{"id":3550,"date":"2020-07-23T17:04:08","date_gmt":"2020-07-23T21:04:08","guid":{"rendered":"https:\/\/www.yorku.ca\/procurementdev\/?page_id=3550"},"modified":"2025-08-14T10:43:26","modified_gmt":"2025-08-14T14:43:26","slug":"limited-tendering-and-non-application-procurement","status":"publish","type":"page","link":"https:\/\/www.yorku.ca\/procurement\/purchasing-channel-info\/limited-tendering-and-non-application-procurement\/","title":{"rendered":"Exemption from multiple quotes or the competitive bid process"},"content":{"rendered":"\n<p>The&nbsp;<a href=\"https:\/\/www.doingbusiness.mgs.gov.on.ca\/mbs\/psb\/psb.nsf\/Attachments\/001-BPS_Procurement_Directive\/$FILE\/BPS_Procurement_Directive.pdf\">Broader Public Sector (BPS) Procurement Directive<\/a> and the University\u2019s&nbsp;<a rel=\"noreferrer noopener\" href=\"http:\/\/secretariat-policies.info.yorku.ca\/policies\/procurement-of-goods-and-services-policy\/\" target=\"_blank\">Procurement Policy<\/a>&nbsp;require the University to follow a competitive procurement process when purchasing goods or services over a certain value. In most cases, purchases valued over $25k require at least three quotes to be collected and reviewed and purchases valued over $50k must follow a competitive bid process (to be guided by Strategic Procurement Services).<\/p>\n\n\n\n<p>An exception to (1) the collection of multiple quotes or (2) the competitive bid process are provided in two circumstances:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>An emergency<\/strong>: a delay to purchasing could result in (1) danger to life, (2) damage to property, or (3) disruption to essential services.<\/li>\n\n\n\n<li><strong>Competitive bids\/quotes are not feasible or practical<\/strong>: it is not feasible or practical to collect multiple quotes or follow the competitive bid process<\/li>\n<\/ol>\n\n\n\n<p>The steps to follow under each of these circumstances are included below:<\/p>\n\n\n<style>.kt-accordion-id3550_45cf32-ae .kt-accordion-inner-wrap{column-gap:var(--global-kb-gap-md, 2rem);row-gap:8px;}.kt-accordion-id3550_45cf32-ae .kt-accordion-panel-inner{padding-top:var(--global-kb-spacing-sm, 1.5rem);padding-right:var(--global-kb-spacing-sm, 1.5rem);padding-bottom:var(--global-kb-spacing-sm, 1.5rem);padding-left:var(--global-kb-spacing-sm, 1.5rem);}.kt-accordion-id3550_45cf32-ae .wp-block-kadence-pane .kt-accordion-header-wrap .kt-blocks-accordion-header{padding-top:var(--global-kb-spacing-xxs, 0.5rem);padding-right:var(--global-kb-spacing-xs, 1rem);padding-bottom:var(--global-kb-spacing-xxs, 0.5rem);padding-left:var(--global-kb-spacing-xs, 1rem);}@media all and (max-width: 767px){.kt-accordion-id3550_45cf32-ae .kt-accordion-inner-wrap{display:block;}.kt-accordion-id3550_45cf32-ae .kt-accordion-inner-wrap .kt-accordion-pane:not(:first-child){margin-top:8px;}}<\/style>\n<div class=\"wp-block-kadence-accordion alignnone\"><div class=\"kt-accordion-wrap kt-accordion-id3550_45cf32-ae kt-accordion-has-5-panes kt-active-pane-0 kt-accordion-block kt-pane-header-alignment-left kt-accodion-icon-style-arrow kt-accodion-icon-side-right\" style=\"max-width:none\"><div class=\"kt-accordion-inner-wrap\" data-allow-multiple-open=\"false\" data-start-open=\"none\">\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-3 kt-pane3550_f18186-48\" id=\"emergency\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\" type=\"button\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\"><strong>AN EMERGENCY<\/strong><\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p>An emergency is defined in procurement procedure as a circumstance in which an immediate purchase or procurement decision is necessary to prevent a serious delay, which delay reasonably could result in a danger to life, damage to property, or suspension of the provision of an essential service. <br><br>To procure goods and services in an emergency follow these steps:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Procure the goods or services<\/strong><\/li>\n\n\n\n<li><strong>Complete the required forms<\/strong><br>a) A\u00a0<a href=\"https:\/\/www.yorku.ca\/procurement\/forms\/#limitedtendering\" target=\"_blank\" rel=\"noreferrer