DOING BUSINESS WITH THE REGION OF PEEL A GUIDE FOR NEW AND CURRENT VENDORS

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1 DOING BUSINESS WITH THE REGION OF PEEL A GUIDE FOR NEW AND CURRENT VENDORS

2 TABLE OF CONTENTS INTRODUCTION... 1 GOVERNANCE... 1 COMMONLY PURCHASED GOODS AND SERVICES... 1 HOW TO REGISTER YOUR COMPANY... 2 HOW TO OBTAIN BID DOCUMENTS... 3 PROCUREMENT METHODS... 4 DURING THE BIDDING PROCESS... 5 SUBMISSION AND RECEIPT OF BIDS... 6 REVIEW, ANALYSIS AND AWARD PROCESS... 7 FREEDOM OF INFORMATION/PROTECTION OF INFORMATION... 8 GENERAL INFORMATION... 8 PURCHASING CONTACTS... 8 IN SUMMARY... 8

3 INTRODUCTION The Regiona Municipaity of Pee (Region of Pee) is the second argest municipaity in Ontario. The Region serves 1.3 miion residents and approximatey 88,000 businesses in Brampton, Caedon and Mississauga. PEEL PURCHASING is a group of professionas providing the service of acquiring goods/services as required by its partners (Regiona departments) in a co-operative and timey manner within the Purchasing by-aw and procedures set out by the Region. Our mandate is to: Ensure transparency, accountabiity and openness in the procurement process whie protecting the financia best interests of the Region and its residents, businesses, taxpayers, Regiona Counci and empoyees. Ensure open and fair competition for responsibe and responsive vendors. Ensure objectivity and integrity in the bidding process. Adhere to the code of ethics of the Nationa Institute of Government Purchasing (NIGP), Purchasing Management Association of Canada (PMAC) and Ontario Pubic Buyers Association (OPBA). The Region purchases a wide variety of goods and services. Purchasing supports the foowing departments: Heath Services Human Services Interna Services Pee Housing Corporation Pee Regiona Poice Pubic Works More detais can be found at: peeregion.ca GOVERNANCE The Region adheres to the foowing: The Municipa Act, 2001 which mandates municipaities to have purchasing poicies Purchasing by-aw number Poicies and procedures COMMONLY PURCHASED GOODS AND SERVICES Ambuance vehices Computer hardware and software Construction of faciities and infrastructure Consuting and professiona services Eectrica services 1

4 Feet vehices Janitoria services Maintenance of buidings and infrastructure Medica suppies Office suppies Pest contro services Pumbing services Security services Snow remova and andscaping services Speciaized equipment for Pee Regiona Poice Speciaized goods, equipment and services for Long Term Care faciities Uniforms HOW TO REGISTER YOUR COMPANY If you are interested in any of the Region s bid opportunities, make sure to register your company first. To obtain a vendor ID number, vendors can visit the Region s purchasing website: PeePurchasing.ca. Cick on the Vendor information and Registration ink. Compete a required fieds on the page. Provide the associated NIGP code for each product and service. To obtain a isting of the NIGP codes cick on the Get the commodity codes ink as shown. Provide a detaied description of a your products and services. Once you submit the registration information, you wi receive an emai containing your vendor ID number. This number is required in order to downoad bid documents that are avaiabe onine. 2

5 Once you have received your vendor ID number by emai, ensure your company retains it for future use. A individuas within your company shoud use the vendor ID number when accessing documents from our website. This unique vendor ID number shoud not be confused with the vendor number dispayed on purchase orders. Note: The Region does not maintain a preferred vendors ist; however, this information heps us to identify potentia vendors for future bid opportunities. HOW TO OBTAIN BID DOCUMENTS To obtain our bid documents, interested vendors can visit the Region s purchasing website: PeePurchasing.ca and cick on the Current Bid Documents ink. Here you wi find the ink to a three minute video tutoria on downoading documents. Note: Ony documents found on the Region of Pee s site are to be considered the officia documents. The Region of Pee accepts no responsibiity for the accuracy of information found on other websites. The onus is on the vendor to check the Region s site to verify that they have received a reevant information. Vendors can view the ist of bid takers for every advertised document by cicking on the Printabe Vendor s List icon as seen. Vendors are to note the instructions on the advertisement for detais on the fees associated with each document (where appicabe) and may request printed copies of documents by emai or pick them up in person. 3

