Formal procurement process

Civic Supply works directly with fire departments, municipalities, regional districts, and government agencies and is committed to making the procurement of firefighting equipment simple, transparent, and fully compliant with municipal purchasing requirements.

Note: If you are looking for a quick purchase with a credit card, please skip these steps and go directly to purchase items by using the ADD TO CART button on the product pages.

Step 1 — Request for Quotation

Add items to your list using the "Add to Quote" button on our website and follow the prompts to submit your request. Alternatively, you may email info@civicsupply.ca with your product requirements, quantities, and delivery address.

Step 2 — Quotation

Upon receiving your request, we will issue a formal Quotation detailing pricing, product specifications, applicable taxes, and estimated lead times. Quotations are typically valid for 30 days from the date of issue.

Step 3 — Proforma Invoice

If your finance department requires a formal document to finalize budget approval or generate a Purchase Order, Civic Supply can issue a Proforma Invoice.

Step 4 — Purchase Order

Once your organization has approved the expenditure, submit your official Purchase Order (PO) to info@civicsupply.ca. To ensure expedited processing, please include:

  • Vendor Name: Civic Supply
  • Itemized Details: Products, quantities, and agreed unit pricing.
  • References: Our Quotation or Proforma Invoice number.
  • Addresses: Full billing address and shipping/delivery address.
  • Signatory: Name and title of the authorized official.
  • Requested Delivery Date: (If applicable).

Step 5 — Commercial Invoice

Upon acceptance of your Purchase Order (or at the time of shipment, depending on terms), Civic Supply will issue the formal Invoice.

PAYMENT TERMS

Accepted Payment Methods

  • Credit Card (Visa, Mastercard)
  • Electronic Funds Transfer (EFT) / Direct Deposit
  • Cheque (payable to Civic Supply)

Credit Accounts

Organizations wishing to establish a Net 30 credit account are encouraged to contact us prior to placing their first order. Credit accounts are subject to approval and may require trade references or credit information from your organization's finance department.

FURTHER INQUIRIES

Our team is available to assist with any questions related to quotations, purchase orders, vendor registration, or documentation requirements.

Email: info@civicsupply.ca
When emailing, please use the subject line format: "Purchase Order – [Your Organization Name]"

We aim to respond to all procurement inquiries within one business day. For urgent or emergency equipment needs, please indicate this clearly in your subject line.