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Strategic Procurement Services
Home » Purchase Goods and Services » Purchase Goods and Services valued between $25K and $50K

Purchase Goods and Services valued between $25K and $50K

Purchases between $25K and $50K require a greater level of scrutiny to ensure that the University obtains fair market value. To purchase goods valued between $25K and $50K follow the steps below.

Tip: check if you can purchase from a Vendor of Record. You may be able to access better pricing and terms, and will be exempt from the requirement to solicit three quotes.

As of March 11, 2024, all new purchasing requisitions will need to be submitted through Sm@rtBuy, as paper/PDF requests emailed to purchase@yorku.ca will no longer be accepted. More information on the Purchase Requisition to Purchase Order process can be found here.

1. TYPE OF PURCHASE

Two steps are required prior to purchase:

  1. Confirm the preferred vendor:
    a) If you purchase through a Vendor of Record, there is no requirement to collect three quotes.
    b) For all other vendors collect three quotes (the Vendor Quote Solicitation Form is a useful tool to collect all the important information).
    Note: you can request an exemption from collecting three quotes in unique, one of a kind, and emergency instances.
    c) Select the preferred vendor.
  2. Complete and submit a non-catalogue purchasing requisition form in Sm@rtBuy.
  1. Confirm the preferred service provider:
    a) If you purchase through a Vendor of Record, there is no requirement to collect three quotes.
    b) For all other service providers collect three quotes (the Vendor Quote Solicitation Form is a useful tool to collect the important information).
    Note: you can request an exemption from collecting three quotes in unique, one of a kind, and emergency instances.
    c) Select the preferred service provider.
  2. Confirm you are engaging with a Contractor: If the service provider is an individual (that is self-employed, a sole proprietor, operating through an incorporated entity or other) ensure that an Independent Contractor Questionnaire (ICQ) has been completed for this engagement, signed by the independent contractor, and sent for approval to vendorinvoices@yorku.ca.
  3. Complete and submit a non-Catalogue Purchasing Requisition Form in Sm@rtBuy for the preferred service provider and attach the approved ICQ (if the service provider is an individual).

Note: please see the Definition of a Consultant and Independent Contractor to ensure that you are following the correct procurement process.

  1. Confirm the preferred service provider by collecting three quotes (the Vendor Quote Solicitation Form is a useful tool to collect the important information).
  2. Confirm the preferred service provider is not an 'Employee': if the service provider is an individual (that is self-employed, a sole proprietor, operating through an incorporated entity or other) ensure an Independent Contractor Questionnaire (ICQ) has been completed for this engagement, signed by the Consultant, sent for approval to vendorinvoices@yorku.ca.
  3. Complete and submit a non-Catalogue Purchasing Requisition Form in Sm@rtBuy for the preferred service provider and attach the approved ICQ (if the service provider is an individual).

A Purchase Order is required for the procurement of any Hazardous Goods. Hazardous Goods can be either Hazardous Materials or Controlled Goods. Hazardous Materials are defined under the Ontario Occupational Health and Safety Act and its Workplace Hazardous Materials Information System (WHMIS) regulation. Controlled Goods are defined by the Controlled Goods Program (CGP) of Canada as outlined here. For more information please contact Strategic Procurement Services using the details below.

Complete a Purchase Requisition form in Sm@rtBuy and indicate that the purchase is for hazardous goods.

2. PURCHASING PROCESS

A copy of the Purchase Order will be available through Sm@rtBuy.

More information about Purchase Orders can be found here.

Procurement Services will ask the vendor if they would like to be paid by direct deposit and support the vendor to complete an Application for Vendor Direct Deposit Banking Form.

3. AFTER RECEIPT OF GOODS

Three steps are required after receipt of goods:

  1. Complete a receipt in SmartBuy to acknowledge receipt of goods and services. More information about the receiving of goods and services, including the process for requesting partial payment can be found here.
  2. For payment to a vendor outside Canada or the United States, please complete a Wire Draft to Foreign Countries form.
  3. If the vendor has submitted the invoice to you, please forward to Accounts Payable at vendorinvoices@yorku.ca.

A reminder that all payments for purchases without POs should follow the non-PO purchase process.