preparing budgets for a research project, the PI should indicate to vendors that the quotation request is for budgetary purposes. There may be a significant period of time from budget review to actual procurement and updated quotations may be required prior to purchase.
It is recommended that the Purchasing Services team be contacted as soon as a procurement need is determined to assist with directing the procurement process and ensuring a reasonable time allowance when project deadlines are applicable.