Forms

Below is a list of the various forms used be Procurement Services, with an explanation of its use and signatures required.

Bidders Conference Vendor Attendance Sheet

Form Required Signatures Form Function
Bidders' Conference Attendance
  • Department Staff
  • Strategic Sourcing Rep (optional)
Use this form when conducting a conference/meeting to discuss a procurement opportunity with potential bid respondents and recording attendance is required. Refer to the Bidders Conference SOP for more information.

Competitive Bid Request

Form Required Signatures Form Function
Competitive Bid Request Not applicable, but cost centre owner should be aware of the purchase Use this form when procuring goods or services valued over $50,000

Confidentiality & Conflict of Interest Acknowledgement

Form Required Signatures Form Function
Confidentiality & Conflict of Interest Acknowledgement

  • Director, Procurement Services
  • Evaluation Committee
  • Buyer/Procurement Specialist
Used by all evaluation team members, project sponsor, or any other individual who is privy to confidential or competitive information associated with a competitive bid to protect the integrity of the process. Refer to the Competitive Bid Confidentiality and Conflict of Interest Acknowledgement SOP for more information.

Declaration of Conflict of Interest

Form Required Signatures Form Function
Declaration of Conflict of Interest
  • Declarer of conflict of interest
  • Vice President, Finance & Administration or Delegate
Used when an employee is declaring a conflict of interest where one actually exists, or can appear to others as though a conflict exists. Refer to the Conflict of Interest for Employees (Policy and Guidelines) for more information

Declaration of Surplus

Form Required Signatures Form Function
Declaration of Surplus
  • Department head
  • Director, Procurement Services
Used when an item is no longer of use to the department and the department wants to declare the item as surplus. For more information refer to Disposing of University Property.

Limited Tendering & Non-Application Procurement Approval Briefing Note

Form Required Signatures Form Function
Limited Tendering and Non-Application Procurement Approval
  • Department head
  • Director, Procurement Services
  • AVP Finance & CFO or designate
Use in instances when the procurement is an emergency or a unique or one-of-a-kind acquisition.

PCard Change Request

Form Required Signatures Form Function
 PCard Change Request
  •  Supervisor/Manager
  • Operations Manager, Procurement Services
Used when a change to spending limits, card cancellation, replacement of lost or stolen cards, or changes to a cardholder's profile.

PCard Participant Application & Agreement

Form Required Signatures Form Function
PCard Participant Application & Agreement
  • Card requester
  • Approving Manager
Used when a department/unit wants a purchasing card issued to a full-time employee to purchase goods/services on behalf of the University.

Performance Evaluation and Engagement Renewal for Licensed Professionals

Form Required Signatures Form Function
Performance Evaluation and Engagement Renewal for Licensed Professionals (PDF)
  • Preparer
  • AVP of the unit/department
  • VP Finance & Administration or Designate
Used when a unit/department wishes to renew an existing relationship with a licensed professional. Engagement renewals must be completed every five (5) years (at a minimum).

Purchasing Requisition

Form Required Signatures Form Function
Purchasing Requisition (One Page)
  •  Cost Centre owner
  • Director or EO if value between $50K to $99,999
  • AVP or dean if value between $100K to $499,999
  • VP, VP Finance/Admin or AVP Finance ifvalue between $500K to $999,999
This form is used to initiate the process of creating a Purchase Order (PO).
Purchasing Requisition (Two Page)

Vendor Evaluation Survey

Form Required Signatures Form Function
Vendor Evaluation Survey
  • Completed by department responsible for procurement of vendor
This form is used by unit/department when evaluating a vendor. Procurement Services uses this information to gauge vendor performance and ensure that the best suited vendors offer the optimal price and service to the York University community.

Vendor Quote Solicitation

Form Required Signatures Form Function
Vendor Quote Solicitation
  • Authorized Agent's Signature
This form is used by unit/department when sourcing goods/services valued between $10K and $50K. To ensure that the University obtains fair market value and demonstrates transparency and fairness to all vendors, a minimum of three (3) different vendors should be asked to quote.