Attention all suppliers: While on campus, any visitor (including your employees, suppliers or contractors) may be asked to provide a record of their daily screening results as required by law.  Please visit https://carleton.ca/procurement/covid-19-screening-requirement-for-suppliers/ for further information.

As Carleton University continues to follow all safety guidelines and procedures to minimize the risk of virus transmission, Procurement Services has transitioned to providing services remotely during our regular business hours (8:30 a.m. to 4:30 p.m., Monday to Friday).

The best way to connect with Procurement Services is by email, at procurementservices@carleton.ca, or, for eShop assistance, at eshop@carleton.ca.  You should receive a reply to your inquiry within 1 business day.

Below is some important information for our clients to consider for continued operations.

COVID-19 General Supplies

As Carleton continues to plan for a safe and gradual return to campus for some areas in August, it is important to ensure that prioritized departments have the appropriate supplies and that their spaces are well prepared.

To facilitate the implementation of the safe and gradual return to campus, departments can place orders for critical items through eShop. Departments will be able to order the necessary supplies directly from appropriate vendors or from Procurement Services, as outlined in The RTC Purchasing Guide. The University will continue to maintain an emergency stock of essential supplies for health and safety, and should supply chain disruptions reoccur, provide centralized support through eShop.

NOTE

For departments and individuals currently permitted on campus, supplies can be ordered through eShop in consultation with your manager or supervisor. Catalogues for essential cleaning products, personal care items, standard signage, and physical barriers are available. These items are free-of-charge. Please be responsible in your approach to acquiring items and ensure your unit/department is coordinated in its requests.

Please also note that the available items may be different than the normal supplies acquired in your unit/department, may be subject to limits on amounts and may change over time.

In the event that a critical order is delayed, please contact Procurement Services as soon as possible.

procurementservices@carleton.ca or 613-520-3622

Mail and Couriers

Due to limited office access, Mail Services (T31) continues to act as centralized receiving for all incoming mail.

Couriers will not make deliveries to individual campus locations (other than FMP, ITS Hardware Services, Residence, and Science Stores). Science Stores will continue to remain open and accept all perishable items. If you have perishable goods being delivered to campus, you may direct the courier to deliver the item to Science Stores located at 118 Steacie Building. Please contact science-stores@carleton.ca to inform them about your delivery. Hazardous materials such as chemicals, radiological, biohazardous materials, gases, etc. should be delivered to Science Stores.

Mail Services has adjusted its business hours and processes in response to Carleton University’s phased approach for the safe return to campus.

August 23, 2021 – September 7, 2021: Monday through Friday 8:00am to 3:30pm
The Mail Services team will be focusing on delivering mail that has been accumulating in the Mail Room to offices that are open.

After September 7, 2021: Monday through Friday 8:00am to 3:30pm
Mail Services will resume the mail delivery for campus buildings. Please note: Courier deliveries to individual departments may be delayed by 1-2 business days.

Please note that Mail Services will be accepting appointments at any time for those who wish to pick up their mail at their own convenience:

For all other items, please ensure they are addressed to your office to allow accurate sorting on acceptance. Mail addressed to Carleton University must not leave the Carleton campus.

Questions? Please contact Mail Services at extension 4300 or Kathleen.Kelly@carleton.ca.

Customs Clearance

Anyone expecting an international shipment or placing an international order will need to be available to provide authorization, the information required for clearance, or have a designate available.  If you anticipate any issues with your shipment , please provide information relating to the details of your shipment to procurementservices@carleton.ca.

Purchase Requisitions (via eShop)

All purchase requisitions continue to be processed under normal operating procedures. For questions or assistance, please contact eshop@carleton.ca.

Request For Proposals

Request for Proposals continue under normal operating procedures. If you are currently working with a member of our team on an RFP, they will remain your contact. Should you need assistance with a new RFP, please contact procurementservices@carleton.ca in order to be directed to the appropriate team member.

Procurement Cards and Travel Cards

Until regular operations resume on campus, all Pcards and Amex cards will be delivered to your home address.  Procurement Services will contact you to obtain your delivery information when we receive your application.

Given the current circumstances, we understand it may be difficult for cardholders to complete their PCard reconciliation following regular procedures.  While users are still required to complete the online reconciliation procedures to allocate expenses and taxes appropriately for their transactions, the hard copies of the statement and supporting documentation should not be sent to the Business Office until regular operations resume.  Please do not send the documentation electronically.  Please be aware that the FAST application, including Pcard, can be accessed remotely without connecting to the network through the VPN.  If you have any questions please contact procurementservices@carleton.ca

Nelson Water Deliveries

All deliveries of Nelson Water may be restarted if your office is open and able to receive the deliveries of water.

Shredding Services – Iron Mountain

All regularly scheduled shredding services with Iron Mountain for those offices that are open is being co-ordinated by Procurement Services.  Please email procurementservices@carleton.ca for more information. Please follow the instructions outlined on https://carleton.ca/records/records-management-services/destruction-of-records/ before any shredding takes place.

As a reminder, please refer to Working from Home and Securing University Records at: https://carleton.ca/records/wp-content/uploads/WFMTipSheet_CorporateArchives.pdf