Supplier's Guidelines

Purchasing Division

Selling to the City
The City is committed to providing taxpayers with the best possible goods and services at the best price.

We want to help you sell to us. The purpose of this publication is to provide assistance and information to potential suppliers. At present, we purchase materials, equipment, and services worth more than $15 million each year.

If you need more detailed information, please contact the appropriate individuals listed in the Contact Information section. If you have a product or service you feel we could purchase at a competitive price, please let us know. We'll be glad to hear from you.

Role of the Purchasing Division
The Purchasing Division is responsible for acquiring goods and services, and managing and disposing of surplus material for the City in a professional, responsive, and cost-effective manner.

The Purchasing Division is responsible for issuing and evaluating proposals, tenders and quotations, and awarding contracts. Asset surplus to the City are sold by public auction announced locally.

Environmentally Responsible Products
The City of Kamloops encourages the marketing of environmentally responsible products and will use its purchasing skills to develop British Columbia suppliers who demonstrate improved standards of environmental quality.

Who Can Tender on City Purchases
All capable, competitive suppliers, including manufacturers, distributors, and sales agents are eligible and have the right to bid.

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Our Purchasing Policies

Solicitation of quotations and the placing of orders (generally by FAX or letter), may be used when the value involved is less than $25,000 or for emergency requirements. In exceptional circumstances, the City reserves the right to purchase goods and services without tendering.

Under $1,000
Each Divisional Manager can authorize the purchase of goods or services valued at less than $1,000. Competitive quotations are not required.

Between $1,000 and $2,500
Each Divisional Manager can authorize the purchase of goods or services valued at between $1,000 and $2,500. To do this, the Division Manager first obtains at least three verbal quotations.

Between $2,500 and $25,000
All purchases between $2,500 and $25,000 are handled by the Purchasing Division using either a formal quotation, a selected quotation, proposal, or a tender. A quotation is a less formal process than a tender. The purchase is based on a competition. Firms submit offers by letter or by completing a form provided by the City.

Over $25,000
All purchases over $25,000 are announced in the local newspapers and require a formal proposal or tender process. Proposals and tenders are open to all qualified suppliers and all are encouraged to bid. All forms provide the necessary bid number, define the required product or services and delivery information, and specify the closing date.

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Preparing Your Proposal

General
Procedures for preparing proposals, tenders and quotations are outlined in the "Instructions" contained in the proposal, tender or quotation documents. Please familiarize yourself with the instructions and conditions appearing throughout the documents.

Pricing
If the dollar value is sufficient and significant savings result, each item being tendered or quoted may be considered as a separate offer. In such cases, we reserve the right to accept all or part of your offer unless you specify that certain items are not to be considered separately.

Specifications
All offers are evaluated for technical and commercial compliance with our specifications. In addition, you are encouraged to offer any alternatives to the basic tender or quotation which may be superior or less costly.

Delivery
Proposals, tenders, and quotations are requested for "FOB Destination". Where requested, definite delivery dates must be shown.

Amendments
On occasion, suppliers request clarification of a proposal, tender, quotation document, or changes that are initiated by the City after the documents have been issued. In these cases, all suppliers will receive an addendum which will become part of the tender/quotation documents.

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Submitting Your Proposal/Tender/Quotation

General
Offers should be legible (preferably typewritten) and signed in ink by an official authorized to act on behalf of your company. All required documentation, drawings, insurance, bonds, and certified cheques should be attached. Completed proposals, tenders, and quotations are to be returned to the Purchasing Division.

Closing Date
We can accept only proposals, tenders, and quotations received before the closing date and time, so be sure to send your offer well before the due date. Sorry, but we cannot accept offers after 2 p.m. PST sharp on closing day.

You may submit corrections to your offer any time BEFORE closing. The proposal/tender/quotation number must be clearly shown on your submission.

You may withdraw your offer by contacting the Purchasing Division prior to the closing date and time. Such a step does not disqualify you from submitting a new tender prior to the closing time.

