PROCUREMENT SERVICES

Procurement Services provides assistance with the sourcing of goods and services, providing best value though open, fair, and transparent procurement processes, while ensuring compliance with University policies and procedures, Government policies, regulations, and trade agreements.

See below below for further information on the services provided.

Services for Faculty and Staff

Services are available in the following areas:

  • Purchasing Cards (P-Cards)
  • Purchase Orders
  • Local Field Orders
  • Supply Agreements
  • Tendering and Requests for Proposals
  • Procurement Training (Requisitions and Purchase Orders)
  • Customs
  • Receipt of Goods and Services
  • Return of Goods
  • Surplus Materials - TBD

Purchasing Cards

The Purchasing Card (P-Card) shall be used for operational purchases up to $500.00 per transaction unless the vendor cannot accept credit card transactions.

The card can be used for all purchases excluding travel, meals and entertainment.

Monthly receipts are to be submitted to confirm and back up purchases made.

If you are interested in obtaining a P-Card, please contact the Manager, Budgeting and Accounts Payable.

Purchase Orders and Spend Thresholds

For purchases that cannot be made by P-Card, a Purchase Order is required to be issued by Procurement Services prior to goods being supplied or services rendered.

Before purchasing goods and services, employees are required to enter a Requisition in Colleague and obtain appropriate departmental/budgetary approval.  A list of the current approval levels can be found in the Quick Reference Guide for Procuring Goods, Services and Construction found under Quick Links.  If purchasing technology goods or services, see the section below on privacy and information security assessments.

To obtain access to Colleague, fill out the Colleague Account Request Form.

Purchases of Goods

  • The purchase of goods valued at less than $10,000 is to be initiated through a Requisition. Multiple quotes are not required, but it is preferred that the department consider more than one supplier.
  • The purchase of goods valued between $10,000 and $24,999 is to be initiated through a Requisition. Three documented quotes are required and should be sent to Procurement Services when the requisition is submitted.
  • For goods valued at $25,000+, please contact the Coordinator, Procurement and Risk Management to discuss your specific requirements.

Purchases of Services

  • The purchase of services valued at less than $10,000 is to be initiated through a requisition. Multiple quotes are not required, but it is preferred that the department consider more than one supplier.
  • The purchase of services valued between $10,000 and $49,999 is to be initiated through a requisition. Three documented quotes are required and should be sent to Procurement Services when the requisition is submitted.
  • For services valued at $50,000+, please contact the Coordinator, Procurement and Risk Management to discuss your specific requirements.

Purchases of Construction

  • Construction valued at less than $10,000 is to be initiated through a requisition. Multiple quotes are not required, but it is preferred that the department consider more than one supplier.
  • Construction valued between $10,000 and $99,999 is to be initiated through a requisition. Three documented quotes are required and should be sent to Procurement Services when the requisition is submitted.
  • For construction valued at $100,000+, please contact the Coordinator, Procurement and Risk Management to discuss your specific requirements.

Emergency Orders

Emergency orders may occur on rare occasions, and are to be handled by Procurement Services.

Unauthorized Purchase Methods

  • The University is not responsible for goods or services delivered without an authorized purchase request (P-Card or Purchase Order).
  • Purchase Orders will only be issued before the goods are received or the services are rendered.

Blanket Orders

Blanket Purchase Orders are used sparingly for repetitive purchases during the fiscal year.  The initiator submits a requisition in Colleague and enters the request for a blanket order in the Comment field.   Procurement Services will confirm if it meets the following criteria:

  • When making repetitive and pre-specified purchases from the same supplier within a certain time period
  • When ordering standardized products or services which require numerous shipments
  • When a quantity discount can be achieved

Once the order is established, the requisitioning department is requested to phone the supplier directly for the goods or services to be charged against the blanket order.

Local Field Orders

Local Field Orders may be used for purchases in the local area under $300.  Contact Procurement Services to discuss your requirement.

Purchase Order Terms and Conditions

The Purchase Order Terms and Conditions can be found in the Quick Links section on this page.

Privacy and Information Security Assessments

Acadia University is responsible for ensuring the availability, confidentiality, and integrity of all information to which it is entrusted. University data and information, whether managed and residing on university information technology resources, stored on personal devices, managed by a third party or an operations partner, or outsourced to a service provider, is an important asset that must be governed, protected, and appropriately safeguarded.

A Privacy and Information Security Assessment is required for all Technology Services that require University data and information to be provided.

The following scenarios are examples of activities that would need to follow a Technology Services Assessment: 

  • Need to share information or collaborate using information technology
  • Need to purchase IT assets, including computers, mobile devices, servers, network‐enabled devices, etc.
  • Need to purchase IT services, software, or systems, either locally hosted or cloud based 

Please contact Technology Services to discuss the purchase of Technology Assets prior to their purchase and to start an assessment.

Delivery of Large Shipments

Only Canada Post mail and courier shipments are to be delivered to the Post Office.  Large orders or oversized shipments cannot be received at the Post Office.  They should be addressed to Physical Plant (Stores).  Delivery will need to be coordinated between you, Procurement Services and Physical Plant, in advance of the delivery date.  Please enter Physical Plant Ship to Code in the requisition, as shown below:

The requisition should include the appropriate delivery instructions and contact information.  Please add the following information in the Printed Comments field of the requisition:

Delivery to Physical Plant (Stores) must be pre-arranged and confirmed by contacting:

Cindy Nicholls
Phone: 902-585-1541

 

Supply Agreements

Acadia is partnered with Interuniversity Services Incorporated (ISI), who coordinates and administers goods and service agreements on behalf of Acadia and other member institutions.  Below is a list of current agreements.

