Purchasing Policy

POLICY: Purchasing Policy 

APPROVED BY EXECUTIVE:           March 26, 2024

SUPERSEDES POLICY:      December 19, 2018

See Appendix A for Definitions.

1.0       PURPOSE

1.1 The purpose is to establish policy and procedures for the College to procure goods and services. These policies will ensure Sault College has sound purchasing practices and appropriate controls in place to support the efficient and effective expenditure of public funds.

1.2   Purchasing is responsible for the procurement functions of Sault College. Generally, within the guidelines described in this Policy and Procedures document, individuals may initiate purchases covered by funds approved in their departmental or divisional budgets. The final approval of the purchase to commit and expend funds rests within Purchasing, which is responsible for ensuring compliance with all Sault College purchasing policies and procedures before the issuance of a Sault College Purchase Order.

1.3   When procuring goods, services, and facilities, Sault College will incorporate accessibility criteria and features. Where applicable, procurement documents will specify the desired accessibility criteria to be met and provide guidelines for the evaluation of proposals with respect to those criteria. Where it is impractical for the College to incorporate accessibility criteria and features when procuring or acquiring specific goods, services, or facilities, the Manager of Procurement will provide a written explanation, on request.

1.4   To ensure that procurement processes are performed consistently throughout the College.

2.0       SCOPE

This policy applies to:

2.1          Anyone participating in the College’s procurement process, as set out in section 1(1) of the Broader Public Sector Accountability Act, 2010. Employees who do not comply with the policy and procedures outlined may be subject to discipline.

3.0       POLICY

3.1          Purchasing Responsibilities

3.2          Purchasing facilitates the purchase of goods and services for Sault College by supporting departments in making sound purchasing decisions that maximize the use of public funds. A high degree of integrity and sound competitive purchasing practices are maintained.

3.3          The College must seek competitive pricing on any College acquisition where there may be an opportunity for significant cost savings.

3.4          No commitment to purchase goods or services on behalf of Sault College will be made without an approved purchase order. Suppliers will be advised not to accept orders for goods and services without a purchase order.

3.5          Where appropriate, the process may involve quotations, proposals, tendering, or purchase by negotiation. The requisitioning department, in consultation with Purchasing, is responsible for developing the documents required for quotation, request for proposals, or tendering.

3.6          All major acquisitions must involve purchasing.

3.7          To ensure objectives are achieved, departments are responsible for clearly defining their needs and quality requirements, assessing what is to be accomplished through the proposed major expenditure, and providing this documentation to Purchasing.

3.8          Although price is an important consideration, it is not the only factor in vendor selection. Appropriate evaluation criteria are to be identified and used consistently by the evaluation committee. See section 14.7 Request for Proposal or Tendering Procedures.

4.0          Principles

4.1          Sault College aspires to high ethical, legal, environmental, managerial, and professional standards in the management of resources entrusted to it. Within this context, Sault College’s procurement function shall be performed in a fair and transparent manner where goods and services are procured in an open, competitive environment and where all transactions yield the optimal benefit to the College.

4.2          Sault College shall comply with the Broader Public Sector Procurement Directive, The Building Ontario Businesses Initiative, the Canadian Free Trade Agreement, the Comprehensive Economic Trade Agreement, the Sault College Conflict of Interest Policy, and all other applicable local, provincial, and federal laws and internal policies.

4.3          Guided by our Environmental policy the College supports the values of sustainability, social responsibility, and fair labour practices. In support of these institutional targets, Sault College will endeavor to incorporate sustainability into all formal bid opportunities.

4.4          Sault College will ensure that procurement decisions achieve the best value for monies expended by seeking supply arrangements that provide the optimum combination of quality, suitability, sustainability, life cycle cost, and services.

4.5          Processes are standardized to remove inefficiencies and create a level playing field for all vendors. The College must be accountable for the results of procurement decisions and the appropriateness of the processes involved.

4.6          This Policy shall apply to all acquisitions, unless an exemption has been noted in this Policy, expended from Sault College’s operating, capital, ancillary, donations, special purpose, and research funds.

4.7          Sault College shall comply with Ontario Regulation 191/11 made under the Accessibility for Ontarians with Disabilities Act, 2005, which shall include: a) where practicable ensuring that Sault College incorporates accessibility design, criteria, and features when procuring or acquiring goods, services or facilities; and b) requiring any person who will be providing Goods and Services, or facilities on Sault College’s behalf to undertake AODA training as stipulated by Sault College.

4.8          Sault College encourages cooperative procurement with other broader public sector agencies when it is in the Colleges best interest to do so. When Sault College participates in a cooperative procurement process the procedures and policies of the agency calling the tender, proposal or quotation will be followed, provided they conform to Sault College policy and the BPS procurement directives.

4.9          No Sault College Employee or agent shall attempt to influence the procurement of Goods or Services for the College on the basis of the Vendor’s previous record of philanthropic giving to Sault College or on the basis of the Vendor’s stated intent to donate to the College in the future.

4.10       No Sault College employee or agent shall source goods or services from an entity in which they have actual or perceived ownership or investment in.

5.0          Competitive Procurement Thresholds

5.1          All procurement shall be conducted according to the following thresholds:

                                                                  
5.2          The College must not reduce the total value of procurement to avoid competitive thresholds. (i.e. dividing a single procurement into multiple procurements) Similarly, when adding to or expanding an existing scope, the total value must be considered for the purpose of thresholds and required approvals.  

5.3                   Quotes are to be obtained by the requisitioning area. Copies of quotes for items $3,000 and over must be forwarded to Purchasing. Upon request, Purchasing will obtain quotations for the requisitioning area.

5.4          A competitive procurement process is the best method to achieve optimum value for money. It is recognized, however, that special circumstances may require the use of non-competitive procurement. In these cases, the requisitioning area will confirm the situation in writing and recommend to the Manager of Procurement that the quotation, proposal, or tendering process be waived.

6.0          Signing Authorities

6.1          The levels of approval are set in the College's Administrative Signing Authority policy. All purchases must be properly approved, comply with authorization limits, and be within the College's approved budget. Applicable taxes, customs fees, exchange, and freight are included for the purposes of signing authority limits.

7.0          Special Approvals

7.1          All purchases of IT hardware, software, and IT services are to be approved by the Director of Information Technology.

7.2          All goods or services which alter the physical plant of Sault College must be approved by the Director of Facilities.

7.3          All goods or services that require financial supports must be approved by the director of Finance.

8.0          Contracts

8.1          Any new contract, including any extensions, must not exceed two years.

9.0          Purchasing Code of Ethics

9.1          Sault College is committed to conducting its business in a socially responsible and ethical manner. All Sault College employees shall maintain the highest standards of business ethics, professional competence and act in accordance with the Broader Public Sector Supply Chain Code of Ethics.

I. Personal Integrity and Professionalism

Individuals involved with supply chain activities must act, and be seen to act, with integrity and professionalism. Honesty, care, and due diligence must be integral to all supply chain activities within and between BPS organizations, suppliers and vendors. Respect must be demonstrated for each other and for the environment. Confidential information must be safeguarded. Participants must not engage in any activity that may create, or appear to create, a conflict of interest, such as accepting gifts or favours, providing preferential treatment, or publicly endorsing suppliers or products.

II. Accountability and Transparency

Supply chain activities must be open and accountable. In particular, purchasing and contracting activities must be fair, transparent and conducted with a view to obtaining the best value for public money. All participants must ensure that public sector resources are used in a responsible, efficient, and effective manner.

III. Compliance and Continuous Improvement

Individuals involved with purchasing or other Supply Chain Activities must comply with this Code of Ethics and the laws of Canada and Ontario. Individuals should continuously work to improve supply chain policies and procedures, to improve their supply chain knowledge and skill levels, and to share leading practices.

10.0        Purchasing Confidentiality

10.1        All pricing information must be treated as confidential and is not to be discussed with other vendors.

11.0        Personal Purchases

11.1        Sault College does not allow the purchase of personal goods through the organization's Purchasing system.

11.2        The College's name cannot be used to secure personal goods.

12.0        Alcohol Purchases

12.1        Alcohol is occasionally purchased for events that promote the social and/or academic environment of the College. All purchases of alcohol to be supplied for use in the College must be made under the Sault College Students Union liquor license through the Odeno Operations Manager. The Alcohol and Gaming Commission of Ontario will not sell liquor to anyone at Sault College other than the Operations Manager. Under no circumstances may alcohol be purchased directly from retail outlets. See the Alcohol-based functions policy for additional details. Exceptions to this are specific to curriculum delivery for post-secondary programs. (i.e. Culinary program.)

13.0     RELATED DOCUMENTS AND POLICIES

13.1        Other related policies

As set out in the Broader Public Sector Accountability Act, 2010 (s.10) Organizations must conduct procurement activities according to the law in Ontario, including contract law, the law of competitive processes, privacy legislation, accessibility legislation, and any other legislation as may be applicable. Organizations may also be subject to various trade agreements, including but not limited to the Canadian Free Trade Agreement (CFTA), the Canada-European Union Comprehensive Economic and Trade Agreement (CETA), and the Ontario–Quebec Trade and Cooperation Agreement (Ontario–Quebec Agreement).

                External documents

Broader Public Sector Procurement Directive

  Canadian Free Trade Agreement (CFTA)

Canada-European Union Comprehensive Economic and Trade Agreement (CETA)

Ontario–Quebec Trade and Cooperation Agreement (Ontario–Quebec Agreement)

Ontario Regulation 191/11

Internal Policies

Environmental Policy

Code of Ethics

Conflict of interest Policy

Administrative Signing Authority

Disposal of College Surplus Asset Policy

Alcohol-based functions Policy

14.0     ADDITIONAL PROCEDURES

14.1        Requisition Procedures:

14.1.1    Purchase Order Requisition

Most goods and services from an outside vendor are procured via a regular purchase order requisition process through the financial information system. Generally used for goods or services purchased at the time and paid for in a lump sum.

14.1.2    Shipping Fees

Requests for quotations should include shipping fees and these costs included in the purchase requisition. If shipping fees are not known, contact the Purchasing Specialist who will provide an estimate.

14.1.3    Customs/Brokerage Fees

When goods are being delivered to the college from outside of Canada, a customs/brokerage fee must be included in the purchase requisition. Contact the Purchasing Specialist for information regarding current fees.

14.1.4    Safety Data Sheets (formerly Material Safety Data Sheets)

Sault College subscribes to a safe environment in the acquisition and disposal of all hazardous substances in accordance with Occupational Health and Safety Legislation. It is the responsibility of the requisitioner to determine if the product being ordered is defined as hazardous materials.

14.1.5    All hazardous materials brought on campus must have a current Safety Data Sheet (SDS), and Health and Safey must be notified. SDS are current if the date of preparation is not more than three years old. If an SDS is required, it must be noted on the purchase requisition by the requisitioner.

14.1.6    It is the responsibility of the person ordering hazardous materials to ensure that adequate storage facilities are available within the department before the material is received.

14.1.7    Safety Requirements - Electrical/Electronic Equipment/Gas Equipment, etc.

All equipment must be C.S.A. or U.L.C. approved. There may be other safety requirements related to equipment. Please contact Physical Resources prior to placing a purchase requisition to confirm requirements.

14.2        Purchase Order Procedures:

14.2.1    On-Line

Before ordering online, a purchase order number must be obtained from Purchasing via an approved Purchase Requisition.

14.2.2    Credit Card

All purchases of goods and services are to be made by PO. Only items of an emergency nature, where obtaining a PO is not possible, may be purchased by credit card. No capital assets, IT items, gift cards, or alcohol, are to be purchased by individual card holders.

14.2.3    Prepaid Purchase Order

When a vendor will not accept a purchase order or an application for a line of credit, a prepaid purchase order will be created.

                To create a cheque to prepay the vendor for the goods or services, an invoice must be provided for pricing and product information. If an invoice cannot be provided, documentation, such as an email detailing pricing, must be provided before a purchase order is created. A copy of the purchase order will be sent along with the cheque which will reference this purchase order.

14.2.4    Back-Ordered Goods

Sault College accepts back-ordered goods. If the requisitioning department no longer requires these items, they must contact Purchasing in writing to initiate cancellation of the purchase order. Upon request, Purchasing will contact the vendor.

14.2.5    Specialized Purchase Orders

A specialized purchase is one that must be compatible with existing in-house products. The requisitioner will discuss and explain this request with the Purchasing Specialist. The justification for the purchase must be noted on the Purchase Order before approval. This is used when a single source of supply exists, and competitive bids are not possible.

14.2.6    Standing Purchase Order

Repetitive purchases of an item/service that will be required on an ongoing basis will be handled using a standing purchase order and used when purchasing goods and services on a regular basis from the same vendor for one fiscal year.

14.2.7    Purchase Order Increases (Change Orders)

When price increases are required, the amount must be approved by the appropriate signing authority prior to changing the purchase order. This is especially important when the new value exceeds the approval threshold of the original approver. All increases must have proper approval before proceeding with the purchase.

14.2.8    Price Adjustments

When a price variance is found, an email with the Purchase Order number and the amount in question will be completed by Accounting or Purchasing and will be forwarded to the proper signing authority for authorization.

