Did you know that every Purchase Order created in eShop references the university’s Standard Terms & Conditions? This is a form of Contract that contains the legal terms that govern all parties’ obligations, rights, and responsibilities. In other words, it outlines the expectations you and your Vendor have of each other. When an Open Competitive procurement is required, the resulting Contract will supersede the Standard Terms & Conditions (see item 11).
It is your responsibility to manage your Contract, and understanding what it contains is important to ensure success. If there are ever issues with completing a Contract, reach out to Procurement Services early so we can best support you.
Need help? Email us at ProcurementServices@carleton.ca.
Changes to the Standard Terms & Conditions
Changes to the university’s Standard Terms & Conditions must be reviewed and approved by the appropriate campus department(s) as part of the Purchase Requisition approvals process. Procurement Services facilitates the negotiation of any changes to terms and conditions (if necessary) once your Purchase Requisition is received. This process may take several weeks depending on complexity and risk level.
The University Requires Additional Terms
If your procurement is medium- or high-risk, Procurement may contact you regarding additional requirements as part of the Purchase Requisition approvals process.
The Vendor Requests Changes to Our Terms
If your Vendor requests changes to the Standard Terms & Conditions, please include that information in your Purchase Requisition comments and/or attachments.
The Vendor Requests Use of Their Terms
If the Vendor’s terms are provided to you as part of their quote, include that information in your Purchase Requisition. All parties should be aware that starting negotiations with the Vendor’s terms typically adds considerable time to your procurement process.
If a Vendor provides you with their own terms requiring a signature, please ensure you understand the requirements of the Signing Authorities policy and any other relevant policies before signing. Be cautious of any terms referencing a website with additional terms or other document(s) you have not been given a copy of. Procurement recommends comparing any Vendor’s terms to the university’s Standard Terms & Conditions as a starting point to identify any differences that may be less favourable to the University. If you aren’t sure, email us at ProcurementServices@carleton.ca before signing.
Key Clauses
Procurement encourages you to read and understand the entire Standard Terms & Conditions document. However, there are some key clauses that are often misunderstood.
Approval of Goods & Title
You must inspect and approve any goods delivered within sixty (60) days. The Title (legal ownership) will remain with the Vendor until you accept the goods or the 60-day deadline has passed.
Customs & Shipping
International Vendors are responsible for providing Canada Customs with complete documentation for the university’s customs broker (see item 26). Unless otherwise negotiated, shipments are DPU (Delivered at Place Unloaded).
Electrical Standards
In addition to all other safety standards, any electronics must be certified for the intended use in Canada. If you aren’t sure, contact Environmental Health & Safety.
Insurance
All Vendors who do business with the university must carry commercial general insurance of at least five million dollars per claim. Additional insurance, including a WSIB certificate of clearance, may be required based on the goods or services being purchased. Learn more about the university’s insurance requirements.
Services Schedule & Deliverables
When submitting your Purchase Requisition, make sure to attach the details of your project schedule and deliverables. Remember that all of these documents comprise the expectations you and your Vendor have of each other, and writing everything down makes those expectations clear and enforceable.