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How to Buy

York University's acquisition principles are reflected in its Procurement of Goods and Services Policy and Procedure. Procurement Services is responsible for the implementation of the Policy and Procedure and to develop the procurement framework that reflects federal and provincial legislation as well as financial, environmental and legal requirements that are introduced from time to time. This site is designed to provide internal community members with a roadmap to the acquisition process that is compliant with both internal and external policies and regulations.

The University will acquire goods and services competitively, and from qualified suppliers who demonstrate good financial standing, provide quality goods and services at the maximum benefit for funds expended. To capitalize on the best overall value while ensuring process efficiencies, Procurement Services establishes contracts or agreements with Vendors of Record (VOR) and the University requires internal community members to purchase goods or services from these VORs.

If the University has not established a contract or agreement with a VOR, click on the bar that matches the estimated overall value of the required good or service and follow the instructions. These dollar thresholds and associated purchasing processes are reflective of the nature of the purchase such as frequency, complexity and other considerations.

 

$10,000 - $50,000

Purchases in this category typically involve straightforward acquisitions of goods or services, but which may also involve specific requirements for delivery, warranties, or specific terms and conditions requiring negotiation. When applicable, request that Procurement Services complete a competitive bidding process on your behalf.

Internal community members:

  1. To ensure that the University obtains fair market value and demonstrates transparency and fairness to all vendors, determine the need and source a minimum of three (3) different vendors using the Vendor Quote Solicitation (PDF)
  2. Evaluate responses and if an award is appropriate, award to the lowest bidder
  3. Complete a Purchasing Requisition (PR) and submit both the PR and all quotes to Procurement Services (Note: In cases where the lowest bidder is not awarded, provide rationale with the Purchasing Requisition outlining why the decision was made (e.g. only one that could meet the timeline)
  4. Procurement Services issues a Purchase Order and forwards to the vendor
  5. Payment Method: Once goods/services are received, forward the invoice with the Purchase Order to Accounts Payable.