Below is a list of useful forms with an explanation of its use and required signatures used by Strategic Procurement Services.
| FORM | REQUIRED SIGNATURES | FORM PURPOSE |
|---|---|---|
| Bidders' Conference Attendance (PDF) | Department staff Strategic Sourcing Rep (optional) | Use this form when conducting a conference/meeting to discuss a procurement opportunity with potential bid respondents and recording attendance is required. Refer to the Bidders Conference SOP (PDF) for more information. |
| FORM | REQUIRED SIGNATURES | FORM PURPOSE |
|---|---|---|
| Competitive Bid Request | Signatures are not applicable, but cost centre owner should be aware of the purchase. | Use this form when procuring goods or services valued over $50,000. |
| FORM | REQUIRED SIGNATURES | FORM PURPOSE |
|---|---|---|
| Confidentiality & Conflict of Interest Acknowledgement (PDF) | Director, Strategic Procurement Services, Evaluation Committee and, Buyer/Procurement Specialist | Used by all evaluation team members, project sponsor, or any other individual who is privy to confidential or competitive information associated with a competitive bid to protect the integrity of the process. Refer to the Competitive Bid Confidentiality and Conflict of Interest Acknowledgement SOP (PDF) for more information. |
| FORM | REQUIRED SIGNATURES | FORM PURPOSE |
|---|---|---|
| Declaration of Conflict of Interest (PDF) | Declarer of conflict of interest, Vice President, Finance & Administration or Delegate | Used when an employee is declaring a conflict of interest where one actually exists, or can appear to others as though a conflict exists. Refer to the Declaring a Conflict of Interest in the Procurement of Goods & Services for more information. |
| FORM | REQUIRED SIGNATURES | FORM PURPOSE |
|---|---|---|
| Declaration of Surplus (PDF) | Department head and director, Strategic Procurement Services | Used when an item is no longer of use and the department wants to declare the item as surplus. For more information refer to Disposing of University Property SOP |
| FORM | REQUIRED SIGNATAURES | FORM PURPOSE |
|---|---|---|
| Limited Tendering and Non-Application Procurement Approval (PDF) | Department head Director, Procurement Services AVP Finance & CFO or designate | Use in instances when the procurement is an unique or one-of-a-kind or emergency acquisition. |
| FORM | REQUIRED SIGNATURES | FORM PURPOSE |
|---|---|---|
| PCard Change Request | Supervisor/Manager Operations Manager, Procurement Operations | Used when a change to spending limits, card cancellation, replacement of lost or stolen cards, or changes to a cardholder's profile. |
| FORM | REQUIRED SIGNATURES | FORM PURPOSE |
|---|---|---|
| PCard Participant Application & Agreement (PDF) | Card requester Approving Manager | Used when a department/unit wants a purchasing card issued to a full-time employee to purchase goods/services on behalf of the University. |
| Attestation Form (PDF) | Card Holder and Approving Manager | Used when a receipt is not given, lost, or accidently destroyed. |
| FORM | REQUIRED SIGNATURES | FORM PURPOSE |
|---|---|---|
| Performance Evaluation and Engagement Renewal for Licensed Professionals (PDF) | Preparer, AVP of the unit/department, VP Finance & Administration or designate | Used when a unit/department wishes to renew an existing relationship with a licensed professional. Engagement renewals must be completed every five (5) years (at a minimum). |
| FORM | REQUIRED SIGNATURES | FORM PURPOSE |
|---|---|---|
| Purchasing Requisition Form (If you have difficulty viewing the form in your web browser, please download and open the form in Adobe Reader) | Cost centre owner; Director or EO if value between $50K to $199,999; AVP or dean if value between $200K to $499,999; Divisional VP between $500K to $999,999, AVP Finance if value between $ 1 Million to $4,999,999. | This form is used to initiate the process of creating a Purchase Order (PO). |
| FORM | REQUIRED SIGNATURES | FORM PURPOSE |
|---|---|---|
| Travel & Expense Visa Card Application | One of the following individuals: . executive officer . dean/principal or designated associate dean/principal . university librarian or designated associate university librarian . AVP Finance & CFO . vice-president or designated associate vice president . president and . director of Procurement Services | Used by an individual who is required to travel on behalf of the university. The card is used to charge expenditures related to travel. |
| FORM | REQUIRED SIGNATURES | FORM PURPOSE |
|---|---|---|
| Vendor Evaluation Survey | Completed by department responsible for procurement of goods and/or services with an awarded vendor. | This form is used by unit/department when evaluating a vendor. Strategic Procurement Services uses this information to gauge vendor performance and ensure that the best suited vendors offer the optimal price and service to the York University community. |
| FORM | REQUIRED SIGNATURES | FORM PURPOSE |
|---|---|---|
| Vendor Quote Solicitation (PDF) | Authorized Agent's Signature | This form is used by unit/department when sourcing goods/services valued between $25K and $50K. To ensure that the University obtains fair market value and demonstrates transparency and fairness to all vendors, a minimum of three (3) different vendors should be asked to quote. |