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Approved Suppliers FAQ

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What is an Approved Supplier?

An Approved Supplier at the University of Toronto has been selected following an open competitive procurement process to enter into a procurement arrangement with the University. This process authorizes one or more suppliers to provide goods/services for a defined period of time on terms and conditions, including pricing/discounts, as set out in the agreement. To view the complete list see the Approved Suppliers section of this website.

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How does the University of Toronto select Approved Suppliers?

Approved Suppliers are selected from either an Ontario Ministry of Government Services (MGS) agreement, an Ontario Education Collaborative Marketplace (OECM) agreement, other agreements open to Broader Public Sector (BPS), or agreements resulting from a University of Toronto led competitive procurement process.

Competitive procurements are publicly posted in a fair, open and transparent manner. Teams composed of Faculty and Staff from across the U of T community are involved in evaluating proposals received as part of the competitive procurement process. Proposals representing the best quality and range of products, level of customer service, delivery and potential cost savings are selected to become Approved Suppliers for the U of T community. Approved Suppliers are selected to cover a broad range of commodities commonly used University wide.

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Why should I use an Approved Supplier?

Approved Suppliers provide competitive pricing/discounts and a variety of options to save on shipping and surcharges. Many Approved Suppliers have waived their shipping fees and provide enhanced warranty and customer service levels. Approved Suppliers have set Terms and Conditions that have been pre-negotiated, making the ordering process more efficient and expeditious. All Approved Supplier agreements are compliant with University of Toronto procurement policy.

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How do I order from an Approved Supplier?

There are a number of methods for ordering from an Approved Supplier (PCard, Certified Invoice etc). The method can vary depending on the contract and/or total dollar amount. For complete ordering information specific to each supplier, see the Approved Suppliers section of this website.

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What if I have a Bulk or Special Order?

For Bulk and/or Special Orders, Approved Suppliers may provide pricing discounts beyond the negotiated minimum. When volume can be guaranteed, suppliers are in a position to provide more advantageous pricing. To initiate a Bulk and/or Special order, please contact the Approved Supplier directly and request that a special quotation be created for the purchase. The Approved Supplier may submit the quotation as an eQuote, where applicable, or through a regular paper based process. Approved Suppliers have an understanding of the University’s Bulk and/or Special Order requirements, and will make every effort to accommodate our needs.

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How do I know which commodities are covered by the Approved Supplier agreements?

A summary of each agreement, including product categories, is posted in the Approved Suppliers section of this website. If your purchase does not fall within one of the listed categories, it would be considered out of scope and the University of Toronto procurement policy would apply.

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Am I required to select the Approved Supplier who offers the lowest price?

You are not required to select the Approved Supplier offering the lowest price. Selection of an Approved Supplier may be based on overall “Best Value”, taking into account product specifications and functionality, quality, optimal delivery and warranty, customer service, product availability, and discounts.

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When purchasing goods/services, am I required to use an Approved Supplier?

Approved Suppliers are provided to Staff and Faculty as a convenient method of acquiring goods or services. Purchasing from such suppliers may eliminate the requirement of obtaining additional quotations and adds the security of negotiated pricing, enhanced warranty and performance guarantees. However, departments may purchase from any supplier of their choice providing they adhere to University procurement policy. See Purchasing Goods or Non-Consulting Services for more information.

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Why is a supplier that I regularly use not listed as an Approved Supplier?

The University of Toronto has selected Approved Suppliers through an open, fair, and transparent competitive procurement process. The University encourages all suppliers to submit proposals for their respective commodities. In some cases the suppliers chose not to respond to the public competition, or were not awarded an agreement due to failing to meet the requirements of the competition. We recommend considering Approved Suppliers to determine if they can fulfill your requirements prior to contacting a supplier who does not appear on the list.

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When will revisions to the list of Approved Suppliers occur?

The list of Approved Suppliers is constantly evolving as Procurement Services makes every effort to identify new strategic sourcing initiatives and opportunities. As this is a process of continuing renewal and revision, the list will be updated on a regular basis. With each purchase, we recommend checking back to list of Approved Suppliers for the most up-to-date version. Revisions can include the addition of new suppliers, or the removal of suppliers based on contract expiry or performance reviews.

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When will each Approved Supplier agreement expire?

Each Approved Supplier agreement may have different expiry dates and renewal options. It is recommended you refer to this website when you have a purchase to make, and ensure the Approved Supplier agreement is still valid. If an agreement has expired, the University of Toronto procurement policy shall apply. See Purchasing Goods or Non-Consulting Services for more information.

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If I am not happy with the product/service I received from an Approved Supplier, what should I do?

Approved Suppliers will be subject to regular performance and pricing reviews. If a supplier continually fails to meet the terms and conditions of their agreement, they can be removed from the Approved Supplier list. Your feedback is important and will assist in ensuring that suppliers adhere to their contractual obligations with the University. To provide feedback, please complete the Approved Supplier Performance Survey.

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Who can I contact at Procurement Services for more information about Approved Suppliers or to leave general feedback?

If you have any questions or comments related to Approved Suppliers, please contact:

Suba Thambithurai
eProcurement Officer
416-978-2349

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