Frequently Asked Questions (FAQs)

How do I get my company on your preferred vendor list?

All vendors we do business with must meet our business requirements. If more than one vendor is capable of providing similar products and services, we generally issue a Request for Quotation (RFQ) or Request for Proposal (RFP).

What tools do we use when we work with vendors?

• Purchase order – A purchase order identifies and describes what we are buying, the price, taxes, delivery location and date, and instructions for directing the invoice.
• Request for Evaluation (RFE) – An RFE may be issued when we need to evaluate a product on a trial basis. Purchasing Services tracks the product, the length of the trial period and the source of the evaluation. At the end of the trial period, we follow-up with the business unit testing the product. If we decide to purchase the product, we issue a purchase order. If not, we return the product to the vendor.
• Request for Quotation (RFQ) – An RFQ obtains pricing from vendors for goods and services that are relatively straightforward and clear-cut. The vendor is provided with a list of requirements. Vendor submissions are evaluated and a purchase order may be issued to one or more of the vendors.
• Request for Information (RFI) – An RFI establishes whether there are vendors in the marketplace who can meet our business requirements, confirms appropriate technologies are available, and can be used to pre-qualify prospective vendors for participation in the Request for Proposal process.
• Request for Proposal (RFP) – An RFP may be used when requirements are complex, high risk or of strategic importance, and in situations where solution(s) result in significant expense.

What are some of the types of products and services that we purchase?

• Binders
• Business cards
• Cartons – shipping, record storage and moving
• Cell phones and air time packages
• Cleaning services – building, windows and dry cleaning
• Confidential document shredding services
• Consulting services
• Copiers
• Courier and shipping services
• Hardware – desktops, laptops, servers, printers
• Index tabs
• Mailing equipment
• Maintenance and repair services for equipment
• Office equipment, supplies and furnishings
• Offset colour printing services and digital reprographics
• Paper stocks and envelopes
• Promotional products
• Signage – interior and exterior
• Software
• Stationery products, folders and rubber stamps
• Storage services and devices
• Subscriptions
• Telephony – handsets, switches and long distance rates
• Temporary staff services