University Secretariat and Legal Counsel

University Secretariat and Legal Counsel

site header

Purchase of Goods and Services Contracts (including Construction) Procedures

Contact Officer:  Director, Strategic Procurement Services


Purpose

The purpose of this procedure is to describe the process for purchasing goods and services in accordance with the Broader Public Sector (BPS) procurement directive and university policy.

Procedure

Finalizing Goods and Services Contracts over $100K

 
      Responsible Officer/Section Process
      Organizational Unit with Strategic Procurement Services

       

       

       

      1. Complete RFP process and Contract negotiations in accordance with Procurement Policy.  Adequate time must be built into the Contract planning process to obtain appropriate approvals, including Board approval for Contracts over $5 million. 
      2. Strategic Procurement Services will finalize negotiations and prepare the Contract.  

         

        Leases for rooftops or small sections of land or a building leased to house equipment such as telecommunications towers require the review of University Counsel prior to contract execution. 

      3. Where Board of Trustees approval is required, Strategic Procurement Services will work with the Secretariat's Office to schedule an approval vote.
      4. Executing the Contract:

         

        1. Contract Authorization Cover Page prepared.  Strategic Procurement Services will prepare a Contract Authorization Cover Page detailing the appropriate review and signing authorities in accordance with the Policy on Approval and Execution of Contracts and invoices.

           

          The most senior signing officer listed on the Contract Authorization Cover Page will be as per the Policy on Approval and Execution of Contracts and Invoices and will sign the actual Contract. Strategic Procurement Services (SPS) will add or delete signing authorities as applicable in accordance with procurement policy.

        2. Contract Authorization Cover Page and Contract signed.  Strategic Procurement Services will obtain signatures from required parties for both the Contract Authorization Cover Page and the Contract.

      Contract amendments that increase the Contract Value to the next applicable signing authority category (for example, from $475,000 to $512,000) that were not contemplated as part of the initial Contract execution must be approved and signed by the officers in the dollar value category applicable to the new Contract Value including the amendment.

      Organizational  Unit or PI
      1. Enter Requisition. 

      ?????Requisitions will be entered into PeopleSoft by the Business Unit ensuring that the Public tender # and Contract # from the RFP process is referenced. PeopleSoft will automatically generate the purchase order for approval and forward the request to the appropriate approval authority based on the dollar amount of the requisition.

        Strategic Procurement Services
        1. Approve Purchase Order in accordance with procurement policy.

         

        Finalizing Goods and Services Contracts under $100K

         

        Responsible Officer/Section Process
        Organizational Unit or PI

         

        1. Select the vendor in accordance with the Queen's university procurement policy.

           

          Leases for rooftops or small sections of land or a building leased to house equipment such as telecommunications towers require the review of University Counsel prior to contract execution. 

        2. Enter the requisition into PeopleSoft.  PeopleSoft will automatically generate the purchase order for approval and forward the request to the appropriate Signing Officer for budget approval and electronic approval in PeopleSoft based on the dollar amount of the requisition.

         

        Contract amendments that increase the Contract Value to the next applicable signing authority category (for example, from $8,000 to $12,000) that were not contemplated as part of the initial Contract execution must be approved and signed by the officers in the dollar value category applicable to the new Contract Value including the amendment

        Strategic Procurement Services
        1. Reviews and approves the purchase order in accordance with procurement policy based on the dollar value of the requisition and granting agency guidelines (research projects).

         

        Date Approved:  May 8, 2015

        Approval Authority: Vice-Principal, Finance and Administration

        Date of Commencement: May 2015

        Amendment Dates:

        Date for Next Review: 

        Related Policies, Procedures and Guidelines: