Carleton University is aware of fraudulent requests being sent to vendors for unauthorized orders/request for quotes claimed to be under Carleton University’s name. If you have any questions or doubts about a request for quote or an order, in particular if it is to ship goods on behalf of Carleton University to a location other than 1125 Colonel By Drive, Ottawa, ON K1S 5B6, please email firstname.lastname@example.org
Procurement Services seeks the best value and invites competitive prices whenever practical. We assist the Carleton community with the procurement process of all goods and services and ensure that we are fair, open and transparent.
In accordance with public policy and provincial requirements, calls for competitive procurement must be made through an electronic tendering system that is equally accessible to all Canadian vendors. To meet the objective of transparency and openness for all opportunities, Carleton University posts all our bidding opportunities on Bonfire (public notices are posted on MERX).
To become an approved vendor for a particular good or service, vendors are required to respond to an open competition, be compliant with the mandatory requirements, and be successful in the evaluation process. The evaluation process will vary from one competition to another, as appropriate.
If you are not an approved vendor, this does not exclude your company from doing business with Carleton University. It is possible we may have requirements that may not be met by current approved vendors, allowing all vendors to be considered. We encourage vendors to continually check our bidding opportunities on Bonfire for new opportunities that may arise throughout the year.
Vendors may also be selected to become an Approved Vendor of Record (VOR) for Carleton University if they have a valid agreement with the Ontario Ministry of Government and Consumer Services (MGCS), the Ontario Education Collaborative Marketplace (OECM), Kinetic GPO, or other valid agreements open to the Broader Public Sector (BPS).
eShop is our eProcurement solution that is hosted by Jaggaer. eShop is an open marketplace that allows members of the Carleton community to search the various vendor catalogues and place orders with vendors. A vendor who is interested in having a catalogue in eShop must have the technical capabilities to offer a catalogue as outlined by Jaggaer. For questions on becoming an enabled supplier in eShop, please contact Irene Skinner at email@example.com.
Visa Payables Automation (VPA)
Our preferred method of payment to vendors is an accounts payable solution utilizing automated credit card payments through the University Procurement Card Program (Visa Payables Automation, or VPA). For questions regarding this method of payment please contact Donna Pereira at firstname.lastname@example.org.
Buying Groups and Cooperative Purchasing
The university prioritizes collaborative and cooperative procurement with group buying organizations and sector affiliates. Where beneficial and feasible for the university, Procurement Services may choose to participate in a cooperative purchasing project with other local, provincial or federal organizations, providing that organization’s procurement processes are compliant with the university’s governing obligations. Procurement Services will treat a cooperative Vendor of Record list or Standing Offer with these organizations as an open and competitive prequalification of vendors, and conduct a second stage selection process in lieu of a Carleton-led open competitive process, where required, and following the thresholds outlined in our policy.
The following sources of collaborative purchasing opportunities are consulted during the planning stage of each upcoming procurement:
- Ministry of Government and Consumer Services (“MGCS”)
- Ontario Education Collaborative Marketplace (“OECM”)
- Canadian Collaborative Procurement Initiative (“CCPI”)
- Kinetic GPO
- Canadian Association of University Business Officers (“CAUBO”)
Carleton University is a member of the Ontario University Professional Procurement Management Association (OUPPMA). OUPPMA is a member based, professional development and networking organization; dedicated to promoting strategic sourcing best practices unique to the post-secondary sector.
Consultant and Contractor Expenses
Provincial expense reimbursement directives outline expenses that are not permissible for consultants and contractors performing services at or on behalf of the University. In no circumstances can hospitality, incidental or food expenses be allowable expenses under the rules of the Broader Public Sector (BPS) Directive 2011 (Ontario), sections 4.6 and 5F, such as:
- Meals, snacks and beverages (including alcohol)
- Laundry or dry cleaning
- Valet services
- Dependent care
- Home management
- Personal telephone calls
The reimbursement of allowable expenses, which cannot include any item listed above, may be claimed and reimbursed only if the expenses are specifically outlined in the contract.