1.0 Reason for Policy

1.1 The reason for this policy is to establish appropriate guidelines and accountability for purchases made with University of Manitoba administered funding.

2.0 Policy Statement

2.1 This policy applies to the purchase of all goods and services acquired with any University of Manitoba administered funds (operating, research, capital, endowments, etc).

2.2 Purchasing Services has been authorized by the Vice-President (Administration) to make purchases and commit the University to binding agreements for the acquisition of goods and services, in accordance with this policy.

2.3 Other members of the University community shall not make any purchases or make any purchase commitments of any kind, other than transactions in accordance with the Purchasing procedures, Travel and Business Expense and Claiming policy, or Petty Cash policy.

2.4 Purchases of goods and services shall be consistent with public tendering principles. Purchasing procedures shall ensure:

(a) Compliance with applicable legislation;

(b) Open, ethical, fair and transparent competition;

(c) Selection of goods/services based on the best value taking into consideration such criteria as price, total life-cycle cost, product or service quality, bid compliancy, supplier qualifications, experience and reputation; and

(d) Where appropriate, consideration will be given to the impact on the environment, human health, and social well-being.

3.0 Accountability

3.1 The University Secretary is responsible for advising the President that a formal review of the Policy is required.

3.2 The Comptroller is responsible for the communication, administration, and interpretation of this Policy.

4.0 Secondary Documents

4.1 The Vice-President (Administration) may approve Procedures which are secondary to and comply with this Policy.

5.0 Review

5.1 Formal Policy reviews will be conducted every ten (10) years. The next scheduled review date for this Policy is July 3, 2019.

5.2 In the interim, this Policy may be revised or rescinded if:

(a) the Approving Body deems necessary; or
(b) the relevant Bylaw, Regulations or Policy is revised or rescinded.

5.3 If this Policy is revised or rescinded, all Secondary Documents will be reviewed as soon as reasonably possible in order to ensure that they:

(a) comply with the revised Policy; or
(b) are in turn rescinded.

6.0 Effect on Previous Statements

6.1 This Policy supersedes the following:

(a) all previous Board/Senate Policies, Procedures, and resolutions on the subject matter contained herein; and
(b) all previous Administration Policies, Procedures, and directives on the subject matter contained herein;
(c) Policy 307 - Purchasing and Receiving, Policy 303 Financial Commitments.

7.0 Cross References

1) Purchasing Procedures
2) Environmental Sustainability Policy (in development)