As a public funded organization, the procurement at University of Guelph is governed by the laws and regulations of Canada and Ontario. These legislative requirements are mostly reflected by the University's policies and procedures.
It is the responsibility of every member of the University’s faculty and staff involved in procurement activities such as planning, sourcing, requisitioning, contracting, receiving and payment to understand these requirements and abide by them.
The goal of a Purchasing Code of Ethics is to provide a general foundation on which to build professional and accountable practices and behavior in all areas of procurement activity.
PERSONAL INTEGRITY AND PROFESSIONALISM
All individuals involved with purchasing or other procurement related activities must act, and be seen to act, with integrity and professionalism. Honesty, care and due diligence must be integral to all procurement activities within and between the University, its suppliers and other stakeholders. Respect must be demonstrated for each other and for the environment. Confidential information must be safeguarded. All participants must not engage in any activity that may create, or appear to create, a conflict of interest, such as accepting gifts or favours, providing preferential treatment, or publicly endorsing suppliers or products.
ACCOUNTABILITY AND TRANSPARENCY
Procurement activities must be open and accountable. In particular, contracting and purchasing activities must be fair, transparent and conducted with a view to obtaining the best value for University funds.
COMPLIANCE AND CONTINUOUS IMPROVEMENT
All individuals involved in the purchasing or other procurement-related activities must comply with this policy and the laws of Canada and Ontario. In this context the University is committed to continuously work to improve procurement policies and procedures, to improve the knowledge and skill levels, and to share leading practices, where possible.
This Policy is intended to facilitate employees’ ability to maintain the highest business and ethical standards, and to facilitate the protection of the integrity of employees in the course of their job responsibilities.
This Policy defines and addresses potential, apparent and actual conflicts of interest. It provides guidance to employees so that conflicts of interest are recognized and either avoided or resolved expeditiously through appropriate disclosure and management.
The fundamental principle underlying this Policy is that employees must not permit relationships with others or external business activities to conflict, or appear to conflict, with the interests of the University.
To learn more about the University of Conflict of Interest Policy, visit Human Resources website.
The Ontario Ministry of Finance Broader Public Sector (BPS) Procurement Directive is based on the following five key principles that allow Organizations to achieve value for money while following a procurement process that is fair and transparent to all stakeholders:
To learn more about the BPS Procurement Directive, click following links:
BPS Procurement Directive Purpose
BPS Procurement Directive Principles
BPS Procurement Directive Requirements Overview
Supply Chain Code of Ethics
Competitive Procurement Thresholds
Procurement of Consulting Services
Non-Competitive Procurement and Exemptions
Competitive Bidding Process
You can also go to the Ontario Ministry of Finance website for more information by clicking below links:
From January to March 2012, Purchasing Services held eight (8) campus wide training sessions on the BPS Procurement Directive. Over 200 staff and faculty participated in this training.
For presentation of the training session, click here .
For questions and answers from the training session, click here.
The following agreements are developed for internal trade within Canada and among provinces with the main objectives being to eliminate inter-provincial trade barriers and to improve the competiveness of Canadian companies by removing preferential treatment based on location or other local considerations.
Under these agreements, the University is required to provide open access to our procurement requirements above minimum threshold of $100,000 per tender.
To learn more about these trade agreements, visit the government website by clicking on above agreements.
Canada Border Services Agency (CBSA) is the government authority who administers and enforces more than 90 acts, regulations and international agreements on behalf of other federal departments and agencies. Among them are Customs Act, Customs Tariff, Export and Import Permits Act, Food and Drugs Act, Prohibited and Restricted Goods, etc.
Over the recent years, regulation changes have resulted in expanding information requirements, greater enforcement of customs responsibilities for all importers and exporters, and tighter timelines for information required prior to the release of goods. Compliance audits have also been incorporated into all of the CBSA programs, and non-compliance may result in penalties to the University as dictated under the Administrative Monetary Penalty System (AMPS).
The risks related to customs non-compliance are not only financial, they can spill over to affect reputation, eligibility fo research grants, and the quality of research and academic programs. In a worst case scenario, a facility could be shut down and related certifications, licensing or permits could be revoked.
To learn more about customs legislations, visit Canada Border Services Agency website.
This legislation places a legal obligation on the University to provide accessibility for Ontarians with disabilities with respect to goods, services, facilities, accommodation, employment, building, structures and premises on or before January 1, 2014.
Under the AODA, the following Ontario Regulations establish the accessibility standards the University is required to meet as a public service provider.
The University is committed to creating and maintaining an accessible university community under this Act. All procurement authorities of the University shall incorporate, where appropriate, accessibility criteria and features when procuring or acquiring goods, services or facilities.
Public sector organizations must include accessibility criteria in their processes for buying and acquiring goods, services and facilities. This means you must consider accessibility, where possible, along with other criteria like the quality and cost of the items. You must also incorporate accessible design and features where possible.
When you’re buying and acquiring goods, services or facilities, you should ask these questions to ensure your meeting accessibility standards.
If you cannot find or use an accessible product, service or facility, you must be prepared to:
The University of Guelph has long believed that its dealings with suppliers should reflect the institution's recognition that consumer decisions have an impact on those involved in production.
In 2012, the University's Board of Governors approved a Code of Ethical Conduct for Suppliers and Subcontractors in Relation to Working Conditions and Employment Standards (the Code). The purpose of the Code is to ensure that the University does its utmost to have positive impact on working conditions and to minimize the possibility of its contribution to oppressive working conditions. As a result, the University of Guelph requires suppliers and subcontractors with which it does business and who fall within the scope of this Code to conduct their business and uphold workplace standards in adherence to the Code.
The University procurement authorities are committed to promoting a greater standard of ethical conduct from suppliers and subcontractors by actively implementing our policy and procedures, working constructively with campus community and suppliers and moving toward purchasing from employers who treat their employees in an ethical manner.
In an effort to strengthen the University’s position that all University’s apparel suppliers need to demonstrate their compliance to the Code, effective November 1st, 2016, the University of Guelph will require all suppliers who supply apparel products to the University to confirm their compliance of the Code by completing the Supplier Verification of Compliance (SVC) form. Specifically,
For more information on University’s policy and procedures on Code of Ethical Conduct, and the list of suppliers who have completed the SVC form and the compliance verification process, visit Ethical Buying website;
For the Supplier Verification of Compliance (SVC) form, visit the Form section on Procurement website.
Certain commodities are regulated by some government agencies due to their special nature and related risks when they are handled improperly. These special commodities include:
Purchases of these special commodities must be compliant with the related government regulations and the University's Special Authority Approval procedures.
To learn more about these Regulations, click each category to visit related government websites.
The University's Purchasing Policy is a document that provides a framework, general principles and overall guidance for all procurement activities at the University of Guelph. This policy applies to the procurement of all goods and services from external (non-University owned) suppliers regardless of the final source of funding.
The University's Purchasing Services department also has various purchasing procedures in place that provide detailed process guidelines in all steps of procurement. These procedures protect the University and departments as key stakeholders in procurement activities by maintaining effective internal control and streamlining the procure-to-pay process for efficiency and accountability. To learn more about these procedures, please review our Making Purchases section.