Procurement

Policy

Category: Finance
Subject: Procurement
Division: Finance and Corporate Operations
Policy Number: CA.51.01.112
Effective Date: December 23, 2015

POLICY STATEMENT

Purpose:

To promote and maintain the accountability of the purchasing process and to obtain the best value for money for Wellington-Dufferin-Guelph Public Health (WDGPH) by ensuring the procurement process is open, fair and transparent.

To identify the purchasing policy of WDGPH as aligned to the Ontario Broader Public Sector Procurement Directive.  Although not defined as a Broader Public Sector Organization or Publicly Funded Organization for purposes of the Broader Public Sector Accountability Act, 2010 and therefore not subject to mandated compliance with the Broader Public Sector Procurement Directive, WDGPH has made the policy decision to follow the Broader Public Sector Procurement Directive since it represents best practices in the procurement of goods and services for organizations funded by the Ontario government.

To ensure that, when procuring goods and services, WDGPH will incorporate accessibility design criteria and features. Where applicable, procurement documents will specify the desired accessibility criteria to be met and provide guidelines for the evaluation of proposals in respect of those criteria. Where it is impractical for WDGPH to incorporate accessibility criteria and features when procuring specific good and services, the Finance Manager will provide a written explanation upon request.

Application:

Prior to commencement, any procurement of goods and services must be approved by an authority in accordance with procedure CA.51.02.103 Signing Authority.

The following Supply Chain Code of Ethics shall govern all supply chain activity:

Supply Chain Code of Ethics

1. Personal Integrity and Professionalism

Individuals involved with Supply Chain Activities must act, and be seen to act, with integrity and professionalism. Honesty, care and due diligence must be integral to all Supply Chain Activities within and between WDGPH, suppliers and other stakeholders. Respect must be demonstrated for each other and the environment. Confidential information must be safeguarded. Participants must not engage in any activity that may create, or appear to create, a conflict of interest, such as accepting gifts or favours, providing preferential treatment or publicly endorsing suppliers or products.

2. Accountability and Transparency

Supply Chain Activities must be open and accountable. In particular, contracting and purchasing activities must be fair, transparent and conducted with a view to obtaining the best value for public money. All participants must ensure that public resources are used in a responsible, efficient and effective manner.

3. Compliance and Continuous Improvement

Individuals involved with purchasing or other Supply Chain Activities must comply with this Code of Ethics and the laws of Canada and Ontario. Individuals should continuously work to improve supply chain policies and procedures, to improve their supply chain knowledge and skill levels and to share leading practices.

SCOPE

The policy shall apply to all WDGPH acquisitions regardless of the source of funding unless exempt as noted in procedure CA.51.02.112 Procurement. All WDGPH employees shall abide by this policy and its associated procedures.

DEFINITIONS

Broader Public Sector Accountability Act, 2010:   The Broader Public Sector Accountability Act, 2010 provides the authority for the Ontario Management Board of Cabinet to issue directives governing the procurement of goods and services by designated broader public sector organizations.

Broader Public Sector Procurement Directive:  Issued by the Ontario Management Board of Cabinet and includes 25 mandatory requirements in the procurement process to ensure that publicly funded goods and services are acquired through a process that is open, fair and transparent.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure: CA.51.02.112  Procurement

Broader Public Sector Accountability Act, 2010

CA.51.02.103 Signing Authority

CONTACT FOR INQUIRIES

Manager, Finance

APPROVED BY

Director, Finance and Corporate Operations 

 


Procedure

Category: Finance
Subject: Procurement
Division: Finance and Corporate Operations
Procedure Number: CA.51.02.112
Effective Date: October 1, 2015

PROCEDURE

This procedure will outline the approach that Wellington-Dufferin-Guelph Public Health (WDGPH) will take when procuring goods and services and is based upon the standard information found in the Broader Public Sector Procurement Directive Implementation Guidebook.

