Prospective Suppliers
The University of Toronto welcomes suppliers interested in providing goods and services that support our teaching, research, and campus operations. We are committed to fair, transparent, and competitive procurement practices that ensure best value while meeting public-sector obligations.
If you are considering doing business with the University, the sections below outline how suppliers can qualify, the policies that apply, and the processes used for purchasing.
Find opportunities to respond to University requirements
Suppliers can become Approved Suppliers to the University through:
- Responding to an open competitive procurement posted on MERX or Biddingo and successfully meeting evaluation criteria.
- Having a valid agreement with:
Note: In addition to University-wide procurements, Contracting Authorities may issue requests for specialized or niche goods and services. These agreements apply only to the specifications and scope outlined in the solicitation documents.
Why Become an Approved Supplier?
Once you have been awarded an agreement with the University, suppliers are authorized to provide goods or services under the terms of their agreement and are listed in the University’s Approved Suppliers Directory. This directory is communicated to university departments.
The University of Toronto actively encourages its faculty and staff to purchase from Approved Suppliers whenever possible. For suppliers, this creates a clear advantage: being an Approved Supplier increases your visibility, streamlines the purchasing process, and positions you as a preferred partner across the institution.
Benefits of Becoming an Approved Supplier
- Expanded Business Opportunities: Faculty and staff are directed to purchase from Approved Suppliers first, giving you a competitive edge
- Pre-set Terms and Conditions: Standardized contract terms mean fewer hurdles, faster onboarding, and quicker payment processing
- Procurement Policy Compliance: Approved Suppliers are already vetted, so faculty and staff know their purchases align with university and public-sector requirements
- Reduced Administrative Burden: Approved Suppliers often eliminate the need for additional quotes, simplifying the process for both sides
Becoming an Approved Supplier is the most effective way to build a relationship with the University and gain access to consistent purchasing opportunities.
Grow your business with the University Community
The University of Toronto has a decentralized purchasing structure, with authority delegated to faculties and departments for purchases under $100,000.
Suppliers interested in marketing their goods and services are encouraged to:
- Review the University website to understand our mission, goals, and academic priorities
- Use the University directory to identify relevant departments
- Contact departments directly for purchases below $100,000
- Monitor MERX and/or Biddingo for purchases of $100,000 or more, which must go through an open, competitive process
What Prospective Suppliers Should Know
Be Ready to Quote
Departments may reach out to you for written pricing when your goods or services meet their needs. For purchases under $100,000, the University often uses an Invitation to Quote (ITQ) process. This allows departments to obtain written quotes directly from suppliers in a fair and transparent way.
How to Prepare
- Ensure your quotations are clear, complete, and provided in writing
- Respond promptly when contacted by a university department
- Familiarize yourself with the University’s ITQ templates (Goods, Services, and CFI-funded projects) to align with our expectations
Provide Competitive Pricing
To be considered, your quote should be complete, competitive, and aligned with the University’s requirements; however, the University does not typically guarantees on anticipated volume or spend, nor exclusivity to any one supplier.
Think Beyond Price
Departments must consider the total procurement value, including maintenance, warranties, value-added discounts, and related costs over time.
CFI-Related Projects
For research purchases funded by the Canada Foundation for Innovation (CFI), additional information may be requested to ensure all requirements are met.
University Standard Terms & Conditions
The University of Toronto includes its Standard Terms & Conditions with all Purchase Orders. These Terms & Conditions set out the requirements for the supply of goods, services, or construction works to the University, unless otherwise agreed to in writing by the University and the supplier, or superseded by another governing document (such as a negotiated contract, tender document, or Vendor of Record agreement).
Suppliers are expected to:
- Review and understand the Terms & Conditions before fulfilling any Purchase Order
- Comply fully unless alternate provisions have been expressly agreed to in writing
- Discuss any unclear terms with your university contact
For the full University of Toronto Standard Terms & Conditions for Purchase Orders, see University Standard Terms & Conditions.
Provincial Policies
Suppliers should be aware of recent changes in Ontario’s procurement framework, which apply to all University purchasing activity:
- Building Ontario Businesses Initiative Act (BOBIA)
Effective April 1, 2024, the University must prioritize Ontario-based businesses when sourcing goods and services under $100,000. This supports Ontario’s economic development goals. - Procurement Restriction Policy
Effective April 4, 2025, in response to U.S. tariffs on Canadian goods, the University is restricted from engaging with U.S. businesses for new procurements, except in circumstances where engagement with a U.S. business is justified by necessity.
New suppliers will be required to represent the status of their business in accordance with these policies.
Prohibited Suppliers
The University of Toronto is committed to protecting its community, research, and digital assets. To support this, we maintain a list of covered entities (companies), equipment, systems, and services that are subject to prohibitions, restrictions, or warnings.
The University will verify if a supplier is present on Covered Entities List before committing to a purchase. Where possible, ensure none of your offerings fall under prohibited or restricted categories.
Failure to comply may result in disqualification from procurement processes, termination of contracts, or ineligibility to conduct future business with the University.