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Below is a list of useful forms with an explanation of its use and required signatures used by Strategic Procurement Services.

FORMREQUIRED SIGNATURESFORM 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.

FORMREQUIRED SIGNATURESFORM PURPOSE
Competitive Bid RequestSignatures 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.

FORMREQUIRED SIGNATURESFORM PURPOSE
Confidentiality & Conflict of Interest Acknowledgement (PDF)Director, Strategic Procurement Services, Evaluation Committee and, Buyer/Procurement SpecialistUsed 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.

FORMREQUIRED SIGNATURESFORM PURPOSE
Declaration of Conflict of Interest (PDF)Declarer of conflict of interest, Vice President, Finance & Administration or DelegateUsed 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.

FORMREQUIRED SIGNATURESFORM PURPOSE
Declaration of Surplus (PDF)Department head and director, Strategic Procurement ServicesUsed 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
FORMREQUIRED SIGNATAURESFORM 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.
FORMREQUIRED SIGNATURESFORM PURPOSE
PCard Change RequestSupervisor/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.
FORMREQUIRED SIGNATURESFORM 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.
FORMREQUIRED SIGNATURESFORM 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).
FORMREQUIRED SIGNATURESFORM 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).

FORMREQUIRED SIGNATURESFORM PURPOSE
Travel & Expense Visa Card ApplicationOne 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.
FORMREQUIRED SIGNATURESFORM PURPOSE
Vendor Evaluation SurveyCompleted 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.
FORMREQUIRED SIGNATURESFORM PURPOSE
Vendor Quote Solicitation (PDF)Authorized Agent's SignatureThis 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.