14.2.9    Cancellation of Purchase Orders

Purchase orders that cannot be filled by the vendor will be canceled by Purchasing and the requisitioning department notified. If the requisitioning department chooses to cancel an order or part of an order, Purchasing must be notified in a timely manner.

An adjusted purchase order will be prepared and sent to the vendor. Any shipping costs or restocking fees will be the responsibility of the requisitioning department. Upon request, Purchasing will contact the vendor.

14.2.8    Central Stores Requisition

Central Stores stocks commonly used office supplies and paper. A complete list of items can be obtained on the Intranet or through Central Stores personnel.

An order can be placed using the "Central Stores Ordering Form" available on the Intranet, with proper signing authority.

14.3        Receiving Procedures:

14.3.1    Receipt of Goods

All Goods must be received through Central Stores or picked up by Stores personnel. Employees must consult with Central Stores in special circumstances where an employee picks up items listed on a purchase order, a signed packing slip or copy of the invoice must be forwarded to Central Stores immediately and Stores must physically verify the receipt of these goods. In no circumstances should goods be delivered to an address not approved by Central Stores.

14.3.2    Receipt of Services

Central Stores must be notified by email once the service has been performed, citing the purchase order number.

All goods and services purchased by purchase order must be received on the financial system prior to payment of invoices.

14.3.3    Discrepancies

Central Stores confirms the goods received match the packing slip at the time of delivery.

Any differences must be marked on the packing slip and forwarded to Accounts Payable. The vendor is notified immediately.

14.3.4    Return of Goods

When a return of goods is required, the requisitioner must contact the vendor to facilitate the return/exchange and the subsequent crediting of the account.

Central Stores will enter returned goods into the system. Accounts Payable must be notified to ensure payment is not made to the vendor, and if required, appropriate credit memos are issued.

Any shipping costs incurred are the responsibility of the requisitioning department.

14.4        Other Procedures:

14.4.1    Cheque Requisition

Cheque Requisitions are used for miscellaneous reimbursements, such as medical slips, professional development courses, and honorariums.

                Cheque requisitions must be accompanied by original receipts, include the proper account code, and be authorized by the appropriate signing authority. The Cheque Requisition form is located on the Sault College Sharepoint under the Financial forms.

14.4.2    Credit Applications

Vendors may require a credit check to allow for purchases by purchase orders. The Purchasing Department is responsible for completing these forms.

14.4.3    Capital Assets

Sault College considers purchases of individual items over $2,500 to be capital assets. These are recorded in the College's financial information system as fixed assets. Amortization is applied accordingly.

The use of a credit card to purchase a capital asset is prohibited. Purchasing a capital asset and seeking reimbursement through an expense claim form is also prohibited.

14.4.4    Disposal of Assets

Sault College must ensure that adequate controls are in place for disposing of assets. The priority of the College is to ensure that all assets are safeguarded and that if an asset can be transferred and used in another department that the opportunity is given. Prior to an asset being disposed of the department must fill in an Asset Disposal Requisition Form and forward it to the Director of Financial Services. The Purchasing Department will follow the steps outlined in the Disposal of College Surplus Assets policy.

14.5        Agreements:

14.5.1    Print Shop Requisition

Printing and copying services are available from the Print Shop. The College Print Shop should be given the first opportunity for print requirements before seeking outside printers.

14.5.2    College Bookstore

Follett holds the exclusive right to sell all recommended books and materials for courses delivered by Sault College.

College/departmental purchases can be made from the College Bookstore by an employee with an authorized signing authority, and with a valid Purchase Order.

14.5.3    Food Services/Catering Requirements

Catering services from Compass Chartwells are arranged through an online ordering system. All catering requests must include an appropriate account code, purchase order number, and be submitted using the online ordering system.

14.6        Petty Cash

 Petty Cash is used for the acquisition of incidental goods and services under $50.00. Employees will be reimbursed from petty cash in the Purchasing office under the following procedure: a receipt must be obtained from the supplier and be signed by the person with signing authority in your department. The proper account codes must be marked on the receipt.

15.0     Request for Proposal or Tendering Procedures

                Any purchase with a total committed value of $50,000 or more requires a competitive procurement process and must be prepared and reviewed with the Purchasing Specialist. All correspondence during the process will be in cooperation with the Purchasing Department.

                This is to ensure that the expenditure of public funds for the acquisition of goods and services is carried out in a fair and transparent manner, securing the best value in a process that is above reproach.

