Non-competitive Procurement

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Overview

Laurentian University will employ an open competitive process when required and whenever possible to increase the likelihood of achieving the greatest value for money.

However, in some specific situations a Sole/Single Source may be awarded when competitive procurement processes may not be warranted or possible. 

When a non-competitive procurement process is used for purchases over $10,000, formal documentation will be completed in the required Limited Tender form and signed by the appropriate authorities.

When Laurentian employs a non-competitive procurement process for consulting services over $0.00, formal documentation in the form of a Limited Tender will be completed in the required Limited Tender form and signed by the appropriate authorities.

All non-competitive process for Consulting Services must be approved by the President

1. When a Limited Tender Form Is Required

A Limited Tender Form form is mandatory when:

  • Competitive quotations cannot be obtained, and

  • The total value of the purchase exceeds $9,999 (EXCLUDING TAX).

  • Limited Tender Form must be authorized by the Director of Procurement and Contracts PRIOR to engaging with suppliers. The form must be completed, fully justified, and submitted to the Office of Procurement & Contracts for review before any commitment is made.

  • The Director of the Office of Procurement & Contracts must authorize all exemptions.

2. Required Supporting Documentation

The following documentation must be provided to the Office of Procurement and Contracts via purchasing@laurentian.ca:

  • Limited Tender Form

  • Supplier quotation, clearly stating scope, pricing, and validity

  • Proposed Statement of Work (if applicable)

  • Proposed Contract for review (if applicable)

  • Any other supporting documentation

  • A requisition in Ellucian

  • LU Code if required

3. Procurement Review Requirements

All non-competitive procurement requests must be reviewed by the Office of Procurement & Contracts prior to engagement with suppliers.

During review, Procurement will verify that:

  • The good or service being purchased is clearly described

  • Due diligence was conducted and documented to confirm no competitive alternatives exist

  • The selected exemption aligns with allowable provisions under BPS, CFTA, and CETA

  • The total estimated value includes the full duration of the engagement, including:

  1. options or extensions

  2. recurring fees

  3. required accessories, installation, maintenance, training, or consumables

  4. Required approvals are documented

4. Public Disclosure Requirements (Trade Agreement Compliance)

When a Limited Tendering exemption is used and the value meets reporting thresholds:

  • Contract award and value must be published on the Office of Procurement and Contracts website within 72 days of contract signing.

  • Contract awards will be reported annually to the Province of Ontario, prepared by the Office of Procurement & Contracts on behalf of the University.

These transparency measures are required under CFTA, CETA, and other applicable trade agreements.