If the funding agency requires us to use a specific supplier, how do I follow the competitive procurement rules on procurement?

If the agreement between the funding agency and the University requires us to use a specific supplier, a Single Source/Sole Source Certification may be used to justify this decision. In general, if the agreement between the funding agencies and the University includes rules for awarding contracts that differ from the requirement of competitive procurement set out in the Directive, the stricter rules should apply.

Some of the programs in my area are not ministry funded programs. They are funded by the revenue generated by my department. Do I need to follow the Directive for spending on those programs?

The revenue generated by departments of the University is considered the University’s revenue and is administered by the University. Purchases paid by all University administered funds, regardless of funding source, are required to follow the Purchasing Policy of the University and the BPS Procurement Directive.

Is shipping included in total purchase value?

No, shipping (freight & duty) is not included in the total purchase value.

How do I calculate the total value for a purchase over a period of time? What about possible extension of a contract?

The total value for a purchase over a period of time is the total dollars spent over the entire period of the order or contract.  The entire period of an order or a contract includes both firm term and any possible extension term.

The Directive says we must not split one purchase into several purchases to circumvent the competitive procurement thresholds. But I know this is happening sometimes in my area. What can I do?

Splitting single purchases into several purchases for the purpose of circumventing the competitive procurement thresholds is prohibited under the Directive and the University’s Purchasing Policy.  Doing so will put the University at the risk of non-compliance during an audit.  We need to raise the awareness of this issue to all faculty and staff who are involved in procurement activities.

Is approval authority linked to individual signing authority?

Yes, it’s the individual signing authority formally delegated by the University under Financial Services’ General policy GE 5.0 - Delegation of Authority for Commitment of University Funds upon Budget Allocation.

In my department, we sometimes don’t cut Purchase Orders, we put GL coding on the invoices and send to AP for payment. Is that still OK?

No.  A Purchase Order must be established prior to the procurement of goods or services.   Purchase order number is required to process invoice payment.  Failing to do so will put the University at risk of non-compliance during a regulatory audit.

The GL coding slip is a way to provide invoice related information to Accounts Payable Department.  The GL coding slip does not substitute a purchase order.

We are responsible for installation of the equipment, which has been purchased by other departments before I’m involved. Am I responsible for the whole purchase decision?

No.  If the system is set up in such a way that you don’t have visibility of the purchase decisions made by other department, you’re not responsible for the purchase decision that other department made.  Every department is responsible for their own purchase decision.

Why does the government put forward these specific requirements? Is there any reason behind it?

In response to criticisms raised by the Ontario Auditor General’s report on the use of consultants in the public health sector, as well as the concerns of the public over the use of public money, the Broader Public Sector Accountability Act, 2010 (Bill 122) past through the legislative process in December 2010 and proclaimed into law in January 2011.


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