Prospective Suppliers FAQ
As a publicly and privately funded institution, the University of Toronto encourages supplier competition to obtain value for money, and uses a variety of procurement tools and methodologies to ensure cost-effective administration. The University’s procurement needs are diverse, ranging from routine supplies to highly complex research instruments.
Suppliers interested in providing goods and services should be familiar with:
- OECM, MGCS, and other Broader Public Sector (BPS) entities
- University of Toronto high value acquisitions publicly advertised on MERX
- University of Toronto Procurement Policy
- Standard Terms and Conditions for Purchase Orders
For more information on how to market your goods and services to the University of Toronto, see the Prospective Suppliers FAQ below.
- What is the Supply Chain Code of Ethics and how does it apply to a supplier doing business with the University of Toronto?
- What is a University of Toronto Invitation to Quote and how do I respond to a request to complete this form?
- What is the University of Toronto’s purchasing structure?
- How can I become a University of Toronto Approved Supplier?
- What happens when I become an Approved Supplier?
- How do I market my company to the University of Toronto?
- Am I guaranteed business if I am an Approved Supplier?
- Can I be removed from the Approved Supplier list?
- What should I do if I am not an Approved Supplier?
- Can I register my company to the University of Toronto supplier database?
What is the Supply Chain Code of Ethics and how does it apply to a supplier doing business with the University of Toronto?
All suppliers involved in procurement activities with the University of Toronto shall adhere to the University’s Procurement Code of Ethics, which encompasses the Supply Chain Code of Ethics mandated by the provincial government. This Code is intended to ensure an ethical, professional and accountable procurement supply chain.
For more information, refer to the Code of Ethics in the U of T Procurement Policy.
What is a University of Toronto Invitation to Quote and how do I respond to a request to complete this form?
The Invitation to Quote form is a standard process at the University of Toronto, whose purpose is to invite suppliers into an informal bidding process to quote on specific products or services for low value procurements. The process involves more than the price per item, taking into account quality, customer service, and other criteria to determine best value. Departments may contact suppliers directly to participate in bid opportunities by providing the University’s Invitation to Quote forms via email. Submission instructions and deadline will be indicated on the form, and may differ from one opportunity to another.
See also: Invitation to Quote Goods & Services templates
What is the University of Toronto’s purchasing structure?
The University of Toronto has a decentralized purchasing structure. All departments individually fulfill their purchasing requirements while ensuring compliance to the University Procurement Policy. For low value purchases, suppliers may contact specific departments which they believe could benefit from their offerings.
How can I become a University of Toronto Approved Supplier?
Opportunities to qualify as an Approved Supplier for the University of Toronto are published on MERX, as part of an open competitive procurement process. We encourage suppliers to continually check MERX for new opportunities that may arise throughout the year.
To become an Approved Supplier for a particular good or service, suppliers 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.
Suppliers may also be selected to become an Approved Supplier for the University of Toronto if they have a valid agreement with the Ontario Ministry of Government Services (MGCS), the Ontario Education Collaborative Marketplace (OECM), or other valid agreements open to the Broader Public Sector (BPS).
What happens when I become an Approved Supplier?
Once you become an Approved Supplier, you are authorized to provide goods/services to University departments, as per the terms and conditions of the agreement. Your company will be published on the University of Toronto Approved Suppliers webpages, which will be communicated to the University community. Suppliers may contact departments individually to share their offerings.
How do I market my company to the University of Toronto?
It is recommended suppliers review the University of Toronto main website to gain an understanding of our academic mission, goals, objectives and programs. This will help you identify departments that may have a need for your goods and services. You can then use the University of Toronto directory to identify key contacts in that area.
Am I guaranteed business if I am an Approved Supplier?
The University of Toronto does not provide exclusivity to any supplier, nor do we guarantee volume or spend. The onus is on the supplier to increase its business transactions with the University by providing competitive pricing/discounts and superior customer service.
Can I be removed from the Approved Supplier list?
Approved Suppliers will be removed from the list in the event their agreement with the University expires and renewal options are not exercised. In such situations, the supplier must again begin the process of qualifying to become an Approved Supplier through an open competitive procurement process. 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.
What should I do if I am not an Approved Supplier?
If you are not an Approved Supplier, this does not preclude your company from doing business with the University of Toronto. It is possible the University may have requirements that may not be met by Approved Suppliers, allowing non-approved suppliers to be considered. All suppliers are encouraged to check for new opportunities posted on MERX.
Can I register my company to the University of Toronto supplier database?
The University of Toronto does not maintain a central supplier database.