{"id":130,"date":"2019-03-07T11:21:23","date_gmt":"2019-03-07T16:21:23","guid":{"rendered":"https:\/\/carleton.ca\/procurement\/?page_id=130"},"modified":"2026-01-15T10:24:15","modified_gmt":"2026-01-15T15:24:15","slug":"how-to-buy","status":"publish","type":"page","link":"https:\/\/carleton.ca\/procurement\/how-to-buy\/","title":{"rendered":"How to Buy"},"content":{"rendered":"

Procurement Services is here to support Carleton faculty, staff, and researchers throughout the entire procurement process. Our team is happy to assist you with any legal and regulatory requirements, policies and procedures, risk management, tendering and contracting.<\/p>\n

Faculty and staff should familiarize themselves with the Procurement Policy<\/a>.<\/p>\n

Questions?<\/strong> Email us at procurementservices@carleton.ca<\/a><\/p>\n

Competitive Procurement<\/h2>\n

As a\u00a0Broader Public Sector institution,<\/a> the University is legally required to engage in competitive procurement. This requirement is outlined in the University\u2019s Procurement policy<\/a>, Ontario\u2019s\u00a0Broader Public Sector (BPS) Procurement Directive<\/a>, and other relevant trade agreements.<\/p>\n

Planning your Procurement<\/h2>\n

There are several key things you need to know to determine how to conduct your Procurement.<\/p>\n

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  1. Determine the anticipated Total Procurement Value<\/a>.\u00a0This will determine the available options for your method of Procurement under the Competitive Procurement rules.<\/li>\n
  2. Understand the Provincial Policies<\/a> (BOBIA<\/a> and U.S. Procurement Restriction Policy<\/a>). This is in addition to<\/strong> the Non-competitive and Invitational Competitive Procurement requirements.<\/li>\n
  3. Confirm whether there any related policies or processes you need to follow. For example, are you procuring software or Consulting Services<\/a>? Are you planning to hire an Independent Contractor? Read below for some important considerations.<\/li>\n
  4. Decide whether you need support from other stakeholders to define all of your requirements for the goods or services.<\/li>\n<\/ol>\n

    Procurement Services is here to help you navigate these questions – contact us early to ensure your timelines can be met.<\/p>\n

    Evaluating Risk<\/h3>\n

    The Procurement Policy<\/a> includes a requirement for departments to identify medium- or high-risk procurements. As part of that requirement, the eShop Purchase Requisition form includes questions that help Procurement Services assess the level of risk associated with your purchase.<\/p>\n

    If you answer \u201cyes\u201d to any of the following questions<\/strong>, you may be required to complete additional processes before committing to your Vendor. You should contact Procurement Services through the appropriate Means of Procurement<\/a> as soon as possible to ensure adequate planning time.<\/p>\n

    Questions about evaluating risk or general insurance requirements related to a procurement<\/a>? Contact Risk@carleton.ca<\/a>. Also see the Signing Authorities policy<\/a>.<\/p>\n\n\n\n\n\n\n\n\n\n\n\n\n
    Topic<\/strong><\/td>\nRisk Assessment Question<\/strong><\/td>\nResource<\/strong><\/td>\n<\/tr>\n
    Terms and Conditions<\/strong><\/td>\nHas your Vendor included their own Terms and Conditions (ex: Customer Agreement, Service Agreement) as part of their quote?<\/td>\nSee the University’s Standard Terms and Conditions<\/a>.<\/p>\n

    These legal terms are included all eShop Purchase Orders where the Total Procurement Value is <$100,000, unless approved negotiations take place or they are insufficient for the level of risk involved in your purchase. When the Total Procurement Value is $100,000+, more robust contracting may be required.<\/p>\n

    Key Stakeholders<\/strong>: Legal, Risk Management, Privacy, IT Security<\/td>\n<\/tr>\n

    Damages<\/strong><\/td>\nWould failure of your purchase cause reputational or financial damage, injury, or loss of life?<\/td>\nSee Signing Authorities policy<\/a>, Schedule A (Risk Matrix).<\/p>\n

    <\/p>\n

    Key Stakeholders<\/strong>: Legal, Risk Management<\/td>\n<\/tr>\n

    Vendor Performing Work on Campus<\/strong><\/td>\nWill the Vendor send staff to campus to do any work (e.g. installation, maintenance, calibration)? This does not apply to simply attending meetings on campus.<\/td>\n–<\/p>\n

    <\/p>\n

    Key Stakeholder<\/strong>: Risk Management<\/td>\n<\/tr>\n

    IT Infrastructure Access<\/strong><\/td>\nWill your Vendor(s) or other third-party services require access to the University\u2019s technological infrastructure or environment, either directly or indirectly?<\/td>\nSee our Software Purchases and Software Licensing<\/a> page.<\/p>\n

    <\/p>\n

    Key Stakeholder<\/strong>: IT Security<\/td>\n<\/tr>\n

    IT Integration<\/strong><\/td>\nWill your Vendor(s) or other third-party services require integration with University systems (e.g. Banner, Brightspace).<\/td>\nSee our Software Purchases and Software Licensing<\/a> page.<\/p>\n

    <\/p>\n

    Key Stakeholder<\/strong>: IT Security<\/td>\n<\/tr>\n

    University Data<\/strong><\/td>\nWill your procurement result in sharing or transmitting University data, including research and student data, through third-party service providers or cloud services?<\/td>\nSee our Software Purchases and Software Licensing<\/a> page.<\/p>\n

    <\/p>\n

    Key Stakeholder<\/strong>: Privacy<\/td>\n<\/tr>\n

    Payment Card Industry (PCI) Compliance<\/strong><\/td>\nWill credit cards be accepted as a form of payment through the good or service?<\/td>\nAny purchase that will facilitate acceptance of credit card payments must adhere to the Payment Card Industry Data Security Standard (PCI DSS)<\/a>. Carleton University has one vendor of choice for processing credit\/debit card transactions. All payment solutions must use this vendor for financial transaction processing.<\/p>\n

    <\/p>\n

    Contact PCICompliance@cunet.carleton.ca<\/a>\u00a0early<\/strong> to ensure you are incorporating all PCI requirements in your procurement process.<\/td>\n<\/tr>\n

    Environmental Health & Safety<\/strong><\/td>\nDoes your procurement present a potential Environmental Health & Safety concern?<\/p>\n

    For example, your purchase: is or includes procurement of a controlled good or laser; is a biological concern including live animals; may produce hazardous waste; requires certain electrical standards to be met; is or contains radioactive materials; is or contains controlled drugs or narcotics (including for research purposes); or is or contains high hazard chemicals.<\/td>\n

    		See our Protocols and Considerations<\/a> information.<\/p>\n

    <\/p>\n

    Key Stakeholder<\/strong>: Environmental Health & Safety<\/p>\n

    <\/td>\n<\/tr>\n

    Construction and Renovation<\/strong><\/td>\nDoes the good or service involve the engagement of a professional Architect or Engineer, construction, renovation or modification of university property, including office interiors?<\/td>\nFollow the Project Request Process<\/a> through Planning, Design and Construction (FMP).<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Understanding Insurance<\/h3>\n

    These three concepts go hand-in-hand when it comes to protecting the university from risk as part of a purchase agreement.<\/p>\n