                All vendors must be provided with the same information, so as to not provide a single vendor with an unfair advantage.

 The information provided in the request for proposal, request for quotation, or tender document must include at a minimum the following information:

• A brief description of the purchase considered.
• A statement detailing accessibility features that must be included in the submission.
• Instructions for obtaining information and RFP, RFQ, or tender documents.
• The conditions for obtaining the documents.
• Instructions for where and how to send submissions.
• The closing date and time for submission of documents.

The Purchasing Department will provide a current RFP, RFQ, or tender template with detailed requirements and provide ongoing support during the entire process. The College will post all notices of RFP, RFQ, and tenders.

The originator must submit the documents to the purchasing specialist for review before their release.

 Purchasing shall retain copies of all documents, quotes, proposals, tenders, bid requests, and related documents to comply with audit requirements.

15.1        Evaluation Criteria

The following rules apply to competitive procurements:

All competitive procurement documents shall contain evaluation criteria determined by the Requestor and Purchasing prior to the commencement of the procurement process. Any alteration to the evaluation criteria shall occur by means of an addendum to the competitive procurement documents.

The evaluation criteria will clearly outline mandatory, rated, and other criteria that will be used to evaluate submissions, including the weight of each criterion.

Mandatory criteria should be kept to a minimum to ensure that no bid is unnecessarily disqualified. Competitive procurement documents shall state that submissions that do not meet the mandatory criteria will be disqualified.

Maximum justifiable weighting should be allocated to the price/cost component of the evaluation criteria.

Sault College will consider the total cost of ownership as part of the evaluation.

Criteria will not be written in a way that unreasonably discriminates against or provides preferential treatment of one vendor over another.

Sault College may request vendors to provide alternate strategies or solutions as a part of their submissions. Criteria must be established to evaluate alternative strategies or solutions before the start of the competitive procurement process. Alternative strategies must not be considered unless explicitly requested by Sault College in the procurement documents.

15.2        RFP Response Time

Sufficient time must be given to vendors to prepare and submit bid responses. Vendors must be provided with a minimum response time of 15 calendar days for procurements valued at $50,000 or more.

15.3        Opening RFP and Tenders

Upon the closing of the competitive process (specified in the documents), the sealed submissions must be opened in a controlled environment. They will be opened in the presence of three staff members including a representative of Purchasing, a member of the requisitioning department, and a third impartial witness. The submissions will be date-stamped and signed by all members participating in the opening.

15.4        Evaluation Team

An evaluation team of a minimum of three people and the purchasing specialist or designate, will review and rate compliant submissions based on the evaluation criteria set out in the competitive procurement documents.

Evaluation team members must be made aware of restrictions related to confidential and commercially sensitive information collected through the competitive procurement process and shall refrain from engaging in activities that may appear to create an actual, perceived, or potential conflict of interest. Members of the evaluation team shall also be required to sign a conflict-of-interest declaration and non-disclosure of confidential information agreement.

Each evaluation team member shall individually complete an evaluation matrix and rate each submission. Records of the evaluation scores shall be retained for audit purposes. Evaluation team members shall ensure all of their input is fair, factual, and fully defensible.

Sault College shall not discriminate or exercise preferential treatment during the evaluation process or when awarding a contract to a vendor.

15.5        Pre-Qualifying Process

In some circumstances, a pre-qualification may be required to ensure contractors will meet all terms and conditions of the tender, RFP, or RFQ. This information should be made available to all potential vendors through a pre-qualification document. In such cases, clear requirements must be communicated to all interested vendors. (i.e. vendors must have a six-hour turnaround for service warranties).

15.6        External Sourcing of RFP's and Tenders

When the College uses an external consultant, engineer, or architectural firm, the proposal or tendering criteria will be determined by the professional body in collaboration with the College and in accordance with BPS Directives. Evaluation criteria must be included in the documents used in the competitive process.

Proposals are to be marked with the date and time received. Upon the closing date (specified in the documents), sealed submissions must be opened in a controlled environment. RFPs or tenders may be opened at the office of the consultant or at a predetermined location on site. The submissions will be opened in the presence of not less than three people, one of which shall represent the College. All original documentation must be retained by the College for audit purposes.

Appendix A

DEFINITIONS

“Administrative Signing Authority” Means the college schedule that establishes levels of signing authority for Department Managers, the President and Vice President and the College’s Board of Governors.

“Agreement” means the formal written document that will be entered into at the end of the procurement process.