noopener\">Limited Tendering and Non-Application Procurement Approval Form<\/a><br>b) A <a href=\"https:\/\/www.yorku.ca\/procurement\/forms\/#purchasingrequisition\" target=\"_blank\" rel=\"noreferrer noopener\">Purchasing Requisition Form<\/a> (with the invoice attached)<\/li>\n\n\n\n<li><strong>Send all approved documents and the invoice to Strategic Procurement Services<\/strong><\/li>\n<\/ol>\n\n\n\n<p><strong>Additional authority:<\/strong><br>In an Emergency, the following authority shall apply:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>The Dean or Director of the affected area <\/strong>has the authority to acquire goods or \u00a0services up to <strong>$100,000 <\/strong>without regard to the Procurement Procedure; and<\/li>\n\n\n\n<li><strong>The Associate or Assistant Vice President of the affected area <\/strong>has the authority to acquire goods and services in excess of <strong>$100,000 <\/strong>without regard to this Procedure.<\/li>\n<\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-4 kt-pane3550_a98112-00\" id=\"notfeasible\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\" type=\"button\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\"><strong>COMPETITIVE BIDS\/QUOTES ARE NOT FEASIBLE OR PRACTICAL<\/strong><\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p>In exceptional circumstances it may not be feasible or practical to collect multiple quotes or follow the competitive bid process. This may be because there is only one vendor in the market capable of providing the good or service needed (sole source) or there are a number of capable vendors but only one is available to provide the good or service (<a href=\"https:\/\/www.yorku.ca\/procurement\/how-to-services\/limited-tendering-and-non-application-procurement\/description-of-single-source\/\">single source<\/a>).<br><br>To procure goods and services under these circumstances follow these steps:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Confirm the preferred vendor<\/strong><\/li>\n\n\n\n<li><strong>Complete the required forms<\/strong><br>a) A\u00a0<a href=\"https:\/\/www.yorku.ca\/procurement\/wp-content\/uploads\/sites\/305\/2018\/03\/Limited_Tendering_and_NonApplication_Fillable.pdf\">Limited Tendering and Non-Application Procurement Approval Form<\/a><br>b) A <a href=\"https:\/\/www.yorku.ca\/procurement\/forms\/#purchasingrequisition\" target=\"_blank\" rel=\"noreferrer noopener\">Purchasing Requisition Form<\/a><\/li>\n\n\n\n<li><strong>Obtain approval<\/strong> <strong>for all documentation<\/strong> as per the\u00a0<a href=\"https:\/\/www.yorku.ca\/secretariat\/policies\/wp-content\/uploads\/sites\/420\/2022\/02\/Signing-Authority-Register-20220124.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Signing Authority Register<\/a> (PDF)\u00a0<\/li>\n\n\n\n<li><strong>Send all approved documents to Strategic Procurement Services<\/strong><\/li>\n<\/ol>\n\n\n\n<p>Strategic Procurement Services will review the documents and respond within five (5) business days. The review will ensure that the request is supported by an appropriate rationale, evidence of fair market value and all forms are appropriately approved.<\/p>\n\n\n\n<p>All complete and valid non-competitive procurement requests are approved by the Director, Strategic Procurement Services. A Purchase Order is then issued and faxed to the recommended vendor. A copy of Purchase Order and approved Briefing Notes and Approval Form is forwarded to the requestor for record-keeping purposes.<\/p>\n\n\n\n<p>Once approved, the requestor will receive a copy of the Approval Form (with notes) and Purchase Order from Strategic Procurement Services including confirmation that the Purchase Order has been issued to the Vendor. Refer to the appropriate purchasing channel for instructions for \"after receipt of goods or services\".<\/p>\n\n\n\n<p>In situations where the documentation provided is insufficient to warrant approval, Strategic Procurement Services will contact the requestor within 3 to 5 business days to discuss alternatives.