 

DEFINITIONS

Agreement on Internal Trade – means an intergovernmental agreement signed by Canadian First Ministers that came into force in 1995. Its purpose is to remove existing interprovincial trade barriers, prevent the establishment of new barriers, harmonize interprovincial standards and increase market access for Canadian companies.

Blanket Purchase Order – means an arrangement with a supplier that does not require the commitment of WDGPH funds but allows the flexibility for order placement on an as-needed basis for a specified period of time (no greater than 12 months).  It does, however, represent an internal budget commitment.

Consulting Services – means services for the provision of expert or strategic advice for consideration and decision-making.

Form of Agreement – means a formal contractual document, legally binding between the vendor and WDGPH, which outlines all mutually agreed to terms and conditions surrounding the procurement. 

Formal Competition – means a process used for more costly or complex purchases that may involve long-term contracts. This method ensures that all bidders receive identical instructions, terms and specifications or scope of work for the goods and/or services we wish to buy. There are standard documents that are used for formal competitive processes each starting with “Request For” (RFx) that are defined in more detail in the section below.

Informal Competition – means a process that involves less paperwork and time than formal quotations normally require. We will call, fax, email or ask a supplier during a visit to submit a written quotation for particular goods and/or services. We may also obtain a website quote without contacting the supplier.

Invitational Competition – means a formal competitive process that does not include the public advertisement of the bid document. The bid document must be sent to a minimum of three potential bidders.

Open Competition – means a formal competitive process that involves the public advertisement of the bid documents.

Purchase Order – means a commercial document issued by WDGPH to a supplier indicating types, quantities, and agreed prices for products or services the supplier will provide to WDGPH.

Purchase Requisition – means a document providing the instruction to Procurement to proceed with the procurement of goods or services.

Request for Expressions of Interest (RFEI) – means a formal non-competitive process used to gather information about supplier interest in an opportunity or information about supplier capabilities/qualifications.  The process constitutes market research without committing to awarding the work.  A response to an RFEI must not be used to pre-qualify a potential supplier and must not influence the chances of the participating suppliers from becoming the Successful Proponent in any subsequent opportunity. 

Request for Information (RFI) – means a formal non-competitive process used to assess market capabilities as it gathers general supplier or product information. It is used to determine the characteristics of the ideal good or service.  The process constitutes market research without committing to awarding the work.       A response to an RFI must not be used to pre-qualify a potential supplier and must not influence the chances of the participating suppliers from becoming the Successful Proponent in any subsequent opportunity.

Request for Proposal (RFP) – means a formal competitive process that is used when WDGPH requires solutions for the delivery of complex goods or services, or, where explicitly required, to provide alternative options or solutions.  Price is not the sole factor in evaluation.

RFx – means an abbreviation that represents any of the “Request for” document options available.

Negotiation Request for Proposal (nRFP) – means an RFP as described above but the document includes the flexibility to negotiate.  

Request for Quote (RFQ) – means a formal competitive process that is used when WDGPH is able to formulate clear and definite delivery and performance requirements and terms and conditions. Evaluation is based, predominantly or solely, on price and delivery requirements.

Request for Supplier Pre-Qualification (RFSQ) – means a formal competitive process that involves a two-stage selection process. Stage 1 is to create a pre-qualified Vendor of Record List and Stage 2 is to select a vendor from the prequalified Vendor of Record list by utilizing the process outlined in the RFSQ. Terms and conditions of the RFSQ document must contain language that disclaims any obligation of WDGPH to call on any supplier to provide goods or services as a result of the pre-qualification.

Request for Tender (RFT) – means a formal competitive process that is used when WDGPH is able to formulate clear and definite delivery and performance requirements and terms and conditions. Evaluation is based, predominantly or solely, on price and delivery requirements. RFT is used for more costly procurements.

Single Source – means more than one supplier is available in the market; however, only one of those suppliers is able to, or capable of, meeting end user requirements and specifications.

