Procurement of Good and Services Policy

Purpose

The University aspires to maintain the highest ethical, legal, environmental, managerial and professional standards in the management of resources that have been entrusted to it as a publicly funded institution. These standards can only be achieved in an environment that promotes and supports sound fiscal management and accountability, risk minimization, long-term sustainability and social responsibility. To this end, the Procurement of Goods and Services policy is designed to define and guide in the management and control of financial expenditures in an open, fair and transparent manner and in accordance with the broader regulatory requirements.

Policy

The University is committed to managing its procurement of goods and services in a manner that is consistent with current procurement principles, standards and metrics, and adheres to applicable provincial and federal standards and regulatory requirements. At all times individuals involved in the planning, purchasing, contracting, logistics and payment of goods and services shall ensure that funds entrusted to the university are used in a responsible, efficient and effective manner, and must:

• Act and be seen to act with integrity and professionalism;
• Not engage in any activity that may create, or appear to create a conflict of interest, and ensure all potential, perceived, actual and apparent conflicts of interest are properly disclosed, and appropriately considered and managed;
• Undertake the contracting and purchasing of activities in a fair and transparent manner and with a view to obtaining the best value for appropriate levels of quality and service;
• Conduct themselves in accordance with the University's Supply Chain Code of Ethics and the laws of Canada and Ontario; and
• Give appropriate consideration to those goods and services that reflect the university’s commitment to accessibility, sustainability and broader social responsibilities.

All documentation relating to the procurement of goods and services shall be executed within the scope of authority as set out in the university’s Signing Authority Registry and Approval Procedures.

Failure to adhere to this policy and its associated procedures and guidelines may result in disciplinary action

Scope and Authority

The Vice-President, Administration (VPA) is responsible for the interpretation and administrative direction of this policy and associated procedures and guidelines to ensure their consistency with other university policies, as well as broader regulatory requirements. Under the direction of the VPA, the Finance department is also responsible for ensuring appropriate accountability measures are in place at all levels.

The policy and associated procedures apply to all acquisitions, contracts and agreements involving the use of university operating, capital, ancillary, research and all other funds held in trust or at its disposal. All acquisitions shall be compliant with provincial and federal laws, trade agreements and related university policies and procedures and guidelines.

The Procurement Manager, under the direction of the VPA, will ensure the day-to-day implementation and co-ordination of training of staff about the associated procedures and guidelines, as well as the regular review of the purchasing procedures to ensure that the university’s procurement processes are subject to continuous improvement and refinement.

ASSOCIATED POLICIES, PROCEDURES AND GUIDELINES

All procurement activities must adhere to standards and procedures as outlined in the associated procedures and guidelines, which include the following:

• Academic Staff Employment Policy;
• Animal Care and Use Policies and Guidelines;
• Biosafety Manual;
• Conflict of Interest in Research Policy;
• Expense Policy and Procedures;
• Gift Acceptance Policy;
• Health and Safety Policy and Procedures;
• Procurement of Goods and Services Policy and Procedures;
• Radiation Safety Manual;
• Investment Policy;
• Procedures for the Determination of Contractor Status;
• Risk Management Policy;
• Signing Authority Policy;
• Signing Authority Registry and Approval Procedures;
• Supply Chain Code of Ethics; and
• Safe Disclosure Policy and Procedures

External procedures and guidelines:

• Supply Chain Guidelines, Ontario Ministry of Finance.

Review

The procedures and associated rates and schedules will be reviewed from time to time, and may be adjusted as required by the university policies and broader regulatory requirements.