AVP Physical Resources

1.00 The objective of this policy is to support the Broader Public Sector Procurement Directive (BPS Directive) by ensuring ethical, efficient and accountable sourcing, contracting and purchasing activities within Wilfrid Laurier University.

3.00 This Policy and related procedures applies to all members of the University community and to all procurement and supply chain activities regardless of the source of funding; namely operating funds, internal and external research grants, research institute funds, etc.

4.00 It is the Policy of Wilfrid Laurier University to adhere to the BPS Directive and to spend the funds entrusted to it in a cost effective manner subject to the terms and conditions of donors, grantors and government agencies.

This will be accomplished by establishing procedures and standards for the sourcing and procurement of products and services in a cost effective, efficient,

fair and sustainable manner in adherence to the mandatory requirements outlined in the BPS Directive. Procedures must be structured to meet all Federal and Provincial laws that govern competitive bidding practices in Canada, to protect both the University and the individual purchaser from potential liability that could result from a challenge of a contract award, and to ensure compliance with Provincial, National and International Trade Agreements and other applicable legislative requirements.

A. Securing quotations or calling Requests for Proposals for all goods and services (except construction, major renovations, book orders by faculty and staff, and library books which are handled by other departments) and issuing purchase orders after the successful supplier has been chosen;

B. Oversight of request for proposals for construction, major renovations and library acquisitions.

C. Conducting interviews with suppliers' representatives to obtain information, specifications, quotations, etc., for goods and services required;

D. Handling the correspondence and negotiations for procurement;

E. Providing a follow-up and expediting service with respect to requisition status;

F. Providing information to faculty, staff and suppliers on all aspects of traffic, customs, and federal, provincial and excise tax for all incoming and outgoing goods;

G. Providing prices, literature, and where possible, technical assistance to all departments for budgetary and other purposes;

H. Administration of the Corporate Purchase Card system.

All purchases of valued at $5,000 or more, shall be documented on a purchase order contract issued by Procurement Services. A purchase order contract will be issued by Procurement Services only upon receipt of a properly completed and authorized purchase requisition form.

All consulting services, irrespective of value, must be competitively bid. Consulting services from $0-$100,000 must be done by open public bid or invitational bid to at least three suppliers. All consulting over $100,000 must be competitively bid by open public bid.

For individual purchases under $5,000, the foregoing process is optional, except for consulting services. Faculty and staff may acquire the needed goods and services directly, on approved supplier credit, by their Corporate Purchase Card, or seek reimbursement through the cheque requisition process for acquisitions made by personal payment. Items of a specific nature which are ordered on a

repetitive and frequent basis may be handled by a standing or blanket purchase order issued by Procurement Services.

The Wilfrid Laurier University Purchase Card Program establishes a more efficient, cost effective method of acquiring and paying for small dollar purchases. The program is designed to reduce departmental purchase orders, invoices and approvals, cheques issued, and to eliminate need for petty cash and personal funds reimbursements. The Purchase Card can be used for acquisitions up to $5000 per transaction Procurement web site.

A. All RFI’s (Requests for Information), RFQ’s (Requests for Qualification), RFP’s (Requests for Proposals) and Tenders and procurement of consultants for all capital construction, renovation, renewal, planning, and maintenance;

B. All RFI’s, RFQ’s, RFP’s and Tenders for any and all capital construction projects and the subsequent award and management;

C. All RFI’s, RFQ’s, RFP’s and Tenders for planning and site development including the subsequent award and management;

D. All RFI’s, RFQ’s, RFP’s and Tenders for any and all maintenance, renewal or deferred

maintenance on building systems, infrastructure, landscape or any other facilities related matter including the subsequent award and management;

E. All RFI’s, RFQ’s, RFP’s and Tenders for any and all renovations, changes to space or work which would change the layout or configuration of any assigned space an all campuses for all contract values including the subsequent award and management;

Where tendering (formal competitive bidding – RF(X)) is used, bid opening should be attended by a representative of the architectural/design firm, a representative from Physical Resources, and a representative from Procurement Services.