How to Purchase Goods and Services
Purchasing methods vary by the type and cost of goods or services. Below you will find an overview of the available options and when to use them.
Purchase from an Approved Supplier or Vendor of Record (VoR)
Wherever feasible, it is recommended that you purchase from an Approved Supplier or existing Vendor of Record (VOR) arrangement.
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Approved Suppliers
Find an Approved Supplier by category of goods and services in the Supplier Directory. For more information, see Approved Suppliers. uSOURCE
Browse for products in the online marketplace (some setup may be required). To request access, see Getting Started in uSOURCE. Amazon Business
Use your PCard to purchase products on the University’s Amazon Prime Business account. To request access, see Request a PCard. |
Informal / Invitational Procurement
If the goods or services cannot be provided by an Approved Supplier or Vendor of Record (VoR), the purchase value determines the method and required documentation.
Informal: Under $10,000
- Purchasing Card (PCard)
- Purchase Order
- Certified Invoice from supplier
Invitational: $10,000 to $49,999
Purchase Order (with minimum 2 written quotes)
See also:
Invitational: $50,000 to $99,999
Purchase Order (with minimum 3 written quotes)
See also:
Open Competitive Procurement: $100,000+
Requires a competitive, publicly posted procurement process.
Contact your local procurement team for support.
Before you Buy: Important Considerations
Applying Provincial Policies
Recent legislation requires giving preference to Ontario businesses and limiting purchases from U.S. businesses unless necessary.
Applying Provincial Policies >>
Prohibited Vendors
The University of Toronto maintains a list of “covered” entities (companies), equipment, systems and services subject to prohibitions, restrictions, or warnings. Consult this list prior to committing to a purchase and ensure the vendor is not prohibited.
Covered Equipment and Services >>
Restricted Substances
All purchases of radioactive material must be approved by Radiation Protection Services prior to ordering or receipt of the material. This requirement applies to purchases, gifts, exchanges and donations.
Purchasing Restricted Substances >>
Electrical Equipment Guidance
Purchases of electrical/electronic components or equipment must have Ontario provincial approvals such as the Electrical Safety Authority, CSA or ULC requirements and conform to the industry standards and all other applicable legislative requirements including and as applicable the University of Toronto Electrical Safety Guideline.
For more information:
- Can I purchase electrical equipment not certified by the Canadian Standards Association?
- Electrical Equipment Guidance
Accessible Procurement
Public sector organizations must include accessibility criteria in their processes for buying and acquiring goods, services and facilities. This means considering accessibility, where possible, along with other criteria like the quality and cost of the items as well as incorporating accessible design and features where possible.
Purchase Order Terms and Conditions
The University includes standard Terms & Conditions with all Purchase Orders. Unless otherwise agreed in writing, or dictated by a superior document, these Terms & Conditions govern the terms of the goods, services, or construction works included in the Purchase Order. Depending on your purchase, these terms and conditions may not be sufficient for the level of risk involved.
Contact your local procurement team if you need assistance.