  • Car Rentals
  • Courier - Out of Town
  • Customs
  • Fuel - Diesel
  • Fuel - Furnace
  • Fuel - Propane
  • Gas Cylinders
  • Lab Supplies
  • Lamp Supplies
  • Mattresses
  • MRO - Electrical Supplies
  • Multi-Function Devices
  • Paper - Fine
  • Pest Control
  • Shredding Services
  • Stationery

Contact Procurement Services for further information.

Tendering and Requests for Proposals

Contact Procurement Services for requirements with estimated value close to or above:

  • $25,000 for Goods
  • $50,000 for Services
  • $100,000 for Construction

The University posts all tenders and requests for proposals on the Government of Nova Scotia Website.

Procurement Training

Procurement can offer both standard one-on-one or customized group training sessions on procurement policy and procedures, as well as how to place orders using the Colleague system.  Please contact Procurement Services for further information.

Colleague Requisition Training

Procurement Services provides training on entering and approving requisitions in Colleague. Whether you are a new user or require a refresher, Procurement Services is here to assist you.

Customs

The customs clearance process is handled through Acadia University's appointed Customs Broker.

Inbound Goods

All goods procured from outside Canada must be purchased using a Purchase Order or a University Purchasing Card (P-Card) in order to properly manage issues of ownership, cross border documentation and importation duties.

Goods being imported into Canada are required to be cleared through Canada Customs.  This includes all commercial goods, gifts, biological samples, and samples.  Failure to report goods being imported can result in penalties and fines against the University.

Goods are to be shipped with the following documents:

  • Manifest of goods or Packing List.
  • Commercial invoice or Canada Customs invoice containing all pertinent information about the shipment*.
  • The Canada/US Free trade certification (CUSMA/USMCA) signed by the producer or exporter. Vendors can access the Quick Links section for the CUSMA template and instructions.

* The commercial invoice or Canada Customs invoice provided by vendors when shipping the goods must include the following information.  Failure to supply this information on the documents may result in the delay of customs clearance and delivery of your shipment:

  • Description: Include a complete description of the goods.
  • Country of manufacture: Where the goods were produced or sourced.
  • Value: The actual shipment value must be provided for Canada Customs purposes. This applies to every shipment including samples for research and teaching. Unsolicited goods, samples, no charge items, etc. are required to be reported to Customs and to have appropriate duty and/or GST paid at the time of import.  These goods must be valued as if there were a sale.
  • Exporter name and address: Full address information of the exporter is required, including contact information.
  • Importer name and address: Shipments should be addressed with Acadia University as the first line of address so as not to delay the customs clearance of your shipment.
  • Purchase order or GL/account number: A purchase order number referencing the purchase or GL/account number (only when using a P-Card) is required to appear on the paperwork being sent by the exporter.

Personal shipments imported into Canada should not be addressed to Acadia University and will not be processed by Procurement Services.

Outbound Goods

Employees wishing to ship University goods outside of Canada for repair, for temporary research purposes, etc. should contact Procurement Services well in advance of shipping the goods.  Procurement will consult with our Customs Broker, and additional paperwork may need to be prepared for your shipment.

Receipt of Goods and Services

Upon receipt of the goods or services ordered, email accountspayable@acadiau.ca indicating the date the order was actually received/completed (not the date you are emailing accounts payable), and if it was received in good order.  As well, include the PDF copy of the purchase order.  In the subject line of the email, enter the purchase order number and "received".  See below for an example:

The original packing slip / bill of lading should be kept on file with the ordering department.

Return of Goods

Where goods are received not as ordered, damaged or missing, the department should make a notation on the receiving copy of the purchase order and packing slip/Bill of Lading and bring it to the attention of Procurement Services as soon as possible, as most carriers and vendors have specific time restrictions for filing claims.

Where goods are being returned because they are not suitable, there are several options:

  • In the case of stationary supplies, departments can use the on-line ordering system to initiate a return to the supplier. Once registered on line, arrange for pick-up and the goods will be picked up by the driver.
  • Where the goods are from another source, the department will be required to contact the supplier to obtain a return authorization. The goods must be re-packed for return.  Departments will typically have to cover the freight cost to return the goods, and departments should note that suppliers may charge a re-stocking fee (typically up to 25% of the original cost).
  • Where a shipment is received in an obviously damaged condition, the delivery person should be asked to note this information in writing on both copies of the freight receipt. e. the copy left with the department and the copy retained.  After notifying Procurement Services, the noted freight bill should be forwarded to Procurement.  It is necessary that the shipment, including packaging, be retained until the claim has been concluded and Procurement Services advises what to do with the shipment.  Depending on how the shipment was arranged, Procurement Services will work with the supplier or the carrier to file a damage claim.

Procurement is responsible for preparing and submitting all the "claims" documents as required. Procurement will confer with the Department to see which items need to be replaced and/or repaired.

In such cases, where the carrier refuses to accept responsibility for the damage because of improper packing by the supplier, Procurement will proceed with a claim directly against the supplier.

The proceeds of claims as received will be credited back to the Department concerned.