April 19, 2011
With the BPS Procurement Directive in effect, Strategic Procurement Services has updated the P0001 Exception to Procurement Policy Request Form. There are now different forms to use based on your source of funding and the type of procurement you are making.
The BPS Procurement Directive mandates that exceptions to procurement policy are authorized by individuals one level higher in the signing matrix than competitive purchases of the same dollar value. As a result we can no longer use the same form for both Research and Non-Research funded purchases as the Queen's University Signing Authority Matrix is not the same for both areas.
Please note the changes in individuals required to authorize exceptions to procurement policy.
Exceptions that require sign off by the VP, Finance & Administration and/or Principal must be forwarded to Strategic Procurement Services before requesting the signature of the above signing authorities.
In addition, Strategic Consultants fall into their own category under the Directive and have their own exception approval level mandated by the Provincial Government. Therefore, we have created a new form for use by anyone at the University. The BPS Procurement Directive mandates that a minimum of three strategic consultants should be invited to bid if the value of the contract is less than $100,000. Any strategic consulting valued at over $100,000 must be publicly tendered by Strategic Procurement Services. Please use the form below if you require an exception from this policy.
The BPS definition of a Strategic Consultant is: “a person or entity that under an agreement, other than an employment agreement, provides expert or strategic advice and related services for consideration and decision-making.”
This form must be forwarded to Strategic Procurement Services before requesting the signature of the Principal.
Finally, a request to use a High Bidder (a vendor that did not provide the lowest price) requires authorization according to the Queen's University Signing Authority Matrix so a form just for this purpose has been created for use by anyone at the University.
For more information please contact Strategic Procurement Services
Thank you for using the new forms that comply with the BPS Procurement Directive.
Please note, we will no longer accept the old forms from May 1st, 2011.
The Strategic Procurement Services Team