“Award” means the notification to a proponent of acceptance of a proposal, quotation or tender that brings a contract into existence.

“Bid” means a proposal, quotation or tender submitted in response to a solicitation from a contracting authority. A bid covers the response to any of the three principal methods of soliciting bids, i.e., Request for Proposal, Request for Tender and Request for Quotation.

“The Broader Public Sector Procurement Directive” means the Procurement rules in the purchase of goods and services using public funds by broader public sector organizations. This Directive applies to all designated broader public sector organizations including Sault College.

“Building Ontario Businesses Initiative (BOBI)” This legislation mandates that public sector entities prioritize Ontario businesses when procuring goods and services below a specified threshold amount. Scheduled to come into effect on January 1, 2024, the BOBI Act will be applicable across all public sector procurements, including ministries, agencies, hospitals, school boards, universities, and various other institutions.

“Canada-European Union Comprehensive Economic and Trade Agreement (CETA)” The Canada-European Union Comprehensive Economic and Trade Agreement (CETA) is a progressive free trade agreement which covers virtually all sectors and aspects of Canada-EU trade in order to eliminate or reduce barriers.

“Canadian Free Trade Agreement (CFTA)” commits federal, provincial, and territorial governments to a comprehensive set of rules that will help achieve a modern and competitive economic union for all Canadians. The CFTA enhances the flow of goods and services, investment, and labour mobility, eliminates technical barriers to trade, greatly expands procurement coverage, and promotes regulatory cooperation within Canada.

“Competitive Procurement” means a set of procedures for developing a procurement contract through a bidding or proposal process. The intent is to solicit fair, impartial, competitive bids.

“Conflict of Interest” means a situation in which financial or other personal considerations have the potential to compromise or bias professional judgment and objectivity. An apparent conflict of interest is one in which a reasonable person would think that the professional’s judgment is likely to be compromised.

“Consultant” means 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.

“Consulting Services” means the provision of expertise or strategic advice that is presented for consideration and decision-making. These services do not include professional services.

“Employee” means a person under the employ of Sault College either: (a) On a full-time, ongoing basis either under the terms of the Academic Employees Collective Agreement, the Support Staff Collective Agreement, or the Terms and Conditions for Administrative Employees; and/or (b) On a less than full-time and/or temporary basis under the terms of an employment agreement. For clarity, a Researcher or International Agent is considered an Employee.

“Evaluation Criteria” means a benchmark, standard or yardstick against which accomplishment, conformance, performance and suitability of an individual, alternative, activity, product or plan is measured to select the best supplier through a competitive process. Criteria may be qualitative or quantitative in nature.

“Evaluation Matrix” means a tool allowing the evaluation team to rate supplier proposals based on multiple pre-defined evaluation criteria.

“Evaluation Team” means a group of individuals designated/responsible to make award recommendation. The evaluation team is comprised of representatives from the College and works in consultation with Purchasing. Each member participates to provide business, legal, technical, and financial input.

“Goods and Services” means any goods, construction, and services, including but not limited to information technology and construction services. This does not include Consulting Services.

“Invitational Competitive” means a procurement process for the purchase of Goods and Services which enables qualified suppliers, invited by Sault College, to compete in a fair and transparent environment.

“Open Competitive” means a procurement process possibly leading to an agreement for the purchase of Goods and Services which enables all suppliers to compete in a fair and open environment.

“Procurement” means acquisition by any means, including by purchase, rental, lease, or conditional sale, of goods or services.

“Procurement Contract” means any written document or legal instrument that has the purpose to enter Sault College into a legally binding agreement, contract, and/or relationship with an external party which creates obligations to and/or from Sault College, with a third party for procurement purposes.

“Procurement/Purchasing Department” means the department responsible for administration of the Procurement Policy and Procedures. The final approval to commit and expend funds rests within the Purchasing Department.

“Purchase Order” means an official Sault College document, generated by Procurement outlining details to a seller, indicating types, quantities, and agreed prices for Goods and/or Services.

“Requisition” means a formal request to obtain goods or services made within an organization, generally from the end-user to the procurement department.

“Supplier/Vendor/Proponent” means any person or organization that, based on an assessment of that person’s or organization’s financial, technical, and commercial capacity, is capable of fulfilling the requirements of procurement.

“Supply Chain Activities” means all activities whether directly or indirectly related to organizational plan, source, procure, move, and pay processes.

“Trade Agreements” means any applicable trade agreement to which Ontario is a signatory.