Procurement Policy

To ensure that Seneca Polytechnic procures goods and services through a process that achieves value for money and is open, fair and transparent.

To perform procurement activities in an efficient and cost-effective framework, where products and services are managed appropriately with an optimal level of quality control.

This policy applies to all Seneca employees, consultants, contractors and suppliers.

An asset that has a useful life of over one (1) year and a value greater than $10,000.

A request to increase/decrease the approved amount or quantity on a Purchase Order caused by a change in scope quantity of product or project specification(s).

A set of procedures for developing a procurement contract through a bidding or proposal process. The intent is to solicit fair, impartial competitive bids.

When an employee makes a decision or participates in making a decision that they should reasonably know may result in a real or perceived opportunity to further their private interests.

The provision of expertise or strategic advice that is presented for consideration and decision-making from external entities.

An individual or organization that has agreed to perform work on Seneca property and includes any of their employees, and any sub-contractor and their employees.

Any item, favor or benefit that could create, or appear to create, a conflict of interest.

A good or service valued at less than $100.

Occurs when a procurement is made through a direct award to a vendor rather than through a competitive process.

An internal process used to request the purchase of goods or services.

A formal order to a supplier to purchase goods or services and a commitment from that supplier to supply the goods and services that meet the specified requirements, at an agreed to rate or price.

To request suppliers to provide solutions for the delivery of complex goods or services or, where explicitly required, to provide alternative options or solutions. This process uses multiple predetermined evaluation criteria, including price.

A request to suppliers to describe exactly the goods and services to be provided. The proposal evaluation is based solely on price.

A document used to gather information on supplier capabilities and qualifications, with the intention of creating a list of pre-qualified suppliers.

A request for supplier qualifications may be used either to identify qualified candidates in advance of expected future competitions or to narrow the field supplier for an immediate need.

A person or organization that provides something needed, such as a product or service.

1. All employees will work with the Procurement team to identify their needs in a timely manner, plan and develop the appropriate procurement strategy and secure necessary approvals.
2. The Procurement team is responsible for carrying out Seneca’s procurement activities and related reporting duties.
3. The Compliance team is responsible for conducting periodic reviews of procurement activities to ensure compliance with this policy and applicable legislation.
4. The Advancement team is responsible for receiving any donations made by consultants, contractors or suppliers.
5. The Vice-President, Finance and Administration is responsible for approving any exceptions to this policy.

1. Competitive procurement thresholds for goods, non-consulting services and construction are as follows:

3.2 Competitive procurement thresholds for consulting services are as follows:

1. In circumstances where a competitive process is not possible, a non-competitive procurement justification will be used in accordance with applicable Seneca policies and relevant agreements and legislation.

1. Seneca will apply sustainable procurement practices, including the procurement of locally sourced goods and services, where possible.

1. Seneca will support its responsibility to incorporate accessibility criteria and features when purchasing goods, services or facilities.

1. Seneca employees, consultants, contractors and suppliers shall disclose any involvement in a procurement activity that creates a real and/or perceived conflict of interest.

1. Employees will not solicit or accept gifts from a supplier, as acceptance creates or could appear to create a conflict of interest.
2. With supervisor approval, an employee may accept an item of nominal value or supplier logoed merchandise if it is customarily offered to others who have a similar relationship with the contractor, consultant or supplier.
3. With supervisor approval, employees may accept social invitations to activities or events from a contractor, consultant or supplier, only when personnel representing the consultants, contractors or suppliers making the invitation are in attendance and participating.

• Accessibility Policy
• Conflict of Interest Policy
• Gift Acceptance Policy
• Purchasing Card Policy
• Signing Authority Policy
• Sustainability Policy

• ​​Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11
• ​Broader Public Service Accountability Act, 2010
• ​Broader Public Sector Procurement Directive
• ​Canada-European Union Comprehensive Economic and Trade Agreement
• Canadian Free Trade Agreement
• Comprehensive Economic Trade Agreement
• ​Ontario-Quebec Trade and Cooperation Agreement
• Procurement Restriction Policy
• ​Sustainability Plan 2021-2026
• ​Seneca Polytechnic Strategic Plan 2023-2026  

Approval Date: November 2016

Last Revision: April 2025