Information for Suppliers

Dalhousie University posts competitive procurement opportunities at https://dal.bidsandtenders.ca/. Suppliers must create an account to register, download documents, and submit proposals. Registration is free.

Key Features of the Bidding System:

• Email notifications for new opportunities and addenda
• Online access to solicitation documents
• Electronic submission and withdrawal of solicitations
• Viewing of solicitation results (when applicable)

Important Notices:

• Vendors are responsible for monitoring the bidding system for updates, addenda, and new postings.
• All instructions for preparing and submitting a proposal are provided in the solicitation documents.

• Vendors should make themselves aware of the requirements of the University’s procurement policies and procedures to develop an understanding of responsibilities and opportunities associated with doing business with Dalhousie University.

All requests to purchase not using a university P-Card or a PO are unauthorized.    

The university is not responsible for goods or services delivered without an authorized purchase request.  

Vendors should ask for an authorized purchase request if one is not provided by a University employee who is initiating a purchase.

Vendors should contact the Procurement Department when requested to circumvent the procurement program.

Entering an Invoice

Invoices not sent to the Accounts Payable Department may not be paid.

For payment-related questions, contact Accounts Payable:

Email: fin.pay@dal.ca

Address:
Accounts Payable, Dalhousie University
Henry Hicks Academic Administration Building, Room 44
6283 Alumni Cresent, PO Box 15000, Halifax, NS  B3H 4H6

Goods and services supplied from foreign countries must comply with government-legislated and Dalhousie procedural requirements. Deliveries that do not meet these requirements may be refused at the Canadian border and returned to the vendor.

Purchases made with a university P-Card will include a reference number consisting of “DAL # # # # #”.  This number is to be identified on shipping documentation.

Promotional materials, samples and other no charge items are subject to the same import requirements. Advance approval by Dalhousie’s Procurement Department to receive these items is required to avoid rejection of these items at the border.

Vendors are not permitted to misrepresent purchase value on shipping and or export documentation.

Responses to public bidding requests are subject to the same import requirements as the importing of goods. Allow sufficient time for delivery of responses to public bids.

Vendors are advised that sustainability elements are part of procurement considerations at Dalhousie University. Vendors are encouraged to highlight sustainable elements of their responses to quotations and sealed bids even if they are not specifically requested in the quotation or bid document. 

If Dalhousie is the Importer of Record

***No tax should be charges, as Dalhousie will be self assessing any required tax.***

Documentation required with the shipment:

1. Commercial Invoice, must include:

• Full detailed description of the good(s)
• Quantity of goods
• Value of goods and currency
• Country of Origin (where the good(s) are physically made)
• Number and Type of package(s)
• Dimension of package(s)
• Where goods are being shipped to and from
• What carrier is shipping the good(s)
• Who’s responsible for customs. If Dalhousie, include Dalhousie’s broker Thompson Ahern
• Must state the Dalhousie PO# or if purchase via P-Card a Dal Reference# (DALxxxxx)

2. CUSMA / USMCA Certificate if shipping from USA or Mexico and for goods valued over $2,000.

***As Importer of Record, Dalhousie University and their Customs Broker MUST receive all documents PRIOR to the goods crossing the boarder to ensure documentation is compliant with Canada Customs Laws and Regulations. All documents are to be emailed to Thompson Ahern International***

Dalhousie’s Customs Broker

Thompson Ahern International
Phone: 905-667-3471
Email: windsoroffice@taco.ca
Address: 6299 Airport Road Suite #305, Mississauga, ON, L4V 1N3

If you have any questions, please feel free to contact Dalhousie’s Procurement/Customs Department at customs@dal.ca.

As a publicly funded organization, we are deeply committed to upholding the highest standards of ethics, integrity, and sustainability in all aspects of our operations. These principles extend to the way we engage with our suppliers, who play a vital role in helping us fulfill our mission.

To ensure alignment with our values and responsibilities, we require all suppliers to adhere to our Supplier Code of Conduct. This Code reflects our dedication to promoting fair labor practices, environmental stewardship, and ethical business operations. By working together under these shared principles, we can create positive impacts that extend beyond our organization—supporting stronger communities, healthier environments, and a more equitable economy.

We thank you for your partnership and for joining us in this commitment to responsible business practices.

• Review the University Purchase Order Terms and Conditions.