Office Location:

Office Hours:

Room K403

8:30 a.m. - 12 noon

255 King St. N.

1:00 p.m. - 4:30 p.m.

General Information & Policy

The Wilfrid Laurier University 5.11 Procurement and Tendering Policy states that all purchases of capital equipment, goods or services valued at $5,000 or more, shall be documented on a purchase order contract issued by Procurement Services. A purchase order will be issued by Procurement Services upon receipt of a completed and authorized purchase requisition form. These amounts exclude taxes and are in Canadian funds.

Goods and services below these limits may be purchased by cash, credit card, or charged where vendors will invoice the University for items purchased without having a purchase order number. The person's name, department and extension number must appear on all documentation, i.e. invoice, packing slip and shipping documents. It should be noted that Consulting Services are an exception to usual competitive bidding thresholds. For more information please see below under “Special Conditions”. Users are also asked to review their responsibilities regarding Accessible Procurement as well as CSA requirements when making purchases on behalf of the University.

If payment is made by cash or personal credit card, you may be reimbursed upon presentation to the Accounts Payable office of a properly approved cheque requisition form. The original invoice should be attached to the cheque requisition. See Policy 5.3 - Cheque Requisition.

Special conditions apply to acquisitions of the following:

Consulting Services – all Consulting Services require a competitive procurement process regardless of their dollar value as mandated by the Broader Public Sector Directive. For requirements between $0 & $100,000 before taxes, a minimum of 3 suppliers must be invited to bid. Requirements exceeding a value of $100,000 must be publicly posted.

Books – Please forward your requests for the purchase of Books to the Bookstore

CSA Approval for Electrical / Electronic Goods - All electrical or electronic equipment sold in Canada, or imported, must have the appropriate Canadian Standards Association certification as legislated in Canada.

If this requirement of the supplier is waived, it will be the responsibility of the requisitioner, the departmental chairperson or the research grantee to obtain such approval from Physical Resources prior to installation or use of the equipment.

Audio-Visual Equipment - The Information Communications Technology (ICT) department's approval is required for standardization and maintenance back-up.

Computer Hardware & Software - Approval by Information Technology Services is required on computer Equipment.   Software licences are administered by ITS. For more information, please refer to policy 9.1 Governing the Use of Information Technology.

Controlled Substances – A Purchase Order is issued to ensure that special handling, shipping and/or importation procedures and government licensing and other regulations are met.

Hazardous Materials - A Purchase order is issued to ensure that special handling, shipping and/or importation procedures, government licensing and other regulations are met. See Policy 11.10

Furniture - University standards apply and some arrangements exist allowing special direct from manufacturer pricing. Please contact Carol Kego at ext. 6992.

Live Animals - A Purchase Order is required to be issued. See Policy 11.5

Research Equipment and Supplies - See Research Policies

Goods Covered By Existing Contracts:

Pricing for these contracts is based on the overall volume of business of the University and is not available to walk-in trade.  Please contact Procurement Services for additional information.

Electrical Supplies - Gerrie Electric Wholesale Ltd.

Custodial Equipment & Supplies - Wood Wyant

Plumbing Supplies - Marks Supply Inc.

Stationery & Office Supplies – Staples Advantage

Multifunction Devices (Photocopy/fax/scan/print) – Xerox Canada

First Aid and Safety Supplies – Ontario Glove

Bus and Highway Coach Services – Cherrey Bus Lines

Vehicle Rentals – Enterprise Rent-A-Car

Shredding Services – Integra Document Destruction Inc.