Any written or electronic document containing the elements of offer, acceptance and considerations, that legally bind two or more parties.
Agreement on Internal Trade (AIT)
A national agreement that regulates trade between the provinces to ensure equal access to public sector procurement for all Canadian suppliers/vendors. The Agreement aims to reduce barriers to the movement of persons, goods, services and investments within Canada. The agreement can be located at:
A proposal, quotation or tender submitted in response to a solicitation from a contracting authority. A bid covers the response to any of the three principal methods of soliciting bids, i.e., Request for Tender, Request for Proposal and Request for Quotation.
Bill of Lading
Written receipt given by a carrier (e.g. courier), for goods accepted for transportation. When expediting or tracing a shipment from a supplier/vendor, it is important to obtain the Bill of Lading number along with other information about the shipment.
Blanket Purchase Order (BPO)
Contract including the standard terms and conditions of the purchase/sale agreement covering several transactions over a defined time frame, quantities required are unknown.
Change Order (CO)
A written modification to a contract, purchase order, or agreement.
Set of procedures for developing a procurement contract through a bidding or proposal process. The intent is to solicit fair, impartial, competitive bids.
Conflict of Interest
A situation in which financial or other personal considerations have the potential to compromise or bias professional judgment and objectivity. An apparent conflict of interest is one in which a reasonable person would think that the professionalís judgment is likely to be compromised. It is important to note that a conflict of interest exists whether or not decisions are affected by a personal interest; a conflict of interest implies only the potential for bias, not a likelihood.
An award of a procurement contract without organizing a competitive process. A direct award is only appropriate under certain special circumstances.
A web based system that provides suppliers/vendors with access to information related to open competitive procurements.
Benchmark, standard or yardstick against which accomplishment, conformance, performance, and suitability of an individual, alternative, activity, product or plan is measured, to select the best supplier/vendor through a competitive process. Criteria may be qualitative and/or quantitative in nature.
Evaluation Matrix or Best Value Analysis (BVA)
A tool allowing the evaluation team to rate supplier/vendor proposals based on multiple pre-defined evaluation criteria.
Fair Market Value
The price that would be agreed to in an open and unrestricted market between knowledgeable and willing parties dealing at arm's length who are fully informed and not under any compulsion to transact.
F.O.B. (Free On Board)
Free On Board indicates the geographical point where ownership (title) passes from a supplier/vendor to York University. The supplier/vendor is responsible for all costs up to the destination mentioned immediately after the letters F.O.B. on the purchase order. York University is responsible for all costs after that point.
The purchase of environmentally preferable goods and services, and the integration of environmental performance considerations into the procurement process, including planning, acquisition, use and disposal. Environmentally preferable goods and services are those that have a lesser or reduced impact on the environment over the life cycle of the good or service, when compared with competing goods or services serving the same purpose. Environmental performance considerations include, among other things: the reduction of greenhouse gas emissions and air contaminants; improved energy and water efficiency; reduced waste and support of reuse and recycling; the use of renewable resources; reduced hazardous waste; and reduced toxic and hazardous substances.
Group Purchasing Initiatives (GPI)
A buying group created to achieve efficiencies and economies of scale by combining the purchasing requirements and activities of multiple organizations into one joint procurement process.
Fairness in treating suppliers/vendors and awarding contracts without prejudice, discrimination or preferred treatment.
A promise or a proposal made by one party to another, intending the same to create a legal relationship upon the acceptance of the offer by the other party.
Acquisition by any means, including by purchase, rental, lease or conditional sale, of goods, services or construction.
The estimated total financial commitment resulting from a procurement, taking into account optional extensions.
Purchase Order (PO)
A purchaser's written offer to a supplier/vendor formally stating all terms and conditions of a proposed transaction.
Purchasing Card (PCard)
The Purchasing Card (PCard) is a convenient and efficient method of acquiring low value goods and services directly from vendors for University related business only.
Purchasing Requisition (PR)
The purchasing requisition is the document the end-user completes to communicate its need to Procurement Services. This document, once received by Procurement Services initiates the process of creating a Purchase Order.
Request for Expressions of Interest (RFEI)
A document used to gather information on supplier/vendor interest in an opportunity or information on supplier/vendor capabilities/qualifications. This mechanism may be used when York wishes to gain a better understanding of the capacity of the supplier/vendor community to provide the services or solutions needed. A response to a RFEI must not pre-qualify a potential supplier/vendor and must not influence their chances of being the selected proponent on any subsequent opportunity.
Request for Information (RFI)
A document issued to potential suppliers/vendors to gather general supplier/vendor, service or product information. It is a procurement procedure whereby supplier/vendors are provided with a general or preliminary description of a problem or need and are requested to provide information or advice about how to better define the problem or need, or alternative solutions. A response to an RFI must not pre-qualify a potential supplier/vendor and must not influence their chances of being the selected proponent on any subsequent opportunities.
Request for Proposal (RFP)
A document used to request suppliers/vendors to supply solutions for the delivery of complex products or services or to provide alternative options or solutions. It is a process that uses predefined evaluation criteria in which price is not the only factor.
Request for Supplier Pre-Qualification (RSPQ)
A document used to gather information on supplier/vendor capabilities and qualifications, with the intention of creating a list of pre-qualified suppliers/vendors. This mechanism may be used either to identify qualified candidates in advance of expected future competitions or to narrow the field for an immediate need. Terms and conditions built into the RSPQ contain specific language to disclaim any obligation on the part of York University to actually call on any supplier/vendor as a result of information gathering activities to supply such materials or services.
Request for Tender (RFT)
A document used to request supplier/vendor responses to supply goods or services based on stated delivery requirements, performance specifications, terms and conditions. An RFT usually focuses the evaluation criteria predominantly on price and delivery requirements. This document may also be called a Request for Quotation (RFQ) where the organization has described exactly what needs to be purchased and the evaluation is made solely on price.
More than one supplier/vendor is capable of meeting end user requirements and specifications; however, only one is available to meet specific criteria.
Only one supplier/vendor is capable of meeting end user requirements and specifications; no other supplier/vendor in the market.
Negotiated agreement between York University and a vendor including set terms and conditions over a fixed period of time.
Any entity who, based on an assessment of that person's financial, technical and commercial capacity, is capable of fulfilling the requirements of a procurement.
An opportunity to provide feedback to, or receive feedback from a supplier/vendor following a quote solicitation or competitive bid.
Supply Chain Management
The full range of processes that manage the flow of goods and services, information, and dollars between suppliers, customers and end users, as well as the supporting infrastructure required to enable these processes.
Supply Chain-Related Activities
Any activity, whether directly or indirectly related to an organizationís plan, source and procure, move and pay processes. It includes everything, starting from research, scoping and defining needs by end users until the final payment/asset disposal.
Any asset that is no longer of use to a University Department or Faculty.
Total Cost of Ownership/Total Life-Cycle Costs (TCO)
An estimate or calculation that considers all direct and indirect costs of an asset, good or service over its useful life, from acquisition to disposal. Total cost of ownership includes items such as the purchase price, implementation fees, upgrades, maintenance contracts, support contracts, licence fees and disposal costs.
Value for Money/Best Value
A foundational objective of York is to maximize the value it receives from the use of public funds. A value for money approach aims to deliver products and services with a lower total life cycle cost while maintaining a high standard.