Purchasing philosophy
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.
Buying practices
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.
Sourcing suppliers
For purchases not subject to trade agreements, requests may be published on MERX or 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.
Tender opening
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.
Sourcing management
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.
eProcurement process
- 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. - eProcurement
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. - Electronic invoicing
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. - Electronic payment
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.