Procurement of services
The Procurement of services section is responsible for overseeing the proper performance of all centralized procurement activities at the University. In addition, the Procurement of Services section:
Ensures that all centralized procurement of services conforms with the University's policies and applicable laws, such as:
- Oversees the management of all contracts for services.
- Acts as an internal consultant for centralized procurement of services.
- Provides training to University personnel involved in procurement activities for services.
The procedures for procurement of services were recently revised to ensure they comply with Bill 122, Broader Public Sector Accountability Act, 2012 (Bill 122) as well as with the Broader Public Sector Procurement Directive (Directive).
Henceforth, all procurements of services will have to respect the procedures related to the activities of the supply chain.
Furthermore, Procurement Services will hold a central register of service contracts to comply with Bill 122. Contracts must be sent to Procurement of Services by WebRequisition or by e-mail.
Policies and Procedures
The Fast WebRequisitioning is a web management tool that is integrated into the financial system of the University of Ottawa. It is from this application that you request the verification and approval of your webreq for services. Consult the manual on procurement of services for procedures.
The purchase order (P.O.) will be sent to the supplier and to the Faculty or Service. Upon receipt of the P.O., the supplier will be able to provide service:
For assistance with login, please contact Information Technology’s Service Desk by completing a Service Desk Request or by telephone at extension 6555.
If you do not have access to Fast WebRequisitioning, please contact the decentralized buyer from your service or faculty.
Procurement of services – tools
All procurement of services must follow the appropriate procurement process by following the decision tree. From the tree’s conclusion, we ask you to follow the appropriate process.
Generic Contract Template:A contract template is available to ensure compliance with applicable laws, Universities’ policies and procedures.
Generic Amendment Template:A contract template is available to ensure compliance with applicable laws, Universities’ policies and procedures.
Essential Contract clauses: This checklist has all the Essential contract clauses for all Services contracts for the University. Use as a reference tool to ensure that all the University's policies and applicable laws are respected.
Before hiring services from an individual, you must determine the employment status: Employee or Self-employed. The Canada Revenue Agency (CRA) provides a guide to understand how to determine employment status (RC 4110-Employee or Self-employed individual?). Procurement of Services, with Human Resources and Payroll Service, compile a chart grouping all CRA’s guide items of the Chart-Employee or Self-employed individual.
Decision Tree: questions to be asked to determine contract type (research, consultant, service provider)
Service contracts process - New request: the steps to follow for the elaboration of a service contract
In light of the revised Policy 36, Procurement Services wants to provide support to all Contract Officers at the University. Therefore, we implemented monthly meetings for the AUMAC Group (Monthly University Contract Officers Association).
What is the AUMAC Group?
It’s a group of University Contract Officers (AUMAC) that meet monthly to discuss contract related issues, share specific cases, provides support to group members and offers the opportunity to ask questions.
-Designated Contract Officers.
-Employees who are involved in the supply chain for procurement services
Upcoming Meeting dates:
- All upcoming meetings are by invitation.
Past Meeting dates:
Wednesday November 21, 2012, from 9 to 11 am: AUMAC's meeting at FSS5028 (21st of November 2012.Report)
Wednesday March 14, 2012, from 9 to 11 am: AUMAC's meeting at Senate (14th of March 2012, Report)
Monday April 16, 2012, from 9 to 11am: AUMAC's meeting at Desmarais 3120 (16th of April 2012, Report)
Wednesday May 23, 2012, from 9 to 11am: AUMAC's meeting at Desmarais 12102 (23rd of May 2012, Report)
1. Authority: Signing and Derogation
1.1 Who needs to sign the contract at the University?
Faculty or service: Requestor (person responsible for the project) and Administrative Director or delegate (Contract authority)
Procurement Services: Contract Manager
1.2 When does the contract become official?
The contract is official and valid when the purchase order (P.O.) is sent by the Procurement Services with the signed contract.
1.3 What is the difference between derogation and transgression?
Derogation: Request in anticipation of a derogatory transaction. This explains the reasons for the failure to follow the usual procedures.
Authority: Procurement Services Director
Transgression: Act of performing a transaction that contravenes established procedures without a derogation request.
Authority: Procurement Services Director (Less than $10 000)
Vice-President Resources ($10 001 to $50 000)
Board of Directors ($50 001 to $500 000)
2. Service or good
2.1 What is a service or a good?
Example of a Webmaster:
Example of a Photographer:
3. Financial Officer, buyer, administrator Responsibilities
3.1 What happens if the contract costs exceed the costs of the quotation?
If the final price exceeds the proposal cost, you need to inform the service of Procurement of Services.
3.3 What happens if you are absent?
You should have a backup – if needed, see the Contract Manager at Procurement Services.
4. Extension of contract
4.1 If there is a contract extension and the amount increases, should I ask for another quote / quotation?
Follow the new process for Service Contract New Request
4.2 Can I hire a consultant over a long period of time?
It is possible to have a contract over a period of one year, two years or three years. You prepare your contract according to the required service while respecting the right process with the appropriate supporting documents.
5. Revenue-generating contract
For any revenue-generating contract, you need to involve Procurement Services (Policy 36 – Supply of goods and services, article 10 - Revenue-generating contract). These contracts are managed by Procurement Services.