Approval: Vice-Principals' Operational Committee
Responsibility: Director Strategic Procurement Services
Date initially approved: March 5, 2012
Date of last revision: May 28, 2014
"Consulting Services" means; the provision of expertise or strategic advice that is presented for consideration and decision-making.
"Preferred Suppliers" means; those suppliers with which we have established contracts following a rigorous tendering process that is compliant with the Broader Public Sector Accountability Act.
"Controlled Goods" means; Items that are on the Canadian Export Control List. The Canadian Export Control list consists of a catalogue of goods and technologies whose possession and export are controlled by the Government of Canada. The list is divided into seven groups and different governmental agencies have authority to regulate specific groups. The Canadian Controlled Goods Directorate regulates three of these groups and classifies the items in them as controlled goods and technology, e.g., military, strategic, and military-related goods and technology, as well as dual-use goods such as specified advanced materials, and specified telecommunications systems and equipment.
The purpose of the Purchasing policy is to;
This policy applies to the acquisition of products and services, by purchase, rental or lease, except as noted below under exceptions, regardless of the ultimate source of funding, unless specifically indicated otherwise by the funding source. Where funding regulations are more restrictive than University regulations, the funding regulations will take precedence.
Queen's University must maintain high legal, ethical, managerial, and professional standards in the management of the resources entrusted to it as a publicly funded institution. We must ensure that products and services are acquired in a manner that ensures the University:
The University has adopted the Ontario Broader Public Sector (BPS) Procurement Directive and theBPS Procurement Code of Ethics as required by the Ontario Ministry of Finance with effect 1st April 2011.
Goal: To ensure an ethical, professional and accountable procurement program at Queen's University.
Any Staff or Faculty who has any interest, direct or indirect, in any supplier under consideration by the University and is part of the decision-making process shall;
In particular, and without limiting the generality of the foregoing, unless specifically authorized by the Provost and Vice-Principal (Academic) or designate, after full written disclosure of the conflict, a staff/faculty member shall not;
Queen's University will employ an open competitive process when required and whenever possible to increase the chances of achieving the greatest value for money. However, in some specific situations as described in this Sole/Single Source Section, competitive procurement processes may not be warranted.
In no circumstances can hospitality, incidental or food expenses be considered allowable expenses for consultants and contractors under the Broader Public Sector, Travel, Meal and Hospitality Directive, or in any contract between an organization and a consultant or contractor. Therefore, they cannot claim or be reimbursed for such expenses, including;
See the Broader Public Sector Procurement Directive for information about procurement and contracts. Reimbursement for allowable expenses can be claimed and reimbursed only when the contract specifically provides for it.
When procuring goods, services and facilities, Queen's University will incorporate accessibility criteria and features. Where applicable, procurement documents will specify the desired accessibility criteria to be met and provide guidelines for the evaluation of proposals in respect of those criteria. Where it is impractical for Queen's University to incorporate accessibility criteria and features when procuring or acquiring specific goods, service or facilities, the Director of Procurement will provide a written explanation.
The University Procurement system may not be used for personal purchases.
Preferred suppliers must be used whenever possible and staff and faculty should refer to these first when sourcing products or services. It is recognized that the preferred suppliers may not always meet the needs of staff or faculty in particular and alternative suppliers may be used if justified. Contact Strategic Procurement Services prior to buying in-scope goods or services from a non-preferred supplier.
A full list of preferred suppliers can be found on the Strategic Procurement Services Website
Current exclusions from Procurement policy are:
For the specifics of ordering radioactive isotopes, please see the Environmental Health & Safety Radiation Safety ManualSection 10.
Indicate what responsibilities are assigned, and to whom, under the policy.
Tendering and purchase of Utilities and construction is delegated to Physical Plant Services with the support of Strategic Procurement Services.
Tendering and purchase of IT Hardware and Software is delegated to IT Services with the support of Strategic Procurement Services.
Contact Officer: Director, Strategic Procurement Services
Date for Next Review: 31 October2016
Related Policies, Procedures and Guidelines: Board of Trustees Code of Conduct (PDF*, 16 KB) Contract Signing Authority (PDF*, 80 KB),Procurement Card policy, Hospitality Policy (PDF*, 115 KB), Perquisites Policy (PDF*, 77 KB), Procurement Procedures, Procurement Process Guidelines
Policies Superseded by this Policy: Procurement Policy, March 2013
*PDF files can be viewed using Adobe Reader.