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.
Up to $10,000
Purchases in this category include any good or service from a single supplier/vendor that is for tangible goods required to conduct University business. These are non-repetitive (one time only) acquisitions that cannot be met by a Preferred Supplier/Vendor.
Internal community members:
- End user determines the need and sources the good/service and vendor always ensuring that the Univeristy receives fair market value on all purchases
- Receive the goods or services and keep the packing slip or equivalent for reconciliation purposes
- Pay for the goods or service using either PCard or Cheque Requisition (PDF).
If a Preferred Vendor has not been identified, determine the need and source the good/service and vendor, always ensuring that the University receives fair market value on all purchases.
Note: All radioactive materials, of any value, require a Purchase Order and must be acquired through Procurement Services.
$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:
- 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)
- Evaluate responses and if an award is appropriate, award to the lowest bidder
- 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)
- Procurement Services issues a Purchase Order and forwards to the vendor
- Payment Method: Once goods/services are received, forward the invoice with the Purchase Order to Accounts Payable.
$50,000 or more
Purchases in this category are typically complex acquisitions and may be pan-University. Competitive bids under $100,000 will be advertised at the discretion of Procurement Services to maximize the best value for the University. However, acquisitions estimated to cost in excess of $100,000 will be advertised publicly exclusively by Procurement Services.
- Identify the need and provide Procurement Services with detailed specifications by completing the Competitive Bid Request form
- Procurement Services manages the competitive bidding process and is the only point of contact with the vendors
- Procurement Services determines the most appropriate competitive bid method, advertises the bid and collects submissions from vendors (consistent with competitive bidding law requirements)
- Procurement Services and internal community members evaluate responses and if an award is appropriate, Procurement Services awards to the most responsive bidder
- Internal community members order and pay for goods and services determined by the competitive bidding process
- Payment method(s): Invoice with PO number or as determined by Procurement Services
Vendors of Record
Vendors of Record have been identified by Procurement Services for use by the internal community members when purchasing goods and services. Vendors of Record offer goods and services to the University based on negotiated terms, conditions and pricing. These contractual arrangements are established to reduce the costs and processes associated with repetitive sourcing and quote solicitation through longer term arrangements. Vendors of Record typically sign a formal document that commits both the vendor of record and the University to a set of mutually agreed-upon "rules of engagement" in support of purchasing transactions. At a minimum, these rules include term of the relationship, opportunities for extension based on performance, fixed pricing, service or maintenance commitments as well as insurance coverage and any other requirement related to risk mitigation.
Internal community members are required to purchase goods and services from a Vendor of Record if the University has an established contract.
To view the list of University Vendors of Record and access pricing to complete the ordering process, Passport York login is required. Click on the good or service required and view the list of established contracts.
Emergency Acquisitions
An emergency is defined in the Procurement Procedure as follows: A circumstance in which an immediate purchase or procurement decision is necessary to prevent a serious delay, which delay reasonably could result in a danger to life, damage to property, or suspension of the provision of an essential service.
- Procure the good or service as appropriate in the interest of time
- Once the emergency has been addressed, complete a Sole or Single Source Certification Form with the rationale, attach the invoice to a completed Cheque Requisition and forward to Procurement Services
- Payment Method(s): Cheque Requisition
Note: The Dean or Director of the affected area has the authority to acquire goods or services up to $100,000 without regard to this Procedure or its related Guidelines. The Associate or Assistant Vice President of the affected area has the authority to acquire goods or services in excess of $100,000 without regard to this Procedure or its related Guidelines.
Unique or One-of-A-Kind Acquisition (Non-competitive Procurement)
It is recognized that, in rare, specific or exceptional circumstances, competitive pricing cannot be obtained (i.e. through multiple quotations or competitive bidding) as there may only be one vendor in the market (sole source) that is capable of providing the good or service requested.
In some cases, there are a number of vendors available in the market, but only one is able, or capable, of providing the good or service (single source).
In these rare circumstances, a Non-Competitive Procurement Approval is required and must be approved by the Director, Procurement Services in advance of the end user making any commitment to the vendor/service provider.
- Retrieve the Non-Competitive Procurement Approval
- Complete the form – all sections that apply
- Prepare and attach a Purchasing Requisition to the Briefing Notes and Approval Form
- Send the complete package (Briefing Notes and Approval Form and Purchasing Requisition) to Procurement Services
- Procurement Services reviews request and conducts internal due diligence for reasonability
- Director, Procurement Services reviews and approves if all conditions below are met:
- Request is supported by appropriate rationale
- Evidence of Fair Market Value is provided
- Procurement Services’ due diligence validates the request
- Procurement Services reviews the Purchasing Requisition for completion and accuracy
- Procurement Services issues the Purchase Order and faxes to recommended vendor
- Procurement Services sends copy of Purchase Order and approved Briefing Notes and Approval Form to Requester for record-keeping purposes
- Order and pay for goods or services
- Payment Method(s): Invoice with PO number
Note: In situations where the documentation provided is insufficient to warrant approval Procurement Services will contact the requester within 3 to 5 business days to discuss alternatives.
