Systems Contracts

What is Systems Contracting?

Systems Contracting is a Purchasing Program designed to simplify purchasing relatively low-value / highly repetitive goods or services from pre-negotiated suppliers.  Simply place your order directly with the supplier via a specialized Purchase requisition (see below) and the goods or services can normally be expected to arrive on the next business day. 

Systems Contracts negotiations cover general goods/services to a value of $1,000.00 per unit/order (including applicable taxes).

Orders up to the value of $10,000.00 inclusive of all taxes or $2,500.00 per unit inclusive of all taxes are acceptable. Items/orders exceeding this amount require a Requisition to Purchase to be completed and submitted to Purchasing Services.

Ordering from suppliers is done with the System Contract Requisition Form or online with those Systems Contracts that have Online Ordering.  Typically a user profile is set-up to a default FOAP.  Please contact Purchasing Services to inquire further.  The only exception is orders placed for printing/copying services which are ordered on the Requisition for Printing / Duplicating and forwarded to Purchasing Services for processing.

Systems Contract/Preferred Suppliers List (HTML) 

PDF format of Systems Contract/Preferred Suppliers List

Most Recently Added Systems Contract/Preferred Suppliers

Information for Courier / Shipping Services

$2,500 Thresholds for Systems Contracts, Purchasing Card and LDP Program

Cancellation of Bulk Shredding Service

Savings Initiatives
 Office Supplies
 Copy Paper

Purchasing Systems Contracts Bulletins:

Bulletin #1 - Photocopiers & Office Supplies

Bulletin #3 - Scientific Supplies & Chemicals

Bulletin #4 - Cleaning Supplies & Paper Products  Bulletin #5 - Recycled Copy Paper Pricing Reduced

Tips on Ordering from System Contract Suppliers:

The FOAP in the FOAPAL are required fields. The Activity (A) and Location (L) codes are not required.

Only 1 FOAP allowed per Systems Contract Requisition.

When ordering goods using a Balance Sheet FOAP which only uses a Fund and an Account (FA), fill in the Organization (O) and Program (P) segments with 9s. E.g.  F 123456 O 999999 A 123456 P 9999.

Systems Contract Orders (faxed or phoned in) should include the following information:

·    6 digit Systems Contract Number

·    University 22 digit FOAP# (i.e. ###### ###### ###### ####  )

·    Requisitioner’s Dept. Name

·    Requisitioner’s Address

·    Telephone Number

·    Fax Number

·    Item #'s and Product name of goods to be ordered

TIPS on ordering using System Contract/Preferred Supplier Online Order Systems:

Cedarlane Laboratories Ltd.
Sign-up for your online account with Cedarlane. Enter your FOAP in the Purchase Order number field and your Systems Contract Requisition number in the order notes field.

Fisher Scientific
Enter your FOAP in the Customer GL/Billing Code/Cost Centre field and your System Contract Requisition number (provided when accessing the System Contract Requisition form) in the Purchase Order # field.  

Grand & Toy
Each online user has at minimum one FOAP that contains the 706003 Office Consumables Account code.

Invitrogen
Enter your FOAP in the PO field and your System Contract Requisition number (provided when accessing the System Contract Requisition form) in the Release Number field. 

New England Bio-Labs
Enter your FOAP in the PO field at time of check-out and your System Contract Requisition number in the  Reference  field.

Sierra Courier
Each online user has at minimum one FOAP that contains the 710433 shipments leaving the University of Manitoba or 710434 shipments arriving at the University of Manitoba Account code. Select an existing FOAP or change to the desired FOAP using the Reference field.

Santa Cruz Biotechnology Inc.
Sign-up for your Online account with SCBT to process your orders following the instructions below:
Online Ordering with SCBT
Each user must provide the SCBT account #UMA12B and request the invoice be mailed to their office when creating their online user ID. A Low Dollar Purchase/Payment Request form is created after order is received and invoiced.