Procedure 1

Contracts and Agreements - Excluding Research

Established: November 1994
Last Updated: June 5, 2012

The level of authority required to enter into contracts and agreements relating generally to the operation and development of the University and to bind the University to the terms thereof shall depend on the dollar amount of such contracts and agreements as set out below; those in excess of $10,000,000 require the approval of the Board of Governors. Where such approval is required between regular meetings of the Board, the Board authorizes the Board Executive Committee to act on its behalf. Persons designated or appointed under this resolution are expected not to exercise their signing authority in circumstances where conflicts of interest exist or could be seen to exist; in addition, they are expected to inform their immediate supervisor when such circumstances exist.

Any contract or agreement which includes purchase of equipment or services with potential to impact UW's IT infrastructure must have prior endorsement of the Associate Provost IST before an agreement or contract can be executed.

A. Up to $10,000,000

One of:

the Chair or Vice-Chair of the Board of Governors

and One of:

President

Vice-President, Academic & Provost

and One of:

Vice-President, Administration & Finance

Director of Finance

B. Up to $5,000,000

One of:

President

Vice-President, Academic & Provost

and One of:

Vice-President, Administration & Finance

Director of Finance

C. Up to $2,000,000

One of:

Vice-President, Administration & Finance

Director of Finance

D. Up to $200,000

University personnel identified above may delegate their signing authority to other University employees. Any such delegation shall not be in full force and effect until the Secretary of the Board of Governors is informed in writing of the names and job titles of the people involved and the conditions under which such authority may be exercised and, in turn, the Secretary has provided such information to the President, the Vice-President, Administration & Finance, and the University's Internal and External Auditors in a document under the corporate seal of the University.


Appendix ​A

According to the provisions of Procedure 1 - Contracts and Agreements and Agreements - Excluding Research, Section D, signing authority to enter into contracts and agreements and to bind the University to the terms thereof, has been delegated as follows:

1. GE​NERAL

Relating to the general operation and development and expansion of the University except as otherwise provided for in this Appendix:

A. Up to $200,000:

The Director of Finance

2. PROCUREMENT AND ​CONTRACT SERVICES

Relating to goods and services in general, except as otherwise provided for in this Appendix:

A. With respect to a single transaction of up to $200,000:
One of:

The Manager of Procurement and Contract Services

The Director of Finance

The Vice-President, Administration & Finance

B. With respect to a single transaction of up to $100,000:

The Senior Buyer

C. With respect to a single transaction of up to $50,000:

A Buyer

D. With respect to a single transaction of up to $10,000:

An Assistant Buyer

E. With respect to a maximum commitment with respect to any single transaction of up to $5000:

Requisitioners authorized by the Manager of Purchasing Services under a systems contracting agreement.

3. FOOD SERVICES

Relating to food and other expendable supplies for Food Services operations, including contracts, agreements and licensing relating to Food Services dealerships and franchises:

A. With respect to a single transaction of up to $200,000:

The Associate Provost, Students

The Director of Food Services

B. To approve and accept orally or otherwise, delivery of food and expendable supplies committed by contract:
One of:

The Director of Food Services

Assistant Director of Food Services

Unit Managers/Supervisors

C. To approve the purchase to a limit of $50,000 per transaction (normally and usually by oral agreement) and to accept delivery of food and expendable supplies not committed by contract:

Assistant Director of Food Services

4. UNIVERSITY RETAIL SERVICES

Relating to the purchase of books, computers and other items for resale in Retail Services which includes the Bookstore, Campustech, Writestuff, Waterloo Shop and New Media Services, including contracts, agreements and licensing relating to Retail Services dealerships and franchises:

A. With respect to a single transaction of up to $200,000:
One of:

The Associate Provost, Students

The Director of Retail Services

The Manager, Computer Store

B. With respect to a single transaction not exceeding $100,000, purchased for resale of books or computers:

Textbook Manager, General Books Buyer, Techworx Manager

Unix Buyer, Hardware and Software Buyer

C. With respect to a single transaction not exceeding $40,000 of general merchandise (non-book products):

UW Shop Manager

D. With respect to the purchase of general merchandise for resale to a maximum commitment to any single transaction up to $4,000:

Techworx Sales Assistant

UW Shop Buying Assistant

5. HOUSING & RESIDENCES

Relating to agreements for the provision of Housing & Residence services:

A. With respect to a single transaction of up to $200,000:
One of:

The Associate Provost, Students

The Director of Housing

The Director, Organizational Services

The Director of Residence Life

6. LIBRARY

Relating to the acquisition of library materials and the provision of services:

A. With respect to a single transaction of up to $200,000:
One of:

The University Librarian

The Director, Organizational Services

The Associate University Librarian, Information Resources and Services

The Associate University Librarian, Information Technology Services

7. COMPUTING, INFORMATION PROCESSING, AND COMMUNICATIONS NETWORKS

Relating to the acquisition, or the sale or distribution of software or hardware owned by or held under agreement by the University of Waterloo:

A. With respect to contracts, licences and agreements for the acquisition of software systems or computer programs, and contracts, agreements and licenses for the acquisition or maintenance of computer and/or computer communications equipment or for computer consulting agreements for which the cost or licence fee does not exceed$200,000 in any one year; but excluding acquisitions or contracts which are part of a research activity:

The Chief Information Officer, Information Systems & Technology

and A Group Director, Information Systems & Technology

B. With respect to contracts, agreements and licences to establish the University of Waterloo as an authorized dealer, distributor, maintenance facility, or licensor of computer equipment, supplies and/or software:
One of:

The Chief Information Officer, Information Systems & Technology

The Associate Provost, Students

and One of:

The Director of Retail Services

The Manager, University of Waterloo Computer Store

A Group Director, Information Systems & Technology

8. PLANT OPERATIONS

Relating to the maintenance and operation of buildings and grounds; the purchase of utilities; the construction of new buildings and for additions, alterations or renovations to existing buildings as well as to site services and landscaping:

A. With respect to a single transaction not exceeding $200,000:
One of:

The Vice-President, Administration & Finance

A Director of Plant Operations

B. With respect to Short Form Contracts not exceeding $40,000:

The Director of Design & Construction Services/University Architect may delegate signing authority along with responsibility for Short Form Contracts not exceeding $10,000 to appropriate people within the Design and Construction Services Section of Plant Operations.

9. INTERNATIONAL TRAINING AND EXCHANGE

Relating to international training and exchange:

A. With respect to a single transaction of up to $200,000:

The Associate Vice-President, Academic

10. UNIVERSITY RELATIONS

Relating to communications & public affairs, government relations and strategic initiatives in general, except as otherwise provided for in this Appendix.

A. Up to $200,000

The Vice-President, University Relations or designate

B. Up to $50,000
One of:

Associate Vice-President, Communications & Public Affairs

Associate Vice-President, Strategic Initiatives, University Relations

C. Up to $25,000

One of:

Senior Director, Government Relations

Associate Director, Creative Services

11. ADVANCEMENT

Relating to development and alumni affairs in general, except as otherwise provided for in this Appendix.

A. Up to $200,000

The Vice-President, Advancement or designate

B. Up to $50,000
One of:

Associate Vice-President, Advancement Relations

Associate Vice-President, Development

C. Up to $25,000

One of:

Senior Director, Advancement Services

Director, Advancement Communications

Director, Alumni Affairs