How to Buy, Steps to Buy and Policy & Threshold

Navigate our streamlined procurement process with ease. This page provides quick access to three 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.

Here’s how the eight steps of the procurement process could be tailored specifically for Laurentian University Procurement, incorporating a broader organizational context:
 

1. Needs Identification: Identify and articulate the precise requirements for goods, services, or works, ensuring alignment with the university's strategic goals, academic needs, and budgetary constraints.
    
2. Specification: Develop clear and detailed specifications that encompass quality, quantity, delivery timelines, and any other necessary conditions. These specifications must be communicated in a way that suppliers fully understand the university's requirements and standards.
    
3. Supplier Identification: Identify potential suppliers through a well-maintained and regularly updated database that includes information on supplier capabilities, experience, quality, financial stability, and past performance with the university. This ensures a reliable pool of suppliers that can meet the university’s needs effectively.
    
4. Request for Quotation (RFQ) or Request for Proposal (RFP): Issue a formal RFQ or RFP to potential suppliers, clearly outlining the university's requirements, timelines, and evaluation criteria. Use standardized templates and documentation to ensure consistency and fairness in the evaluation process.
    
5. Evaluation: Objectively evaluate proposals based on predefined criteria such as cost, quality, supplier experience, and alignment with the university’s needs. This process may include site visits, reference checks, and a review of the supplier's financial and operational stability to ensure they can meet the university's standards.
    
6. Negotiation: Engage in negotiations with the selected supplier, focusing on obtaining the best value for the university. This includes discussions on pricing, delivery schedules, warranties, and any other contractual terms. The negotiation process should aim to maximize the overall value rather than just focusing on price.
    
7. Contract Award: Award the contract to the supplier who best meets the university's requirements and can provide the highest value. The contract should clearly outline all terms and conditions, including payment schedules, delivery timelines, performance metrics, and any other relevant clauses.
    
8. Contract Management: Actively manage the contract throughout its lifecycle to ensure the supplier meets all obligations. This includes monitoring supplier performance, managing any changes or disputes, and conducting regular reviews to ensure the contract continues to meet the university’s evolving needs. Good communication with the supplier is crucial to maintaining a positive and productive relationship.

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.
   
• All purchases exceeding $2,999.99 must be accompanied by a Purchase Order issued by the Purchasing department. The Purchase Order serves as a legal contract and encumbers the funds in the University's accounting system.

Thresholds for Procurement, Purchasing Methods and Requirements:

Procurement Code of Ethics:

• 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.

Non-Competitive Procurements and Types:

• Emergency purchases necessary to prevent a serious delay posing a danger to life, property damage, or suspension of essential services (Limited Tender/Sole Source document to be requested from Purchasing@laurentian.ca)
   
• Personnel services and employment contracts (contact Human Resources).
   
• Travel, entertainment, and hospitality expenses along with associated reimbursements (Travel and Expense Policy)
   
• Utilities such as natural gas, hydro, and water.