Information for Vendors
To obtain and purchase all goods at the lowest possible total end-use cost, considering the guidelines of prices, service, quality, and delivery.
To provide for the purchase of materials, supplies, and services, with the objective that they will be available at the proper time, in the proper place, in quantity, quality, and price consistent with the needs of the City.
To question the quality and types of material requested in order that the best interests of the city may be served.
To buy only from suppliers who maintain adequate financial strength, high ethical standards, a record of adhering to specifications, and who will maintain integrity in terms, delivery, and a full measure of service.
To initiate and maintain effective and professional relationships with both current and potential suppliers.
To afford all bidders an equal opportunity to quote and compete on equal terms.
To comply with the Code of Ethics for City Officials and Employees.
To avoid becoming obligated to any supplier or to engage in any City transaction from which personal benefit may be directly or indirectly derived.
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Step 1 - Get on the Bid List.
You must complete a Vendor/Contractor Application form.
To obtain a form you may:
Telephone. When called, we will mail you an application and identify the buyer for your item. The Purchasing Department's telephone number is 538-0344. The office is open Monday through Friday 8:30 a.m. to 4:30 p.m. (Most legal holidays are observed.)
Walk In. You may obtain a form any time during the regular office hours. We are located in: City Hall 10205 - 98 Street Grande Prairie, Alberta, T8V 6V3 You may receive and submit your application the same day.
Mail In. When you request an application or information from Purchasing by mail, send all correspondence to: City Hall 10205 - 98th Street, Grande Prairie, Alberta T8V 6V3. Our buyers will be pleased to meet with you; however, since their time is limited, we encourage you to make an appointment in advance.
Completed applications will be reviewed and approved before being added to the approved bid list.
You may call to confirm that your name has been added to the approved bid list.
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Step 2 - Respond to Bid Solicitation.
After you have been added to the city's approved bid list, you may be contacted by our buyer for:
Telephone Quotations. You may receive a call from the buyer who will provide you with all the information needed to bid. You have the option to state your quote during the course of the conversation or to call back. It is your responsibility to call back by the deadline, otherwise your opportunity to bid is forfeited.
Telephone quotations have the same integrity as written bids, and the lowest responsible bidder who meets specifications will receive the award. (Quotation - to state a price required to provide goods or to perform a service.)
Note: An application must be on file before a bid can be awarded.
Written Quotations. You will receive by mail an information package necessary to respond to the bid. The information package will consist of a bid form and specification of the item or service being purchased, the terms and conditions governing the bid, and will become part of the actual contract if you are awarded the bid. (Specification - A detailed description of goods or services requested.)
Read carefully all instructions. Failure to properly complete bid forms and comply with all instructions provided may result in disqualification of your bid.
Unsigned forms will automatically be rejected.
If you have questions or need assistance, call the person identified on the form.
Please note, if we have mailed you three (3) solicitations for quotations and you do not respond, your name may be removed from the bid list. Mailing in a "No-Bid" is accepted as a response to the bid.
You may call to confirm that your bid has been received or you may hand deliver it.
Hand-delivered written quotations must have a date and time stamped on them by the receptionist located in the area where you leave your quotation.
Only written quotations properly received and date stamped, prior to scheduled time of opening, will be accepted. All others will be returned unopened.
No bid may be withdrawn or modified after the time fixed for the opening of bids. al
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Step 3 - Obtain Bid Award Results.
Bids are awarded to the lowest responsible bidder who meets specifications. Bids must be read and tabulated; then analyzed by the buyers and requesting department to determine the lowest responsible bid.
Telephone Quotations. You may call the buyer the next working day to find out who has been awarded the bid.
Written Requests for Quotations (RFQ). You may attend the bid opening to hear the bid quotations. Analysis and award are generally completed within 60 days.
If you wish to inquire by telephone, refer to the bid number identified on the bid package.
Should there be a problem or question about the award, contact the buyer's Supervisor (and use the bid number).
Note: Buyers are prohibited from revealing other bidders' quotations prior to the award.
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Step 4 - Learn Responsibilities-When Awarded Bid/Contract.
Under certain conditions, a purchase order from the City to you will be the contract.
Sign Contract. Under other conditions, a written contract will be entered into. In that event, it is the responsibility of the awarded bidder to sign and return all contract documents. An unsigned contract may be just cause to cancel the award to the successful bidder.
Construction contracts will specifically state the conditions under which change orders will be allowed.
Deliver Goods/Services. An official City purchase order is your authorization to begin deliveries.
Delivery of goods/services must be in accordance with the City's written and/or verbal instructions.
Acceptance of delivery is based on upon inspection and approval by the receiving department.
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Step 5 - Obtain Payment.
In order to obtain payment for goods/services provided, submit two (2) clearly printed and itemized invoices to:
City of Grande Prairie, City Hall - Accounts Payable Department,
10205 - 98th Street, Grande Prairie, Alberta T8V 6V3
Reference Purchase Order Number on invoice. No payment will be sent without the purchase order number. You may expect to receive payment within 15-30 days of receipt of invoice. Questions regarding payment should be directed to Accounts Payable Department, telephone 538-0305.
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Vendor Responsibilities.
To assure a completed application is on file with the Purchasing Department.
To assure your business name is placed on all desired bid lists.
To notify Purchasing of any name or address changes or changes in product or services offered.
To read all detailed specifications and bid documents, and to comply with all instructions and required conditions. Any addition, deviation, or omission may be grounds for disqualification.
Bidders and vendors who do not fully understand a request should contact Purchasing and ask for an explanation from the buyer or supervisor of the item in question.
