University of Toronto Procurement Policy

1. That goods and services including construction, consulting services and information technology are acquired by the University through a process that is fair, open, transparent, subject only to the permitted exceptions set out in this Policy and applicable laws;
2. That the University complies with its obligations under applicable trade agreements and other legislation and regulations; and
3. The consistency in the administration of procurement processes and purchasing decisions by the University.

Procurement activities at the University are to be undertaken in accordance with the following principles:

Supplier Access, Transparency, and Fairness

Access for qualified suppliers to compete for the University’s business must be open and the procurement process must be conducted in a fair and transparent manner providing equal treatment to suppliers, to the extent required under applicable laws. Suppliers must have equal access to information on procurement opportunities, processes and results.

Where the University imposes conditions for participation in a procurement, it shall limit such conditions to only those that are essential to ensure that a supplier has the legal and financial capacities, and the commercial and

Procurement Planning

Prior to any procurement activities, the University shall undertake planning to identify the goods and/or services required to meet its needs, to determine the appropriate procurement method and the appropriate approvals required. The University shall not prepare, design, or otherwise structure a procurement, select a valuation method, or divide procurement requirements in order to avoid the obligations of this Policy.

Conflict of Interest

Conflict of interest, whether actual, potential or perceived, must be avoided during the procurement process and the ensuing contract. It is the responsibility of individuals involved in procurement decision making or a procurement process to disclose any actual, perceived or potential conflicts of interest according to the University’s institutional policies on conflict of interest.

Accountability

The University must be accountable for the results of its procurement decisions and the appropriateness of the processes.

Sustainability

Procurement planning and activities should be undertaken with a view to promoting social, environmental and financial sustainability.

This Policy does not apply to:

1. The acquisition of a good, a service, or any combination thereof, procured with a view to commercial sale or resale, or for use in the production or supply of a good or service for commercial sale or resale; and
2. Participation in any commercial arrangements where the University is not acquiring any goods or services such as affinity programs, sponsorships, and memberships.

The University will determine whether a given purchase of goods or services will be carried out by means of a competitive or non-competitive procurement in accordance with relevant administrative regulations and which include procurement processes, procedures and related financial guidelines provided in the GTFM.  These will be amended from to time, having regard to the value of the goods or services and the applicable thresholds in accordance with applicable legislation, regulations, domestic and international trade agreements.

Exceptions to competitive procurement requirements must not be for the purposes of avoiding competition or to discriminate against or favour specific suppliers. In rare circumstances, limited tendering (single or sole source purchases) provisions may be used.

As a publicly and privately funded institution, the University of Toronto must maintain high legal, ethical, managerial, and professional standards in the management of the resources entrusted to it. In accordance with the Broader Public Sector (BPS) Procurement Directive, effective April 1, 2024, and as amended from time to time, the University of Toronto formally adopted the Ontario BPS Supply Chain Code of Ethics to ensure an ethical, professional and accountable BPS Supply Chain. The Code of Ethics applies to all involved in procurement activities including University administration, staff, faculty and suppliers:

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 Broader Public Service (BPS) organizations, suppliers and other stakeholders. 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, contracting and purchasing activities must be fair, transparent and conducted with a view to obtaining the best value for public money. All participants must ensure 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. Participants should continuously work to improve supply chain policies and procedures, to improve supply chain knowledge and skill levels, and to share leading practices.

Goods and Non-Consulting Services

In accordance with the Broader Public Sector (BPS) Procurement Directive, effective April 1, 2024, and as amended from time to time, the University formally adopts the following approval thresholds, effective February 1, 2026:

Goods, Non-Consulting Services, Construction and Renovations

Consulting Services

The decentralized structure of the university requires a clear allocation of responsibilities and controls to ensure that procurement decisions are made efficiently, effectively, and in compliance with institutional and legal obligations. Designated units or areas within the university, hereafter referred to as Contracting Authorities, are responsible for procurement activities, carried out under the direction of professional staff accountable for compliance with University policies and applicable laws.

The following Contracting Authorities manage and oversee procurement activities within the described scope below and the thresholds set out in the Authority Approval Schedule (AAS).

• University of Toronto St. George, Procurement Services, for campus-wide goods and services excluding those that fall under the scopes of the two Contracting Authorities supporting Facilities and Services (F&S) and University Planning, Design and Construction (UPDC).
• University of Toronto Mississauga, Procurement Services, for campus-wide goods, services, construction, facilities maintenance, and infrastructure projects.
• University of Toronto Scarborough, Financial Services for campus-wide goods, services, construction, facilities maintenance, and infrastructure projects.
• Operations and Real Estate Partnerships, Financial Strategy & Services for building operations, repairs, maintenance services, and infrastructure upkeep undertaken by Facilities & Services (St. George).
• Operations and Real Estate Partnerships, University Planning, Design and Construction, for capital projects, renovations, and infrastructure development.

NOTE: UTSC and UPDC may have additional approval and/or quoting requirements to those outlined in the AAS.