FAQs about signing a transportation or goods and services contract with Canada Post
Learn about our contract purchasing practices, invoicing and payments processes for suppliers who wish to submit applications for transportation and goods and services contracts or retail partnerships.
It is the policy of Canada Post Corporation to compete fairly, ensure marketing and competitive practices respond to customer needs, and comply with all applicable legislation. Our objectives as a major Canadian corporation are to provide the most reliable, affordable and accessible mail service to the Canadian public. We believe that the more a supplier understands Canada Post's business and buying policies, the more effective they will be in contributing to the corporate objectives.
We recognize the vital role suppliers play in our operations and have learned that mutual reliance and respect form the basis of an excellent relationship.
It’s the policy of Canada Post Corporation to contract for goods and services with the objective of attaining the best overall value. Canada Post contracts with those suppliers who satisfy the Corporation's objectives of obtaining quality goods and services in a timely manner, meet the required specifications, and have competitive prices.
Throughout the procurement and expenditure contracting process, Canada Post:
- Will establish and maintain productive business relationships with suppliers who share the Corporation's commitment to provide quality products and services to its customers, and who reflect their commitment to excellence through their business relations with Canada Post.
- Will demonstrate the value the corporation places on such business relations with its suppliers by visibly continuing its commitment to professional and ethical conduct in all aspects of its procurement activities.
As a Crown Corporation, Canada Post's procurement, where applicable, is conducted in compliance with international trade agreements. Purchases subject to the CFTA, WTO, and CETA Agreements are published via MERX/Ariba Discovery. Bid packages for procurements subject to trade agreements must be ordered through MERX/Ariba Discovery.
For purchases not subject to trade agreements, requests may be published on MERX/Ariba Discovery or suppliers may be identified from past experience with CPC, industry directories, Internet, industry and associated sources including catalogues and journals, trade shows and conferences.
Canada Post does not open tenders in public, nor do we reveal any information contained in the responses to our requirements, except as required by trade agreements or otherwise by law. We firmly believe this would have an impact on our ability to conduct business in a fair and competitive bidding environment.
Issuance of contract
In general, all contracts are issued by Canada Post Sourcing Management following the formal evaluation process. Suppliers who best fit our overall needs will be invited to enter into negotiations, which may lead to the formulation of a formal contract.
End users are not authorized to enter into agreements with suppliers. Suppliers are not to supply goods or services before a purchase order or contract is in place and they should not perform work beyond the scope of an existing contract.
The Canada Post Sourcing Management sincerely values the special relationship that exists between Canada Post and its suppliers. We’re always willing to discuss developments, improved performance or lower costs if these help us meet our objective of reliable, cost-effective services to the Canadian public.
Business to Business eProcurement system
Allows our users to purchase authorized goods and services on-line from predefined suppliers.
Electronic communication with suppliers (in the form of purchase order and invoices)
To facilitate the purchasing process.
Electronic funds transfer
To streamline the accounts payable process.
Authorized Canada Post employees have access to a Web-based eProcurement system. For employees, this represents a single portal for the acquisition of goods and services.
Electronic purchase orders
Purchase Orders are sent to the supplier in electronic format (either via the Ariba Network or to an e-mail address or fax number).
Unless otherwise defined in the contract or Purchase Order, Canada Post’s standard Purchase Order Terms and Conditions are as follows: www.canadapost-postescanada.ca/cpc/doc/en/support/kb/faq/canada-post-standard-purchase-order-terms-and-conditions.pdf.
Canada Post's preferred method of receiving invoices from suppliers is via Ariba Network / electronic means, either in an .xml or .txt format (specifications available on request).
Elimination of invoicing
Specific circumstances allow payments to be generated to suppliers upon Canada Post employees acknowledging the receipt of a good or service without an invoice.
Where possible, Canada Post will send payment via Electronic Funds Transfer (EFT).
As a supplier for Canada Post, you need to be capable of handling electronic procurement related transactions. After reviewing the information outlined below, you may want to contact your Canada Post Sourcing Management representative to discuss the scope of the existing or potential business relationship.
As a supplier meeting Canada Post’s criteria for catalogue placement you are required to play a leading role in creating and maintaining catalogue content in Ariba.
You are required to:
- Assign a single point of contact for all eProcurement activity with Canada Post; someone with a detailed knowledge of your product portfolio, including familiarity with manufacturer part numbers, pricing, photographs and aliases (for example, alternative product names to enable the catalogue search function).
- Provide product information in a specified format for placement on Canada Post eProcurement catalogue.
- Integrate XML purchase orders into your order entry system (if applicable).
Please note that supplier specific catalogues or supplier order generating platforms (WEB based) are only considered under circumstances determined by Canada Post.
Electronic purchase orders
Purchase orders are sent to the supplier in an electronic format to the suppliers Ariba Network account or to an email address or electronically via xml format or via Integration or facsimile number.
Where the required communications network does not exist or the use of such technology is not feasible, such as in rural or remote areas, the traditional means of purchase order delivery continue to be used.
For those suppliers who are using a full functionality business connect solution where electronic orders are directly transferred into the supplier's order entry, fulfillment, and inventory system, Canada Post's environment can in most cases accommodate this functionality.
Canada Post's preferred method of receiving invoices from suppliers is through the Ariba Network or via electronic means.
Exact details of the invoice layout (field size, descriptions, etc.) and txt or XML requirements are available on request. It is imperative that supplier invoices comply with the agreed to file format, layout requirements and include reference to a valid Canada Post Purchase Order Number. Non-compliant invoices will be returned for correction prior to processing for payment.
Service entry sheet
When required and advised by Canada Post, for services rendered to the Corporation, an entry must be posted in the Canada Post ERP/Ariba system in order to verify delivery and acceptance of the services. Depending upon the nature of the services and the supplier's business relationship with Canada Post, the supplier may be requested to enter the Service Entry Sheet posting on Canada Post's behalf.
As a supplier of Canada Post, you are required (where possible) to accept payment via Electronic Funds Transfer (EFT). As part of the EFT payment process confirmation of payment (paper remittance notice) is mailed to you following each payment. As part of any contract negotiated with Canada Post, suppliers are required to provide all necessary banking information to permit payment via EFT.
Contacts and additional resources:
For information on international trade agreements, contact:
Lester B. Pearson Building
125 Sussex Dr.
Ottawa ON K1A 0G2
Ottawa only: 944-4000
For more information about MERX or to subscribe, call:
Monday to Friday
1-800-964-6379, 8 a.m. to 6 p.m. ET
FOR TECHNICAL SUPPORT OR GUIDANCE USING ARIBA:
- Call the Ariba Help Desk at 1-866-218-2155 (24 hours support Monday – Friday)
- For tools and resources, visit: https://support.ariba.com/help
- Visit the Ariba Discovery Help Center from within your Ariba account
FOR TECHNICAL SUPPORT OR GUIDANCE USING DOCUSIGN:
- Visit the DocuSign Support Center: https://support.docusign.com/en/contactSupport where you can search, chat and submit online requests
- Contact DocuSign Support at 1-800-379-9973
FOR CANADA POST ARIBA RELATED QUESTIONS:
Contact Canada Post Ariba Support at: email@example.com.
FOR OPPORTUNITY / EVENT CONTENT RELATED QUESTIONS:
Contact the Owner of the Opportunity (the Canada Post Contracting Authority) through the Event Message board within the Event or via the Questions & Answers Text box at the bottom of the Ariba Discovery Event posting.
ARIBA RELATED RESOURCES/DOCUMENTATION: