The Purchasing Function

Getting On The List

The Branch maintains lists of companies and the goods and/or services that they provide. This list is used to solicit tenders. Even though it is not necessary to be registered with the Branch to bid on publicly advertised tenders, registration is recommended. Getting on the list is as simple as contacting our Buyers at Purchasing Services.

Our Buyers are also pleased to answer any questions and to help identify those departments requiring the services or goods a company provides. They can be contacted in person from 8:30 a.m. to noon and 1:00 p.m. to 4:00 p.m. Monday to Thursday. (Appointments are appreciated.) Appointments for meetings outside of these times can also be arranged.

In all interactions with us, we request that our position and mandate be respected. Our "strictly business" policy means that we do not want, and will refuse, any offers of gifts, entertainment or favors to City of Saskatoon employees.

Bid Procedures

Asking for Your Bid

Once a business has registered with our Branch, we may solicit bids from them in various ways. The procedure we use most often depends on the value of the purchase involved.

Telephone/Fax Inquiries

We use this method when the value of the purchase is expected to be under $10,000.00, or when circumstances do not permit the opportunity to solicit written quotations.

Request for Quotation

This method is used when the value of the purchase is between $10,000.00 and $100,000.00. A written form is issued, often accompanied by a technical specification or other data to help the bidder prepare the submission. It may also be used for items under $10,000.00 if there are lengthy or detailed specifications attached.

Formal Tender

This method is used when the value of the purchase is expected to exceed $100,000.00. Like the Request for Quotation, this is a formal document accompanied by data relevant for the submission.

Formal Tenders must be submitted by 2:00 p.m. on the closing date and are read to those in attendance at that time. Results are also posted in the Purchasing Services Office.

Formal Tenders are solicited by advertising in the Saskatoon Star Phoenix and possibly by using the lists already described.

Request for Proposal

Used when any of the previously mentioned methods are not practical or advantageous, a Request for Proposal allows more flexibility from both the buyer's and seller's point of view. Specifications are not as rigid, for example, thus allowing for innovative solutions from companies.

Requests for Proposal are advertised if the purchase value is expected to exceed $100,000.00. Unlike tenders, proposals are not opened publicly because wide variances in proposals which in turn reflect pricing and specifications could make general comparisons unfair and misleading.

Deadlines for Bid Submissions

To be fair to everyone, we observe strict deadlines for written submissions. Bid submissions must be received and stamped at the Purchasing Services office no later than 2:00 p.m. on the closing date. Late bids for tenders/quotations will be returned promptly, without consideration.

Up to the deadline, a bid may be submitted to our Branch, which is open from 8:09 a.m. to 4:45 p.m. Monday through Friday, excluding holidays. A bid may be withdrawn, modified or corrected at any time before the deadline.

Evaluating Bids

Purchasing Services intially evalutates the submissions, then forwards them to the customer department for technical review. The City reserves the right to reject any and all bids.

The awarding of a contract is based on Lowest Evaluated Tender, that is, the tender which meets all specifications at the lowest overall cost to the City.

After a Bid is Chosen

All suppliers who submitted written bids - including those whose bids were unsuccessful - are notified in writing. A confirming Purchase Order/Contract is sent out to the successful bidder. For some tenders a contract is prepared by the City Solicitor.

The successful bidder may also be required to submit any or all of the following:

• Acknowledgment copy of the Purchase Order
• Worker's Compensation Board clearance letter
• Performance Bond
• Maintenance Bond
• Labour and Material Payment Bond
• Supply Bond
• Certified Construction Drawings
• Business License

Invoicing

Unless otherwise specified, invoices are submitted in duplicate to the City of Saskatoon Comptroller's Office, 222 Third Avenue North, Saskatoon, SK S7K 0J5.

The Purchasing Services Branch of the Asset Management Department provides purchasing services to all other departments of the City of Saskatoon. Our mandate includes purchasing, as well as support services related to Federal Sales Tax, customs and transportation.