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Research Procurement

We provide guidance and support to Principal Investigators, research teams, and Business Officers to ensure research-related procurement is compliant with University policies, applicable provincial and federal negotiated trade agreements, and any additional granting agency requirements.

The sections below outline key considerations for research-funded purchases and link directly to relevant procedures.

Large Dollar-Value Purchases
($100,000 +)

Plan early — 6 months is the minimum

Purchases valued at $100,000 or more must follow a formal open competitive process, such as a Request for Proposals (RFP). This process ensures compliance with University policy, trade agreements, and, in many cases, funding agency requirements.

Because these processes involve multiple steps, from developing specifications, publishing the tender document, evaluating submissions, to finalizing an agreement, planning should begin at least 6 months in advance, before the goods or services are expected to be ordered.

Delivery Timelines Matter, Too

It’s not just the procurement process that takes time. If the requested system or solution has a long manufacturing or delivery lead times (e.g., custom equipment or scientific instruments), that can add months or even a year to the timeline. The procurement process and delivery schedule should be included in your planning.

Don’t Risk Missing Your Funding Window

If your purchase is funded by agencies like CFI or ORF-RI, the timing becomes even more critical:

  • All goods and services must be received before the funding expiry date
  • In-kind contributions (common in CFI) often require Fair Market Value assessments and supporting documentation

What You Should Do

  • Plan months, or even a year or more, ahead of your funding deadline
  • Reach out to your local procurement team early — we can help you map out a realistic timeline
  • Consult with your local research support office if you’re unsure about funding restrictions

Lower Dollar-Value Purchases
(< $100,000)

For smaller purchases, certain steps apply, especially when using research funds. Open public procurement processes aren’t required, but quotes, documentation, or templates may still be needed based on value and funding source.

Know Your Thresholds

Purchase Value What’s Required
Up to $9,999
  • Minimum of 1 written quote or invoice
  • Use PCard or uSOURCE (catalogue), wherever feasible
  • Confirm funding agency restrictions
$10,000–$49,999
  • 2 written quotes from suppliers
$50,000–$99,999
  • 3 written supplier quotes
  • Use the Invitation to Quote (ITQ) process
  • For CFI or ORF-RI funds: use the ITQ-CFI template and assess in-kind contributions over $1,000

Using Approved or Preferred Suppliers

You can often reduce administrative effort by purchasing from Approved Suppliers in the University Approved Supplier Directory. These vendors are pre-vetted and meet University compliance standards.

But remember:

  • Funding agency rules may still require multiple quotes, even if the supplier is approved
  • CFI/ORF-RI purchases should not use uSOURCE, even for Approved Suppliers
Search the Directory

What You Should Do

  • Confirm the value of your purchase
  • Use the ITQ-CFI template to solicit quotes
  • Start months in advance to allow time for approvals and supplier coordination
  • Reach out to your local procurement team if:
    • You’re unsure how many quotes are needed
    • You want help applying the ITQ process

Procurement Policy Exceptions

There are times when it may not be feasible or practical to conduct a competitive procurement process. For example, when a product or service is uniquely compatible with existing equipment. In these circumstances you will need to complete a Procurement Policy Exemption Justification (PPEJ) form.

Procurement Policy Exemption Justification (PPEJ)

The PPEJ form must include:

  • A comprehensive, well-supported rationale for the exemption (e.g., technical compatibility, urgency, exclusive rights)
  • Supporting documentation to validate the justification

PPEJs are subject to audit and Freedom of Information (FOI) review.

Download PPEJ form

Advance Contract Award Notice (ACAN)

In some cases, if the award value is greater than the open competitive threshold, you may be required to post an Advance Contract Award Notice (ACAN) – a public notice stating your intention to award a contract to a specific supplier without competition. This allows other suppliers to demonstrate if they can meet the requirements.

What You Should Do

  • Contact your local procurement team as early as possible
  • Be prepared to explain why an open competitive process is not possible
  • Keep in mind exceptions require additional due diligence and may extend your timeline, not shorten it
  • Do not use ACANs to bypass an open competitive process if multiple qualified suppliers exist