Financial and Administrative Services

Memorial is amending the university’s purchasing policy to align the procurement thresholds with Public Procurement Regulations and is adapting the preferred approach when procuring a commodity below the procurement thresholds stated in the regulations.

Increasing thresholds

The new thresholds are as follows:

Commodity	Threshold	Limited call for bids(3 quotations)
Goods	<$133,800	$10,000 - $133,800
Services	<$133,800	$10,000 - $133,800
Public Works	<$334,400	$20,000 - $334,400
Lease	<$100,000	$10,000 - $100,000

Increasing thresholds enables units to be more nimble and procure commodities in a more effective and cost efficient manner, in turn providing increased service to our students, faculty and staff. This is even more important in today’s market considering supply chain shortages and increased costs of goods.

Updated process for limited call for bids

It’s important to note the adapted process for limited call for bids.

All award information for goods $10,000 - $133,800, services $50,000 - $133,800 and public works at $100,000 to $334,400 above must be sent to Strategic Procurement within 10 days of award. Please email information to opencalls@mun.ca.  Information to include: Purchase order number, completed quotation summary log (QSL), reason for sole source or emergency if appropriate, and any other supporting documentation.

In accordance with the Public Procurement Regulations, a limited call for bids requires the public body to either:

1. Obtain quotations from at least three suppliers (phone, email, written, online quotes)
2. Determine a fair and reasonable price for the commodity based on recent market conditions

If three quotations cannot be obtained, the quote(s) obtained must be fair and reasonable and procurement file document must include the rationale as to why three quotes could not be obtained and demonstrate that the price is fair and reasonable

Regular review and familiarization with the policy and reporting requirements is important to ensure compliance and integrity of the policy and process for units and the university.

If you need assistance, clarification or confirmation of compliance, the Strategic Procurement Office can assist and answer questions.