How to Buy & Threshold
Overview
Navigate our streamlined procurement process with ease. This page provides quick access to essential sections to help you efficiently manage your procurement needs:
- Policy and Thresholds: Understand our procurement policies and thresholds, ensuring compliance with government regulations and securing the best value for the university.
- Steps to Buy: Follow our detailed guide for a seamless purchasing experience, from identifying needs to processing payments.
- NEW Building Ontario Businesses Initiative Act (BOBIA): Stay informed on how BOBIA impacts procurement under $121, 200 and the requirement to give preference to Ontario businesses and ensure compliance with the new regulations.
- Procurement Restriction Policy: This Procurement Restriction Policy (Policy) is designed to restrict United States (U.S.) businesses from accessing public sector procurements in Ontario. It is in force as a response to U.S. tariffs on Canadian products and services. Should tariffs be lifted, this Policy would be assessed and may be adjusted or rescinded. This Policy is issued under the authority of the Management Board of Cabinet Act, and the Broader Public Sector Accountability Act, 2010. Issued by Management Board of Cabinet, Effective March 4, 2025
Policy and Threshold
Thresholds for Procurement, Purchasing Methods and Requirements:
| Single Item Purchase Amount (excluding taxes) | Method of Purchase | Competitive Bid Requirement | Purchasing Services Involvement |
|---|---|---|---|
| $0 - $2,999.99 | Procurement Card (P-Card) or Petty Cash (up to $100) | Not required | Not required |
| $3,000 - $9,999.99 | Quote obtained by department or Procurement Services | Not required | Not involved unless the cumulative contract value within the current fiscal year exceeds the threshold |
| $10,000 - $49,999.99 | Invitational competitive procurement (minimum of three or more suppliers invited to submit a written quotation) | Required | Involvement in procurement process |
| $50,000 - $99,999.99 | Invitational competitive procurement (minimum of three or more suppliers invited to submit a written quotation) | Required | Involvement in procurement process |
| $100,000 - $999,999.99 | Open competitive process | Required | Involvement in procurement process |
| $1,000,000 and above | Open competitive process | Required | Involvement in procurement process |
Please note that for orders between $3,000 and $10,000, the minimum requirement is one written quote, but the University Purchasing Department may request additional quotes for better value.
Seven Steps of the Procurement Process
Contract Value $0 to $9,999 (EXCLUDING TAXES)
All purchases are subject to budget availability and suppliers are not to provide goods, services, consulting or construction until a valid purchase order has been supplied to the supplier. Departments may obtain quotes in this threshold.
Steps:
- Requesting department must ensure adequate budget (via Self-Service or Ellucian) and consult with potentially affected departments.
- Requesting department must obtain LU Code (required over $5000 including taxes).
- Single written quotation from a supplier is required from requesting department. Backup (quote) is to be sent to Purchasing@laurentian.ca . Ontario Businesses are to be utilized and preferred wherever feasible/possible.
- Requisition is to be placed in Ellucian by requesting department for awarded supplier.
- Requisition is to be approved by budget holder of requesting department. Financial Services will approve requisition after requesting department has approved.
- Procurement reviews quotation once the requisition is approved by Finance.
- Once PO is sent to supplier, requesting department may proceed in engaging in goods, services, consulting and construction from supplier.
If the quote is not from an Ontario or Canadian vendor, Procurement applies a Non-Ontario Business Justification Form and rationale as to why an Ontario or Canadian vendor was not selected.
VISA may be used ONLY for purchases $0-2999 INCLUDING TAXES. If vendor will not accept VISA, a requisition is required.
Contract Value $10,000 to $121, 200 (EXCLUDING TAXES)
All purchases are subject to budget availability and suppliers are not to provide goods, services, consulting or construction until a valid purchase order has been supplied to the supplier. ONLY PROCUREMENT CAN OBTAIN QUOTING IN THIS THRESHOLD
Steps:
- Requesting department must ensure adequate budget (via Self-Service or Ellucian) and consult with potentially affected departments.
- Requesting department must obtain LU Code (required over $5000 including taxes).
- Click here to fill out an Intake Form to Initiate the procurement process.
- 3 written quotations from a supplier is required and will be undertaken via the Procurement department. Ontario Businesses are to be utilized and preferred wherever feasible/possible and suppliers will be allocated a 10% Ontario Business Preferential Margin.
- Requisition is to be placed in Ellucian by requesting department for awarded supplier.
- Requisition is to be approved by budget holder of requesting department. Financial Services will approve requisition after requesting department has approved.
- Once PO is sent to supplier, requesting department may proceed in engaging in goods, services, consulting and construction from supplier.
Contract Value Over $121, 200 (EXCLUDING TAXES)
All purchases are subject to budget availability and suppliers are not to provide goods, services, consulting or construction until a valid purchase order has been supplied to the supplier. ONLY PROCUREMENT CAN OBTAIN QUOTING IN THIS THRESHOLD
Steps:
- Requesting department must ensure adequate budget (via Self-Service or Ellucian) and consult with potentially affected departments.
- Requesting department must obtain LU Code (required over $5000 including taxes).
- Click here to fill out an Intake Form to Initiate the procurement process.
- Open Public Process is required and will be undertaken via the Procurement department.
- Once RFx process is completed, a Requisition is to be placed in Ellucian by requesting department for awarded supplier.
- Requisition is to be approved by budget holder of requesting department. Financial Services will approve requisition after requesting department has approved.
- Once PO is sent to supplier, requesting department may proceed in engaging in goods, services, consulting and construction from supplier.
For further assistance or inquiries
Please reach out to our Procurement and Contracts Department at purchasing@laurentian.ca.