6 If requesting a document by emai: Emai your request to to have your document maied or ready for pick-up. We do not send documents eectronicay via emai. In your emai message be sure to: incude the document number. provide your vendor name. provide a contact name, address, phone number and fax number. te us your preferred deivery method: mai or pick-up. We wi mai your requested document(s) the next business day or your package wi be ready for pick-up at the time specified in your emai message. If you wish to pick-up a document from the Purchasing Office: 10 Pee Centre Dr., Suite A, 1st Foor, Room 101 Brampton, ON L6T 4B9 The office is open Monday to Friday between 8:30 a.m. 4:30 p.m. If purchasing a document: Payment can be made by VISA, MasterCard, Cash, Debit or Certified Cheque. PROCUREMENT METHODS The Region has a variety of methods to procure goods and services: Low Vaue Purchase A ow vaue purchase is the procurement of a good or service up to a vaue of $25,000. Purchases may be conducted by either the requesting department or Purchasing. Purchases may be conducted by phone, fax or emai and may be paid for by Purchasing Card (P-Card/Visa) or ow vaue purchase orders. Minimum three written quotations are required for purchases greater than $5,000. Request for Quotation (RFQ) An RFQ is an opportunity for vendors to provide competitive pricing for the suppy of goods and services when the specifications are ceary defined. Award is generay made to the owest compiant vendor meeting the specifications. Purchasing faciitates the procurement of goods and services up to $100,000. Invitationa process; may or may not be advertised. A bid document is issued to a minimum of three vendors. Request for Tender (RFT) An RFT is an opportunity for vendors to provide competitive pricing for the suppy of goods and services when the specifications are ceary defined. Award is generay made to the owest compiant vendor meeting the specifications. 4

7 Purchasing faciitates the procurement of goods and services over $100,000. May incude vendor prequaification process or muti-stage process. Pubicy advertised on the Region s purchasing website: PeePurchasing.ca and other pubications as required. Typicay a pubic opening is conducted. Request for Proposa (RFP) An RFP is used when a proposed soution is required as a or part of the specifications cannot be ceary defined. Purchasing faciitates the procurement of goods and services. Is a muti-phase process. May incude vendor prequaification process. May be pubicy advertised. The highest ranked proposa resuting from an evauation based on pre-determined criteria and meeting the requirements specified in the RFP wi be recommended for award. Direct Negotiation (DN) over $5,000 A DN is a non-competitive purchasing method. Aso known as soe source or singe source purchase. Direct Negotiations typicay incude a Request for Pricing document. The Region s Purchasing by-aw aows for this method of procurement ony in specia circumstances. Request for Expression of Interest (REOI) and Request for Information (RFI) A REOI or RFI is an open enquiry that spans the market seeking broad data and understanding. This is used when the avaiabiity of specific goods or services in the current market needs to be determined and/or gives vendors the opportunity to show their interest to suppy. Co-operative Purchasing The Region participates in co-operative purchases (joint ventures) with other pubic agencies where the best interests of a participants are served. DURING THE BIDDING PROCESS Site Visits and Vendor Information Meetings A of the Region s site visits and vendor information meetings are mandatory. This is to satisfy the ega requirement that a vendors have equa access to information regarding the bidding opportunity. Site visits and vendor meetings are schedued and conducted by Purchasing and a representative of the cient group is present. A consutant may be present, if necessary. Vendors are required to sign in on a Site Visitation Sheet to prove that they attended. Faiure to sign in wi resut in disquaification of your submission. 5

