Tenders & Quotes

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The Purchasing and Insurance Services of the Finance department is responsible for co-ordinating the acquisition of goods and services for the Town of Oakville. The town is also a member of the Halton Co-operative Purchasing Group, a group of eleven core and four affiliate government agencies in Halton working together since 1974. The group's objective is to seek and provide the best value for the taxpayers' dollar in the most cost effective way.

Terms and conditions of purchase

All goods and services over $25,000 are purchased through a formal Purchase Order. The Purchase Order number must appear on all shipping documents, packing slips and invoices. Orders are to be shipped F.O.B. destination to the location specified on the Purchase Order. The Purchase Order is a legal contract between the town and its suppliers/contractors. By shipping goods as stated on the Purchase Order, the vendor agrees to the Terms and Conditions on the Purchase Order and/or the contract and will fulfil their obligations according to our Purchase Order or contract. For more information, please download the Purchase Order Terms and Conditions pdf from the listing above.

Deliveries and completion dates

It is important that goods/services and construction be delivered promptly and project schedules met according to the date agreed upon when the purchase order or contract was established.

Invoices

Invoices are paid based on the Purchase Order, unless otherwise specified in the contract document, following the receipt of goods or services. No orders can be paid without a supporting invoice that must refer to a Purchase Order number. Prompt payment discounts are taken from the date of receipt of invoice, or date of receipt of the material, whichever is later. All invoices are to be directed to the attention of Accounts Payable.

Catalogues and price lists

The supplier's interest and assistance is needed to ensure the accuracy of product and service literature. Please submit catalogues, literature and price structures as they are updated.

Workplace safety insurance board

The town requires all contractors who provide labour and installation services at any Town of Oakville facility or on any town owned property to be in full compliance with all requirements imposed upon them by the Workplace Safety Insurance Board. All certificates of training must be available for presentation upon request.

Supplier performance

Purchasing Services expects the highest possible performance from all our suppliers. Suppliers are evaluated on actual performance in service/delivery and completion schedules, ability to respond to urgent requests, quality of workmanship, quality of goods and services, adherence to specifications, terms and conditions and contract compliance. The supplier is expected to act in partnership with Purchasing Services to maintain price competitiveness, efficient, cost effective delivery of goods and services and be innovative in generating new ideas and introducing new products to serve the residents of the Town of Oakville.

The town has recently adopted a Prime Contractor and Consultant Performance Evaluation system by which the contractor's performance is ranked at substantial completion of the project or more frequently if deemed necessary. The town's Project Coordinator in consultation with the project buyer will complete the ranking. Once the ranking has been completed a meeting will be set up by the town, with the contractor to discuss the overall ranking for the project. From this ranking will stem a recommendation to either allow the contractor to bid on future projects or to place the contractor on a two year probation or to suspend the contractor from bidding on any future contracts for a three year period. In the event of a dispute over the final ranking, the contractor will have 20 days to appeal the decision. A Dispute Committee has been formed and will hear details of the appeal from both the contractor and town staff. Upon weighing the facts of the appeal, the Dispute Committee will pass a decision, which will be provided, in writing, to the contractor and town staff.

A copy of the ranking sheet will be included at contract signing for your information.

When bidding process is required

Bids are called for projects, goods, services, equipment and construction as required. All bids close no later than 2 p.m. local time.

Method of bidding/advertising

Bids called for projects, goods and services, and equipment are either publicly advertised or by invitation. Bids are classified as formal or informal depending on the estimated value or complexity of the required item(s). There are four major categories of bid calls: telephone/electronic submissions, formal/informal quotations, public tenders and request for proposal (RFP). All public bid documents are advertised through the "Tenders and Quotes" section of the town's website in accordance with the town's policies. Bid information may also be located on the following websites:

Note: Biddingo and Daily Commercial News pick up bid documents and information from the town's website; however, only documents found on the town's site are to be considered official. The Town of Oakville accepts no responsibility for the accuracy of information found on other websites. The onus is on the bidder to check this site to verify they have received all relevant bid information.

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