The Limited Tender Forms (formerly sole/single source) were updated in May 2019 to reflect the new Trade Treaty Legislation incorporating changes to more easily identify the rationale behind every non-competitive purchase. The authorization signature section of the form has been removed because the approval is completed in accordance with the Policy on Approval and Execution of Contracts and Invoices, Signing Authority Matrices, through workflow in acQuire.
The appropriate exception checkbox should be selected when preparing a requisition in acQuire, and the completed exception form should be uploaded as a PDF to the 'Internal Attachment' section of the acQuire requisition along with other supporting documentation that is for internal use. Supporting documentation to be issued with the PO should be attached as "External Attachments". If you have any questions, please contact acquire@queensu.ca.
Below you will find the various forms used by Strategic Procurement Services (SPS). All forms can be downloaded, opened and edited with Adobe Reader.
| Form # | Form Name | Signatures Required | Form Function |
|---|---|---|---|
| P0001 (PDF, 99 KB) |
GOODS & SERVICES Exception To the Procurement Policy Request (Revised: August 2022) |
Approvals obtained through acQuire |
In the event that your department wishes to make a Goods or Services purchase but is unable to secure the required number of quotes or has made an emergency purchase (as defined by the Procurement Policy and the Policy on Approval and Execution of Contracts and Invoices), this form must be completed. Note: Form P0001 now applies to Research funds |
| P0001C (PDF, 101 KB) |
CONSULTING SERVICES - Exception To the Procurement Policy Request (Revised: August 2022) |
Approvals obtained through acQuire |
In the event that your department wishes to secure Strategic Consulting Services but is unable to secure the required number of quotes or has made an emergency purchase (as defined by the Procurement Policy and the Policy on Approval and Execution of Contracts and Invoices), this form must be completed. As per the Broader Public Sector (BPS) Procurement Act, “Consulting Services” means the provision of expertise or strategic advice that is presented for consideration and decision-making. |
| P0001H (PDF, 45 KB) |
HIGH BIDDER - Exception To the Procurement Policy Request (Revised: August 2022) |
Approvals obtained through acQuire | In the event that your department wishes to select a supplier which has not provided the lowest quote, this form must be completed. |
| P0001PPS (PDF, 496 KB) |
CONSTRUCTION & RENOVATION - Exception To the Procurement Policy Request (Revised: August 2022) |
Approvals obtained through acQuire | In the event that your department wishes to make a Construction or Renovation purchase but is unable to secure the required number of quotes or has made an emergency purchase (as defined by the Procurement Policy and the Policy on Approval and Execution of Contracts and Invoices), this form must be completed. |
| Form Name | Signatures Required | Form Function |
|---|---|---|
| Disposal of Surplus Equipment - Acknowledgement and Release Form (PDF, 243 KB) |
New Owner of Assets |
Acknowledgement and Release Form to be completed by new owner of surplus equipment and/or assets. View the procedure for Disposal of Scrap/Surplus Movable University Asset for further details. The Financial Services Capitalization Policy contains more information on valuing assets. |
The following forms are forms related to shipping at Queen's University.
| Form Name | Signatures Required | Form Function |
|---|---|---|
| Export Documentation (PDF, 74 KB) |
Yours |
If you are going to ship internationally, you will need to fill out this form. It should be printed and faxed to Strategic Procurement Services' Business Services & Logistics unit - logistics@queensu.ca |
| Shipping Request Form | Yours |
If you are need to ship any product, package or equipment (less than 50lbs) to or from Queen's location, please fill out this form and email to Strategic Procurement Services' Business Services & Logistics unit - logistics@queensu.ca We can assist you in generating a shipping label or provide account information to ensure you receive the best rate and service. |
| Freight Quote Request Form | Yours |
If you have purchased any item or product that weighs more than 50lbs, please fill out this form and we will source a preferred freight quote with Queen's carrier rates. Services available include Road, Ocean, Air and Rail Email completed form to Strategic Procurement Services' Business Services & Logistics unit - logistics@queensu.ca |