Information for Suppliers

Bid opportunities are posted at https://dal.bidsandtenders.ca/. Bidders can create an account to register for bid opportunities.

Features available:

• Email notification of new bid opportunities
• Email notification of addendum
• Download bid documents online
• Submit and withdraw a bid online
• View bid results

It is the bidder's sole responsibility to access and download addenda, updates and new open bid opportunities.

• The content of your bid submission should be limited to information necessary to respond to the RFP or Tender.
• Ensure you have read the Tender/RFP Terms and Conditions. 
  
• Bids will be opened in public by request, subject to the university’s public bid —opening procedures.
• Requests for debriefing from unsuccessful bidders must be made within 10 days of the award notice for a public bid.
• Vendors are able to identify incidents of unfair treatment during a public bidding process through Dalhousie’s Vendor Complaint Process (VCP). 

• 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.
• Review the University Purchase Order Terms and Conditions.

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.

Invoices and related inquiries should be directed to:

Dalhousie University Accounts Payable
Henry Hicks Academic Administration Building, Room 44
6283 Alumni Cres.
Halifax, NS   B3H 4H6
Telephone: (902) 494-2302   Fax: (902) 494-2848
Email: finance.payables@dal.ca

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

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. 

Shipping to Dalhousie:

1. Ensure that you complete a commercial invoice or a Canada Customs invoice with all of the pertinent information for customs clearance into Canada.
2. Include full shipper name and address.
3. Include full consignee address: the first line of address should be Dalhousie University, followed by the department number, consignee name, full address, contact phone numbers, etc.
4. All documents must show a Dalhousie University purchase order number or a DAL number. The DAL number would be DAL followed by 5 numbers, i.e. DALxxxxx. This should be supplied to the shipper/vendor at time of placement of the order by Dalhousie University.
5. A detailed description of the goods is required by Canada Customs. A description of “biological samples” or vague descriptions such as “machine parts” will result in the delay of customs clearance of the shipment and delay in delivery of the goods. Specifics for description that are required must indicate what each individual item being shipped is. If you are shipping biological or other laboratory samples, a description of the item must appear on the paperwork as well as the source of the product. Example: “synthetically produced DNA”, blood fractions (you must state from what source—i.e. bovine, human, goat, etc.).
6. If available, include the harmonized system classification number which you would find in the Harmonized System Tariff.
7. Indicate the quantity of goods being shipped.
8. Indicate the value of the goods.
9. Indicate the currency.
10. Indicate the country of manufacture.
11. Please supply an original NAFTA certificate if you are shipping from the USA and the goods are eligible for NAFTA.
12. See the CCI form [PDF - 60 kB] for your use.