Sole Source – means only one supplier is able to, or capable of, meeting end user requirements and specifications; no other supplier is available in the market.

Single Source/Sole Source Certificate – means a certificate used to document justification for non-competitive procurement in cases where the total procurement value is greater than $10,000. Prior to commencement of non-competitive procurement, certificate must be completed and approved by appropriate authority within WDGPH

Total Procurement Value – means the estimated total financial commitment resulting from procurement over the full contract term, taking into account options contract extensions.

ADMINISTRATION

AUTHORIZATION TO PURCHASE

The WDGPH procedure CA.51.02.103 Signing Authority controls signature authorizations for all major financial transactions. Purchase requisitions may be initiated at any level; however, only those positions identified in the procedure shall have the authority to approve purchase requisitions in conjunction with their spending limit on accounts attributed to their program area.

PURCHASE REQUISITION

A completed purchase requisition identifying the applicable account code for the purchase and the appropriate signature authorization must be received by Procurement prior to a purchase order being issued to a Supplier. The program areas are responsible for the creation of a CA.30.01.212 Purchase Requisition.

PURCHASE ORDERS

Once an approved purchase requisition is received by Procurement, Procurement will initiate the process of creating a purchase order. 

Purchase orders shall be used to place orders with suppliers for all materials, parts, supplies, equipment, repairs or services with the exception of those items listed in Schedule A, Exemptions to Requirements of Purchasing Process.

Sending a purchase order (PO) to a supplier constitutes a legal offer to buy products or services.  Acceptance of a PO by a supplier usually forms a one-off contract between WDGPH and the supplier so no contract exists until the PO is accepted.  The PO value represents committed WDGPH funds.

Procurement will monitor PO activity for overall agency volume that warrants a contractual arrangement and the issuance of a blanket order to the supplier. 

TOTAL PROCUREMENT VALUE AND PROCUREMENT PROCESSES

The following chart identifies the applicable procurement processes to be followed based on the total procurement value:

 

TOTAL PROCUREMENT VALUE
PROCUREMENT PROCESS
Goods and Non-Consulting Service
$0 - $500
Procurement Card with No Purchase Requisition
$501 - $10,000
Informal - One Written Quote 
$10,001 - $50,000
Informal - Three Written Quotes OR Formal Invitational Competitive Process OR Formal Open Competitive Process
$50,001 and more
Formal Open Competitive Process
Consulting Services
$0 - $50,000
Informal – Three Written Quotes OR Formal Invitational Competitive Process OR Formal Competitive Process
$50,001 and more
Formal Open Competitive Process

The total procurement value must not be reduced (i.e. dividing a single procurement into multiple procurements) in order to circumvent the approval or procurement processes. 

Wherever possible, a competitive process will be used for purchases over $10,000. Any deviation from a competitive process, identified by the Procurement processes in the above table, must be supported by a duly approved CA.30.01.214 Single Source/Sole Source Certificate.

See Schedule IV for Single Source/Sole Source Certification procedures.

PROCUREMENT PROCESSESGOODS AND NON-CONSULTING SERVICES

$0 to $500

Procurement Card with No Purchase Requisition

For procurement transactions with a total procurement value less than $500, Managers will use their Agency credit card to complete the transaction.  The procurement documents will be managed according to the procedure CA.51.02.102 Agency Credit Cards. No purchase order requisition is required and no purchase order will be processed.

$501 to $10,000

Informal - One Written Quote with Purchase Requisition

For procurement transactions with a total procurement value between $501 and $10,000, an approved purchase requisition including account coding must be sent to Procurement.  The requisition must identify the supplier and include one written quote or the webpage information for online ordering.

Procurement will determine if the order will be paid online using the Agency credit card for payment.

$10,001 to $50,000

For procurement transactions with a total procurement value between $10,001 and $50,000, an approved purchase requisition including account coding must be sent to Procurement.  The requisition must identify the successful supplier from a competitive process involving at a minimum three written quotes.  If three written quotes were not obtained, a duly approved Single Source/Sole Source Certificate must accompany the purchase requisition. See Schedule IV for Single Source/Sole Source Certification Procedures.