Faxed Submissions
We will accept faxed quotations but proposals and tenders must be signed originals. Faxed addendum for proposals and tenders will be received but it is the responsibility of the bidder to ensure the addendum is received prior to 2 p.m. local time.

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Awarding of Contracts

Opening Proposals, Tenders, Quotations, and Disclosing of Awards
All bids are securely filed unopened until the closing date and time. After the closing, documents are opened and the specifications, prices, extensions, delivery dates, etc. are checked before a decision is made and a Purchase Order awarded.

All bids are publicly opened at the Purchasing Division, at 2:01 p.m. on the closing date. The information made available is limited to the offeror's name and total price or lump sum of each contract or an identifying price on multiple item tenders. After an offer has been accepted, the prices and the name of the successful bidder are available to the other respondents.

Criteria
Price and quality are major considerations. There may be occasions when the City may award to other than the low tenderer if the minimum specification has not been met, or reject any or all tenders.

Contracts
Most Purchase Orders or contracts are placed for one specific job; however, other arrangements can be made for varying periods of time. These include:

"as and when required" contracts for 12 months;
firm quantities for a period with monthly deliveries; and
estimated use for one year as required with draw quantities specified.

Types of Contract Documents Used
All quotation awards are made by way of Purchase Order.

All proposal and tender awards are made by way of an official Purchase Order and a Letter of Award, a copy of which is mailed to the successful bidder. An acceptance of your offer constitutes a contract. Any changes to the contract will be confirmed by an amended Purchase Order. If your contract is cancelled, you will receive written confirmation of the cancellation from the Purchasing Division.

Termination of Contracts
We may terminate a contract following an instance of unacceptable performance with regard to contractual standards, quality, quantity, or delivery.

The Purchasing Division continuously reviews supplier performance. Serious or chronic problems including product quality or service will be brought to the supplier's attention. In such cases, the supplier will be given every opportunity to correct the problems or shortcomings. Failure to do so will lessen future business opportunities and could result in removal of a firm's name from the supplier list.

Delivery Dates
Contract delivery dates are extremely important to us. If you anticipate or experience any delays, please notify the Purchasing Division immediately.

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Payment

All invoices must be submitted to:

Accounting Section
City of Kamloops,
7 Victoria Street West,
Kamloops, BC V2C 1A2

Your invoice must contain the Purchase Order number to be processed. It helps us facilitate prompt payment of your account when the goods or services are received as ordered.

We pay undiscounted invoices on, or as soon as possible after, the 30th day from the receipt of the invoice or the goods, whichever is later. Questions regarding payment should be directed to the Accounts Payable Division.

Please note that invoices without a Purchase Order number cannot be processed. Except in emergencies, please do not supply goods or services to us unless an order number is provided by us.

Assistance for Suppliers
The Purchasing Division staff are available to offer your firm advice and assistance. Please call ahead for an appointment if you wish to meet with us.

Suppliers are encouraged to meet with end users within the City to discuss technical details of their products. You can make arrangements to present products to end users by contacting the Purchasing Division.

New Products
We are constantly evaluating new products and modifying our specifications, as warranted. Suppliers are encouraged to present new or equivalent products to us prior to submitting tenders or quotations.

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Division Directory

Purchasing Division
P (250) 828-3504
F (250) 828-1766

Central Stores
P (250) 828-3527
F (250) 828-3681

Accounts Payable
P (250) 828-3425
F (250) 828-0845

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Contact
Purchasing Division
955 Concordia Way
Kamloops, BC V2C 6V3
ph (250) 828-3503
fax (250) 828-3790
email purchasing@.kamloops.ca

Proposals are not accepted after 2:01 p.m. PST sharp on closing day.
Hours: 8 a.m. to 4 p.m. Monday - Friday

Note: All correspondence is entered into our system, and will be dealt with in due process. Please allow several working days for a response. Thank you.