To quote firm contract prices only. The bid price shall be for complete installation or delivery, ready for owner's use, and shall include all applicable freight and installation charges, except where otherwise provided.
To submit bid proposals or requests for quotations on forms supplied by the Purchasing Department except as otherwise expressly authorized in writing.
To assure that an original signature of an authorized representative of the firm is on the Request for Quotation (RFQ).
To ensure that bids are submitted before bid closing time. Failure to do so will result in return of the unopened proposal.
To provide the proper quality of product. When submitting an alternate product, the bidder shall clearly identify the product as an alternate by crossing out the product specified and typing or printing the word "alternate" and entering the unit price and the extension in the same manner as bidding upon the specified product. The Purchasing Director will assume that the bid is on the specified product if this is not done.
To provide a reasonable and competitive price.
To provide, upon request, a schedule for delivery of items or services.
To process all orders promptly and accurately.
To provide information on new products, processes, materials, and provide demonstrations or samples when requested.
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Vendor Visitation.
A clearance slip is required prior to a vendor visiting any City department or division for the purpose of demonstrating any items, equipment, or services. The clearance slip must be obtained from the Purchasing Department.
Note: This does not apply to contractors and/or potential contractors involved with Public Works or Engineering Departments.
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Removal from Vendor Lists.
A vendor may be temporarily or permanently removed from the vendor lists for:
Failure to reply to 3 consecutive invitations on any one class of item or service. (If you do not desire to bid, return the bid invitation indicating "No Bid". No action will be taken, but you will remain on the active bid list.)
Failure to make delivery as promised.
Substitution of other, inferior, or uncontracted-for merchandise.
Failure to make satisfactory adjustments.
Non performance or bringing legal proceedings against the City.
Note: The City reserves the right to bring court suit for breach of contract.
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Types of Purchases.
The Purchasing department enters into two types of purchases: Open Market and Contract.
Open Market. Purchases of a specific item, equipment, or service; at a firm price, for a fixed quantity at a specified delivery time. Awards are made to the lowest responsible bidder who meets the specifications and conditions.
Contract Purchases. Purchases of estimated quantities of items, equipment, or services at a firm unit price for a specified period of time. Estimated quantities are established through prior usage by a City department or departments. Actual orders placed during the contract period may vary from the estimates given.
Awards are made to qualified single or multiple vendors who meet the specifications and conditions. Most contracts are awarded for one year, although they may be for a longer or shorter period.
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Advertisements.
Purchases of $20,000 or more are routinely advertised in the legal section of all local newspapers at least 5 days prior to bid closing, unless an emergency situation exists. In that case, no advertisement is required. Also exempt from advertising are sole source and professional, technical, or specialized services.
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Pre-Bid Meetings.
Pre-bid meetings are held whenever the City needs outside assistance in developing or clarifying bid specifications. The meetings give you, the vendor, the opportunity to meet buyers and department staff, and to examine and discuss specifications, bid conditions, and delivery information which may be used in writing the specifications.
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Bid Award Disputes.
If a vendor has any disputes with the buyer and/or supervisor which cannot be resolved, the vendor may file a complaint with the Purchasing Administrator. The complaint must be filed in writing within five (5) working days after meeting with the buyer and/or supervisor. The Purchasing Administrator will review the complaint and schedule a meeting. A written response will be forwarded to the vendor within five (5) working days after said meeting.
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Security/Bonding Requirements.
Security is not required on the majority of purchases made by the City. If security is required, the specific conditions contained in the bid invitation will indicate the kind and amount. When security is required, a bid will not be accepted without it. The principal types of security are as follows:
Bid Deposit. A Bid Bond or certified check, payable to the City of Grande Prairie in the amount specified in the bid invitation, enclosed in the bid package. The bid deposit is in the amount of 10% of the total Tender Price including GST @ 5% and will be forfeited to the City should the successful bidder fail to accept the award. Bid deposits are returned to unsuccessful bidders within 10 days after the award and acceptance by the successful bidder.
Performance and Labour and Materials Bond. A Performance Bond and Labour and Materials Bond, payable to the City of Grande Prairie, totaling the amount specified in the bid invitation, is required only from the successful bidder. Bonds are retained by the City until all items, equipment, and/or services specified in the contract or purchase order have been completed to the satisfaction of the City. A Consent of Surety indicating that Bonding will be provided if awarded the contract is required with your Tender submission. Bonds will be forfeited to the City should the successful bidder fail to comply with the terms and conditions as set forth in the specifications and award.
Insurance. Whenever a purchase order or contract requires the vendor to perform an installation, repair, or service on City property, it will be necessary for the vendor to provide, on a City form, an insurance certificate evidencing insurance coverages as may be required and naming the City as an additional insured.
Workers Compensation Coverage. Whenever a purchase order or contract requires the vendor to perform an installation, repair, or service on City property, it will be necessary for the vendor to provide evidence satisfactory to the City that an account has been opened with the Workers Compensation Board and all fees have been paid in compliance with the Board.
Certificate of Recognition (COR). The Engineer is encouraged to register in a Certificate of Recognition (C.O.R.) Program under the Alberta Construction Safety Association appropriate to their industry as an Active member or an Associate member.
The Prime Contractor must provide a Certificate of Recognition as an Active Member to qualify for City Work for work value of $ 50,000.00 or more.
A Subcontractor must provide a Certificate of Recognition as an Active Member to qualify for City Work for work value of $ 25,000.00 or more.
Contractor’s or Subcontractor’s not complying with this Article will not be accepted as qualified to compete on City Work or Work on City projects.
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