Strategic Procurement Services

Strategic Procurement Services

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Forms - Strategic Procurement Services

Note - April 2019:

The Limited Tender Forms (formerly sole/single source) have been updated 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. If the form pertains to a procurement card please follow forwarding instructions listed beside the appropriate form below.

For Adobe Reader installation or updates, please click here.


New Limited Tender forms P0001, P0001C and P0001PPS have been uploaded below and are ready to be used. For consistency, the P0001H form has been updated as well. The governing Signing Authority has not changed.

The previous P0001 forms will only be accepted until June 1, 2019.

New Procurement Card forms are being released in acQuire on June 14th 2019. If you have an emergency and require one before then please contact Ruth Lappan at extension 74236 or send an email to creditcards@queensu.ca


Form# Form Name Area of Use Signatures Required Form Function

P0001

(PDF, 99 KB)

 

 

GOODS & SERVICES Exception To the Procurement Policy Request

Updated Form
May 2019

All

 

  • Approvals obtained through acQuire

In the event that your department wishes to make a Goods & 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

P0001PPS

(PDF, 496 KB)

 

CONSTRUCTION & RENOVATION - Exception To the Procurement Policy Request

Updated Form
May 2019

All
  • 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.

P0001C

(PDF, 101 KB)

CONSULTING SERVICES - Exception To the Procurement Policy Request

Updated Form
May 2019

All
  • 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.

P0001H

(PDF, 45 KB)

HIGH BIDDER - Exception To the Procurement Policy Request

Updated Form
May 2019

All
  • 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.

Shipping Forms

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' Customs & Traffic Coordinator.

 

Disposal of Surplus Equipment Form

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.

The Financial Services Capitalization Policy contains more information on valuing assets.

Travel Forms

Travel forms have now been updated.  The Travel forms can be located on the Forms Section of the Financial Services website.

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