Contracting for Non-Academic Services

Academic Services include the development or delivery of credit or non-credit courses, seminars, and workshops.

All contracting for Academic Services is handled by the Office of the Vice-President Academic and Provost; see their Contracting for Academic Services page for more information.

See our Asset Disposal page. Purchasing Services handles all resales and disposals in-house.

Items with remaining utility must first be offered to other UVic departments free of charge. If no department currently has a use for them, Purchasing Services will facilitate a sale to an external party and profits will be given to the owning department.

Purchasing Services will also facilitate the recycle or disposal of items in compliance with Occupational Health, Safety, and Environment (OHSE).

For any services related to telecommunications (hardware, software, AV telephones, etc.), contact the UVic Technology Solutions Centre. They may be able to provide your service in-house or direct you to an ideal source.

Approval must be obtained from the Technology Solutions Center prior to purchasing computing or telecommunications services.  

Internal communications, media relations, professional photography and videography, web development, and promotional materials are all handled internally by UVic Communications + Marketing.

Review their website to contact the appropriate office. If external consultation is required, they may already have experience with preferred suppliers.

Travel Services include, among other things, airfare, hotels, ferries, and meals.

Faculty & Staff travel is to be arranged and paid for by UVic ccard or paid personally and reimbursed (UVic ccard is the preferred option). 

UVic guest travel can also be paid on UVic ccard or through arrangements with Purchasing Services.

What should a quote for services contain: 

• clear description of services
• project scope
• roles and responsiblities
• location (are services provided on campus or remotely) 
• timeline (start & end date) 
• cost (breakdown of fees/expenses, what taxes apply)
• date of validity (some quotes have an expiry date, be sure to submit the WebReq before it expires) 
• vendor contact name & e-mail address
• company name & address (for issuance of Purchase Order & cheque)  

Some vendors have official quotes or letters, other vendors may send an e-mail outlining the details. 

Don't have a vendor yet? Check our preferred supplier list or request assistance. 

Create a WebRequisition (FAST WR) 

• attach quote
• If amount is not is Canadian dollars note currency (issue WebReq in amount of currency requested but note "amount is in xx$")
• attach e-mail correspondence (if applicable)
• In comment section of WebReq note: company name & address unless it is clearly listed on the quote
• In comment section of WebReq note: vendor contact name & e-mail address
• In comment section of WebReq note: if the vendor will be handling or storing personal information in the course of performing the services / if the vendor will have acess to Uvic systems in the course of performing the services
• attach Direct Award form (if applicable) 
• attach Contractor information form (IMPORTANT: please ensure all questions are answered!) 
• submit WebReq to account holder or delegate for spending authority approval
• submit WebReq to Purchasing 

Purchasing will assess if the WebReq requires further approval by stakeholders such as:

• Research Accounting
• Technology Solutions Centre
• Risk & Insurance 
• Occupational Health & Safety
• Marketing
• Privacy Office 
• General Counsel 

Purchasing decides which type of UVic Service Agreement (SA) is applicable to your request and we will draft the SA based on the quote and information provided in the WebReq. 

Purchasing will further:   

• send the draft SA for your review 
• send the SA to the vendor for their review and signature
• work with the vendor in case they insist on using their own contract instead of a UVic SA 
• the Purchasing Officer will sign the SA (or vendor contract) on your behalf  

NOTE: Commitment Authority is the authority to commit the University to legally binding contracts with external parties by signing contracts.

No person may sign any document that creates an obligation or undertaking on behalf of the University unless authorized as per Schedule A of the Signing Authority Policy (FM5100)

Purchasing Officers are authorized to sign contracts on behalf of the University. 

Once the Service Agreement is fully signed Purchasing will issue a Purchase Order and send it to the vendor. 

• the vendor will be advised to note the Purchase Order number on the invoice and send it to payments@uvic.ca for payment 
• the invoice will be routed to a signing authority for approval
• signing authority will review the invoice for accuracy (services have been provided as agreed upon, invoice is correct) and approve for payment
• Accounts Payable will pay the invoice 

NOTE: there is no further involvement by Purchasing Services for the actual payment of the invoice. 

Most purchases over $75,000 require a public competition: Request for Proposals (RFP), Request for Quotations (RFQ), or similar.

In exceptional circumstances, and only in accordance with trade agreements, a direct award request may be considered and may require publicly posting a Notice of Intent (NOI).

Qualifying for Direct Award