Procurement Contract Procedure
A contract is a legal document between the University of
Saskatchewan and another party or parties. It represents a
binding agreement for all identified parties.
The intent of a procurement contract is to outline all agreed upon
terms and conditions and manage the risks associated with the
purchase of goods and/or services, while protecting the integrity of
the procurement policy and signing authority policy.
Contracts may be a stand-alone document, arise from a
competitive bid process, and includes system generated purchase
orders.
Purchasing Services is one of three designated university
contracting units, specifically responsible for contracts related to
the procurement of goods and services, including construction
and consulting. The other two units are Corporate Administration
and Research Services
Purchasing Services is responsible for:
 Negotiation of contractual terms and conditions
 Mitigation of risks by ensuring process due diligence
 Preparation and execution of related contracts,
agreements or memoranda of understanding
These guidelines apply to all types of contract arrangements and
all departments of the University of Saskatchewan, regardless of
the source of funding including operating, research, trust and
restricted accounts.
Effective date January 1, 2016
Competitive
Bid Contract
Supplier Contract
Supplier / Contractor
Pool Contracts
Master Agreement with
Statements of Work
(SOW)
Contract for Services
approved templates
Memorandum of
Understanding
Purchase Order /
Exception Standing
Order
(system generated)
Procedure
1
Procurement contract initiation
Contact Purchasing Services as soon as the requirement for a contract is identified.
2
Information Gathering
The department/unit will meet with Purchasing Services to discuss the details of the requirement or
project, and determine the form of contract. If a contract has been provided by the supplier, forward
the contract to Purchasing Services for review. For requested contracts that are not an outcome of a
competitive bid process, Purchasing Services may request that the requirement or project go through
a competitive bid process or a single source justification be provided.
3
Contract Development, Clarification and/or Negotiation
Purchasing Services, in consultation with the department/unit or other experts, may further clarify
and/or negotiate contract terms and conditions with the supplier.
4
Finalizing the contract document
Purchasing Services will incorporate the requirements into the contract document, which will also
contain all relevant university business and legal requirements. Purchasing Services will also consult
with other experts, including Legal Services and Risk Management & Insurance Services, as
required. Signing of the final version of the contract will be coordinated by Purchasing Services.
5
Complete a purchase requisition in UniFi (university financial system)
Include a description of the project, goods and/or services to be purchased, name of awarded
supplier and include reference to the contract number. If the contract is with an individual (not a
business) payment must be requested through Payroll, by completing a Service Income Requisition
form. See Contracting for Services Procedure.
Related Links/Forms
Contracting for Services Procedure
Single Source Procurement Procedure
Signing Authority Policy
Use of the University Seal Policy
Conflict of Interest Policy
Agreement on Internal Trade (AIT) – Annex 502.4
New West Partnership Trade Agreement (NWPTA)
CFI Best Practices
Versions
Document Name
Recurring Engagement / Approved Contract Template - Certification Page
Signing Delegation Memorandum - Template V.B.2.11.09
Contact Information
Contact:
Phone:
Website:
Purchasing Services, Financial Services
306-966-6704
www.usask.ca/fsd
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