8 If more than one ocation is visited during a schedued site visit, vendors are required to sign in at each ocation. Vendors may raise questions during the site visit and answers wi be provided in the form of an addendum to the document. Questions and Addenda Any questions during the bidding process must be submitted in writing to the singe point of contact that you wi find in the origina document. Purchasing wi issue a forma document referred to as addendum to address the question(s) and send to a registered vendors or post to the Region s website if advertised. SUBMISSION AND RECEIPT OF BIDS Instructions for submitting a bid and the singe point of contact information are found in the Instructions to Vendors section in each bid document. The Region does not accept vendor submissions via emai. Genera Requirements for Submitting Bids It is the vendor s soe responsibiity to ensure that their submissions are received at the Region s offices on time. Late submissions wi not be accepted. Ensure that you read the entire document to understand the requirements and your obigations. Bid Submission Deposit: If a bid submission deposit is required, this wi be stated on the front page of the bid document. Ensure instructions are foowed. The Region does not accept bid bonds. Vendors signed and dated submissions wi be received in accordance with the Submission Instructions contained within the document, in hard copy format ony (with the exception of Fax Request for Quotations). When deivering or maiing submissions, ensure that the compete address is ceary noted on the outside of your package: Region of Pee, Purchasing 10 Pee Centre Dr., Suite A, 1st Foor, Room 101 Brampton, ON L6T 4B9 The Form of Tender/Quotation/Proposa This is incuded in every document and must be competed in detai. The Region s staff reviews it before determining a contract award. Therefore, ensure that each item within this Form is competed with accurate information and is egibe. The foowing must be competed in order for your submission to be compiant: Acknowedgement of a addenda. Authorized signatures. 6

9 Pubic Openings There are no pubic openings for Request for Quotations or Request for Proposas Tender submissions are received by noon on Wednesdays at the Region s offices and are foowed by a pubic opening. For each tender the enveope is opened and the vendor s name and tota bid amount is read out and recorded on the bid sheet. Foowing the opening, Purchasing retains the bid deposits (if appicabe) of the two owest vendors and returns the remaining bid deposits. When a bid deposit is returned by hand, a company representative must sign the bid sheet to confirm receipt. Bid opening unofficia resuts are posted the foowing business day at PeePurchasing.ca under the Pending Bid Documents ink. REVIEW, ANALYSIS AND AWARD PROCESS The Region s Purchasing by-aw mandates that a contract awards are based on responsive submissions. Request for Quotations (incudes Fax Request for Quotations) Department or Purchasing reviews submissions, confirms compiance, verifies a cacuations. Quotations are awarded to the owest compiant vendor. In the event of any mathematica errors unit prices wi prevai. Request for Tender (RFT) Purchasing reviews the submissions, confirms compiance, verifies a cacuations and award is made to the owest compiant vendor. In the event of any mathematica errors unit prices wi prevai. After award of contract, the successfu vendor and contract vaue are posted at PeePurchasing.ca under Awarded Bid Documents ink. Request for Proposas Proposas are awarded based on evauation criteria as set out in the document. Purchasing reviews the submissions, confirms compiance, verifies a cacuations. In the event of any mathematica errors unit prices wi prevai. Vendors may request a debriefing not ater than 60 days foowing the date of the notification of the award by the Region. A requests must be made in writing to the Director, Purchasing & Project Management. The intent of the debriefing is to aid the vendor in obtaining feedback on areas of improvement for future submissions. A debriefing wi not ater the award decision and is not for the purpose of chaenging the procurement process. 7

10 FREEDOM OF INFORMATION/PROTECTION OF INFORMATION A bids submitted to the Region are subject to the protection and discosure provisions of the Municipa Freedom of Information and Protection of Privacy Act and the Persona Heath Information Protection Act. GENERAL INFORMATION The Region does not have a oca preference poicy. The Region deivers a high eve of service to the community and expects its vendors to maintain these standards in the performance of a contracts. Vendors may be evauated on the foowing criteria: Abiity to respond to urgent requests Adherence to specifications Competion schedues Contract compiance Past performance Performance standards Quaity of goods and services Quaity of workmanship Service and deivery PURCHASING CONTACTS The Purchasing and Project Management Division s organizationa chart can be viewed using the foowing address: peeregion.ca/finance/purchasing/purchorgchart.pdf. IN SUMMARY Visit PeePurchasing.ca reguary for upcoming bids and addenda. You can obtain bid documents by: Downoading the documents (if appicabe) E-mai your request to Pick up the document in person Read the bid documents thoroughy and compy with a instructions and conditions. Ensure that a required forms are competed and signed, as requested. Ensure a requested securities are encosed with your submission. Ensure your bid is submitted on time. 8

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