How to Buy, Steps to Buy and Policy & Threshold

Roles & Responsibilities

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 Should tariffs be lifted, this Policy would be assessed and may be adjusted or rescinded.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

The Laurentian University Procurement Policy aims to ensure compliance with government regulations applicable to public institutions and to secure the best value for goods and services. This policy promotes accessibility for all suppliers and outlines the procurement principles and guidelines to be followed by all University staff and faculty.

Please click here for the full Procurement Policy approved June 2024.

Policy Overview:

No staff member has the authority to make any purchase commitment, enter into contracts for materials or supplies, or engage in any financially binding actions with third parties except through designated channels as defined within the policy.

Supply Chain Code of Ethics:

Laurentian University Supply Chain Code of Ethics is integral to the University Policy on Procurement, and the University’s supply chain practices are guided by this Code of Ethics. The purpose of the Code of Ethics is to ensure an ethical, professional and accountable University supply chain, consistent with that of the Broader Public Sector (BPS).

Acceptance of gifts, gratuities, or favors in any form, except for gifts of purely nominal value and social entertainment, is strictly prohibited.
End users must declare any potential conflict of interest when dealing with suppliers. Any non-arm's length transactions must be disclosed in accordance with the University Conflict of Interest Policy.
Please click here for the full Supply Chain Code of Ethics approved April 2021.

Building Ontario Businesses Initiative Act (BOBIA)

Even with tariffs in place, the University will continue to follow the Building Ontario Businesses Initiative Act (BOBIA) for procurement under $121,200.

An Ontario business is defined under BOBIA as “any supplier, manufacturer, or distributor that conducts its activities on a permanent basis in Ontario; and, at the time of procurement, has its headquarters (or a location with at least 250 employees) in Ontario.”

Preference is given to Ontario businesses as follows:

For procurement processes under $3,000 (excluding taxes), departments should give preference to Ontario businesses for their purchases, where feasible.

These purchases can be made via a Purchasing Card up to $3000 including taxes. If the vendor will not accept a Purchasing Card, a requisition is required. If a purchase is made via requisition, please submit the single written quotation along with the requisition number to purchasing@laurentian.ca.
For procurement processes between $3,000 and $9,999 (excluding taxes), departments should give preference to Ontario businesses in purchases where feasible.

Departments will obtain a single written quotation and submit it along with the requisition number to purchasing@laurentian.ca.
For procurement processes between $10,000 and $121,199 (excluding taxes), preference will be given to Ontario businesses in purchases.

Procurements at this value must be undertaken by Procurement & Contracts ONLY. Please advise Procurement & Contracts of your requirements via email at purchasing@laurentian.ca.

Open Competitive Procurements and Types (RFx)

“OpenCompetitiveProcess” means aset of procedures for developing a procurement contract through a bidding or proposal process and publicly posting the requirement through an electronic tendering service (i.e., MERX/Bonfire) used by the Federal and Provincial Governments as well as the MASHsector (Municipal, Academic, School Boards and Hospitals). The intent is to solicit fair, impartial, competitive bids.

Procurement Services will advise you on which RFx is most appropriate for your needs when you submit a intake form.

Request for Proposal (RFP)
Request for Supplier Qualifications (RFSQ)
Request for Tender (RFT)
Request for Quote (RFQ)
Invitation to Quote (ITQ)

Please click here for detailed information

Invitational Competitive Procurement

minimum of three or more suppliers are invited to submit a written quotation.

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.