Financial Services

Vendor Resources

Procurement Services seeks the best value and invites competitive prices whenever practical.  We assist the University with the procurement process of all material and services and ensure that we are fair, open and transparent.

The following units have been delegated operational responsibilities for procurement (within certain limits) and may be contacted directly by vendors wishing to market products and services:

Procurement Models

Procurement Services currently uses one of two procurement models when tendering for goods and services;

Negotiated Request for Proposal (RFP)

  • Negotiated RFP process is a traditional model of procurement and one that Western has used for many years.

Best Value Procurement Model

  • The Best Value Procurement Model was created by Arizona State University who Western has been working with to learn and practice this model of procurement.  Western is currently using this model for selected projects only but as we progress will be moving toward this model (where appropriate) in the future. Please find below videos explaining the Best Value Procurement Model from the vendor perspective.  Should you have any questions regarding this procurement model please contact Procurement Services.

Small Supplier HST Declaration

Those vendors that qualify as a Small supplier and are NOT HST registered should complete the HST Declaration.  Once the form is complete please return it to Procurement Services.

Vendor Change Request

Current Western vendors can complete and submit this form to notify Western of any changes to their vendor profile such as a new address.

Competitive Bid Process

Current bidding opportunities for Western University are posted on Merx (Canada's electronic tendering service).  All competitive bids are handled by Procurement Services and questions or concerns should be directed to our office procurement@uwo.ca, 519.661.2211 Ext. 84579 rather than departments and faculties.

If a vendor wishes to challenge the outcome of a competitive bid process, it should provide written notice to the Western contact noted on the Request for Proposal (RFP) within 60 days of award notification - Bid Dispute Resolution.

Purchase Order Requirement

A purchase order must be created prior to a vendor providing goods or services to Western.  Should a vendor engage directly with a unit without a Purchase Order in place, note that Western is not obligated to pay for those goods and services.  Exceptions apply when units procure goods and services through Western's Visa Purchasing Card Program.

Vendor Invoices

Vendor invoices should reference the Purchase Order number provided by Western and be sent directly to:

The University of Western Ontario
Accounts Payable
1393 Western Road
Support Services Building
Suite 6100
London, ON
N6G 1G9
apinvoice@uwo.ca

Note:  Western must make payment to the HST registrant; kindly ensure that invoices reflect your business name as provided to Canada Revenue Agency. For complete listing of what is required on an invoice please reference Accounts Payable - Invoice Requirements

EFT

Western is implementing an electronic funds transfer and remittance process to streamline the payment process.  Currently, this service is only available to vendors with Canadian bank accounts - Vendor EFT Authorization.

Additional Resources:

Best Value Procurement Model Overview- Vendor Video (40 mins)
Best Value Pre-Proposal Meeting (2hrs)
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