<\/p>\n<\/div><\/div><\/div>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-group\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<div style=\"height:42px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n<style>.kt-accordion-id3550_5071e0-3f .kt-accordion-inner-wrap{column-gap:var(--global-kb-gap-md, 2rem);row-gap:8px;}.kt-accordion-id3550_5071e0-3f .kt-accordion-panel-inner{padding-top:var(--global-kb-spacing-sm, 1.5rem);padding-right:var(--global-kb-spacing-sm, 1.5rem);padding-bottom:var(--global-kb-spacing-sm, 1.5rem);padding-left:var(--global-kb-spacing-sm, 1.5rem);}.kt-accordion-id3550_5071e0-3f 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.kt-blocks-accordion-icon-trigger:after, body:not(.hide-focus-outline) .kt-accordion-id3550_5071e0-3f:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle ) .kt-blocks-accordion-header:focus-visible .kt-blocks-accordion-icon-trigger:before{background:#ffffff;}.kt-accordion-id3550_5071e0-3f:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-header:hover .kt-blocks-accordion-icon-trigger, body:not(.hide-focus-outline) .kt-accordion-id3550_5071e0-3f:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-header:focus-visible .kt-blocks-accordion-icon-trigger{background:#ffffff;}.kt-accordion-id3550_5071e0-3f:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-header:hover 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.kt-blocks-accordion-header.kt-accordion-panel-active .kt-blocks-accordion-icon-trigger{background:#ffffff;}.kt-accordion-id3550_5071e0-3f:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-header.kt-accordion-panel-active .kt-blocks-accordion-icon-trigger:after, .kt-accordion-id3550_5071e0-3f:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-header.kt-accordion-panel-active .kt-blocks-accordion-icon-trigger:before{background:#cf2e2e;}@media all and (max-width: 1024px){.kt-accordion-id3550_5071e0-3f .wp-block-kadence-pane .kt-accordion-header-wrap .kt-blocks-accordion-header{border-top-color:#555555;border-top-style:solid;border-right-color:#555555;border-right-style:solid;border-bottom-color:#555555;border-bottom-style:solid;border-left-color:#555555;border-left-style:solid;}}@media all and (max-width: 1024px){.kt-accordion-id3550_5071e0-3f .kt-accordion-header-wrap .kt-blocks-accordion-header:hover, body:not(.hide-focus-outline) .kt-accordion-id3550_5071e0-3f .kt-accordion-header-wrap .kt-blocks-accordion-header:focus-visible{border-top-color:#eeeeee;border-top-style:solid;border-right-color:#eeeeee;border-right-style:solid;border-bottom-color:#eeeeee;border-bottom-style:solid;border-left-color:#eeeeee;border-left-style:solid;}}@media all and (max-width: 1024px){.kt-accordion-id3550_5071e0-3f .kt-accordion-header-wrap .kt-blocks-accordion-header:focus-visible, .kt-accordion-id3550_5071e0-3f .kt-accordion-header-wrap .kt-blocks-accordion-header.kt-accordion-panel-active{border-top-color:#444444;border-top-style:solid;border-right-color:#444444;border-right-style:solid;border-bottom-color:#444444;border-bottom-style:solid;border-left-color:#444444;border-left-style:solid;}}@media all and (max-width: 767px){.kt-accordion-id3550_5071e0-3f .kt-accordion-inner-wrap{display:block;}.kt-accordion-id3550_5071e0-3f .kt-accordion-inner-wrap .kt-accordion-pane:not(:first-child){margin-top:8px;}.kt-accordion-id3550_5071e0-3f .wp-block-kadence-pane .kt-accordion-header-wrap .kt-blocks-accordion-header{border-top-color:#555555;border-top-style:solid;border-right-color:#555555;border-right-style:solid;border-bottom-color:#555555;border-bottom-style:solid;border-left-color:#555555;border-left-style:solid;}.kt-accordion-id3550_5071e0-3f .kt-accordion-header-wrap .kt-blocks-accordion-header:hover, body:not(.hide-focus-outline) .kt-accordion-id3550_5071e0-3f .kt-accordion-header-wrap .kt-blocks-accordion-header:focus-visible{border-top-color:#eeeeee;border-top-style:solid;border-right-color:#eeeeee;border-right-style:solid;border-bottom-color:#eeeeee;border-bottom-style:solid;border-left-color:#eeeeee;border-left-style:solid;}.kt-accordion-id3550_5071e0-3f .kt-accordion-header-wrap .kt-blocks-accordion-header:focus-visible, .kt-accordion-id3550_5071e0-3f .kt-accordion-header-wrap .kt-blocks-accordion-header.kt-accordion-panel-active{border-top-color:#444444;border-top-style:solid;border-right-color:#444444;border-right-style:solid;border-bottom-color:#444444;border-bottom-style:solid;border-left-color:#444444;border-left-style:solid;}}<\/style>\n<div class=\"wp-block-kadence-accordion alignnone\"><div class=\"kt-accordion-wrap kt-accordion-id3550_5071e0-3f kt-accordion-has-3-panes kt-active-pane-0 kt-accordion-block kt-pane-header-alignment-left kt-accodion-icon-style-arrow kt-accodion-icon-side-right\" style=\"max-width:none\"><div class=\"kt-accordion-inner-wrap\" data-allow-multiple-open=\"true\" data-start-open=\"none\">\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-1 kt-pane3550_e446ea-c4\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\" type=\"button\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\"><br>Limited Tendering &amp; Non-Applicable Exemptions<\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p><br>Please see the <a href=\"https:\/\/www.yorku.ca\/procurement\/wp-content\/uploads\/sites\/305\/2022\/07\/Limited-Tendering-Tables.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Limited Tendering Exemption Tables<\/a> (PDF) for a detailed description of exemption codes.<\/p>\n<\/div><\/div><\/div>\n<\/div><\/div><\/div>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-group\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<div style=\"height:60px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-group grey-bg-block has-very-light-gray-background-color has-background\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<div class=\"wp-block-group\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<h3 class=\"wp-block-heading\">How to reach us<\/h3>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-1 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<hr class=\"wp-block-separator\"\/>\n\n\n\n<p><i class=\"fas fa-map-marker\"><\/i> 4747 Keele Street Unit 1<br>Toronto, ON M3J2N9<\/p>\n\n\n\n<p><i class=\"fas fa-clock\"><\/i> <strong>Office Hours<\/strong>:<br>Monday to Friday<br>8:30AM - 4:30PM<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<hr class=\"wp-block-separator\"\/>\n\n\n\n<p><i class=\"fas fa-phone\"><\/i> <strong>Telephone<\/strong>: 416 736 5857 (Ext. 55857)<\/p>\n\n\n\n<p><i class=\"fas fa-envelope\"><\/i> <strong>Email<\/strong>:  <a href=\"mailto:purchase@yorku.ca\">purchase@yorku.ca<\/a><\/p>\n\n\n\n<p><i class=\"fas fa-fax\"><\/i> <strong>Fax<\/strong>: 416 736 5630<\/p>\n\n\n\n<p><i class=\"fas fa-phone\"><\/i> <a href=\"https:\/\/atlas.cafe.uit.yorku.ca\/atlas\/servlet\/atlas\/action\/AtlasAction\/template\/orgUnit.vm?eventsubmit_doorgunit=OrgUnit&amp;searchorgunit=Strategic+Procurement+Services\" target=\"_blank\" rel=\"noreferrer noopener\">Staff Email and Phone Directory<\/a><\/p>\n<\/div>\n<\/div>\n<\/div><\/div>\n<\/div><\/div>\n<\/div><\/div>\n\n\n\n<div style=\"height:58px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n","protected":false},"excerpt":{"rendered":"<p>The&nbsp;Broader Public Sector (BPS) Procurement Directive and the University\u2019s&nbsp;Procurement Policy&nbsp;require the University to follow a competitive procurement process when purchasing goods or services over a certain value. In most cases, purchases valued over $25k require at least three quotes to be collected and reviewed and purchases valued over $50k must follow a competitive bid process [&hellip;]<\/p>\n","protected":false},"author":74,"featured_media":0,"parent":5333,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"secondary-page.php","meta":{"_kad_blocks_custom_css":"","_kad_blocks_head_custom_js":"","_kad_blocks_body_custom_js":"","_kad_blocks_footer_custom_js":"","footnotes":""},"tags":[173,53,174,25,26],"class_list":["post-3550","page","type-page","status-publish","hentry","tag-keele","tag-limited-tendering","tag-purchaser","tag-purchasing","tag-strategic-procurement-services"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Exemption from Multiple Quotes or Competitive Bid | About Purchasing<\/title>\n<meta name=\"description\" content=\"Strategic Procurement Services provides 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