Supply Management Services

Suppliers to the University

Supply Management Services (SMS) connects the Supplier community to the University of Alberta (UAlberta) through our network of services that includes: Procurement and Contract Management, Customs Services, Distribution Services, Payment Services and Travel Management.

 

Procurement and Contract Management

 

Procurement and Contract Management (PCM) is authorized to seek competitive bids, prepare and execute contracts on behalf of UAlberta to procure all goods, services and construction. PCM advertises all public competitive bid opportunities on the Alberta Purchasing Connection (APC) in accordance with the UAlberta Supply of Goods and Services Policy, the New West Partnership Trade Agreement, the Agreement on Internal Trade and all other applicable Federal and Provincial legislation and regulations.

 

Suppliers require a signed UAlberta contract in the form of Purchase Order (PO), Agreement or authorization through an approved UAlberta procurement order placement system prior to supplying goods, services or construction. 

 

University Terms and Conditions

 

Goods

    Terms and Conditions for Request for Bid 
    Terms and Conditions of Purchase Order

Services 
    Supplemental Conditions of Purchase Order
    Services Requisition Terms and Conditions

Construction, Design and Related Services 
    General Conditions of AE Consulting 

    General Conditions of Specialty Consulting 
    General Conditions of Construction 
    General Conditions of Construction OCIP

Customs Services

All goods ordered by the UAlberta for delivery to Canada must be directed to our customs broker for clearance:

Affiliated Customs Brokers
201, 3623 44 Avenue East
Edmonton International Airport, Alberta T9E 0V4 CANADA
Fax: 780-890-2386
UAlberta account 11-203220

Suppliers must provide a completed Canada Customs Invoice referencing the UAlberta PO/Agreement number and detailing the description of the goods (including catalog numbers if applicable), the country of origin (manufacture) and the value. The declared value of the goods must be the UAlberta total purchase price from the supplier.

 

Distribution

 

UAlberta uses a central receiving model that receives all types of supplies, equipment, furniture, chemicals and cylinders for the entire campus. All items are tracked in a central system and confirmed upon delivery. Items identified as perishable or otherwise time-sensitive are delivered the day of receipt. Other items will be delivered the day of receipt or within 24 hours thereof if addressed correctly.

All deliveries should be labelled with the University of Alberta, the name of the individual to whom the goods are consigned as well as the department name, room number and building of the consignee. Missing information may result in delivery delays.

Payment Services

 

UAlberta standard payments terms are Net 30 days unless otherwise agreed by PCM and stated in writing in the PO or Agreement. Payments are issued once per week on Wednesdays by Canadian dollar cheque or Electronic Funds Transfer and by US dollar cheque. Suppliers accepting payment in CAD through a Canadian bank are encouraged to accept payments electronically by submitting an Electronic Funds Transfer (EFT) Invoice Payments Form.

 

Wire Transfers to suppliers located outside of North America are completed twice per week. We do not issue wire payments to suppliers in the USA. Please ensure your complete and accurate banking information is printed on your invoice. Alternatively, suppliers may provide a Wire Transfer Payment Request Form with an invoice. Incomplete or inaccurate information will result in delays and additional bank fees.

 

Payment Services does not pay suppliers from a statement of account, proforma invoice or email. We require an original invoice issued to the University of Alberta, referencing the PO/Agreement number, name and contact information of the UAlberta employee who placed the order, supplier name, address and remittance information, invoice number, invoice date, detailed description of the goods/services purchased, total tax and GST/HST registration number (if applicable), total amount due and currency of settlement.

 

Suppliers are first encouraged to directly contact the individual who placed the order for questions regarding payment status. Alternatively, an email may be sent to our customer service for payment inquiries.