There are three processes available to obtain the quotes. The most appropriate process may vary depending on the specifics of your requirements.  Contact Procurement to discuss.

Informal - Three Written Quotes with Purchase Requisition

The purchase requisition submitted to Procurement must identify the supplier and be accompanied by the three written quotes obtained along with, if applicable, a brief explanation why the lowest quote was not selected.

Formal Invitational Competitive Process

The purchase requisition submitted to Procurement must identify the successful supplier of the formal invitational competitive process.  With this process, a formal RFx document will be issued to at least three suppliers identified by WDGPH and will not be posted publically.  See Schedule VI for detailed formal RFx procedures.

Formal Open Competitive Process

The purchase requisition submitted to Procurement must identify the successful supplier of the formal open competitive process.  With this process, a formal RFx document will be publically posted to the marketplace to allow all interested suppliers the opportunity to submit a bid.  See Schedule VI for detailed formal RFx procedures.

$50,001 and more

For procurement transactions with a total procurement value greater than $50,000, an approved purchase requisition including account coding must be sent to Procurement.  The requisition must identify the successful supplier from a formal open competitive process.  If a formal open competitive process is not done, a duly approved Single Source/Sole Source Certificate must accompany the purchase requisition.

Formal Open Competitive Process

The purchase requisition submitted to Procurement must identify the successful supplier of the formal open competitive process.  With this process, a formal RFx document will be publically posted to the marketplace to allow all interested suppliers the opportunity to submit a bid.  See Schedule VI for detailed formal RFx procedures.

PROCUREMENT PROCESSESCONSULTING SERVICES

For procurement transactions for consulting services, regardless of total procurement value, an approved purchase requisition including account coding must be sent to Procurement.  The requisition must identify the successful supplier from a competitive process involving at a minimum three written quotes.  If three written quotes were not obtained, a duly approved Single Source/Sole Source Certificate must accompany the purchase requisition. See Schedule IV for Single Source/Sole Source Certification Procedures.

$0 to $50,000

There are three processes available to obtain the quotes. The most appropriate process may vary depending on the specifics of your requirements.  Contact Procurement to discuss.

Informal - Three Written Quotes with Purchase Requisition

The purchase requisition submitted to Procurement must identify the supplier and be accompanied by the three written quotes obtained along with, if applicable, a brief explanation why the lowest quote was not selected.

Formal Invitational Competitive Process

The purchase requisition submitted to Procurement must identify the successful supplier of the formal invitational competitive process.  With this process, a formal RFx document will be issued to at least three suppliers identified by WDGPH and will not be posted publically. See Schedule IV for detailed formal RFx procedures.

Formal Open Competitive Process

The purchase requisition submitted to Procurement must identify the successful supplier of the formal open competitive process.  With this process, a formal RFx document will be publically posted to the marketplace to allow all interested suppliers the opportunity to submit a bid. See Schedule IV for detailed formal RFx procedures.

$50,001 and more

Formal Open Competitive Process

The purchase requisition submitted to Procurement must identify the successful supplier of the formal open competitive process.  With this process, a formal RFx document will be publically posted to the marketplace to allow all interested suppliers the opportunity to submit a bid.  See Schedule IV for detailed formal RFx procedures.

EXEMPTIONS TO REQUIREMENTS OF PROCUREMENT PROCESS

See Schedule I for the list of goods and services considered exempt from the requirements of the procurement processes. Procurement may modify this list at its discretion. 

PUBLIC NOTICE OF BIDDING OPPORTUNITIES

The minimum form of advertising for opportunities of $50,000 or more will be posting to the Merx website (www.merx.com)

Competitive bidding documents will be available either through www.merx.com or through the WDGPH website.

All bidding opportunities of $100,000 or more are required to be advertised for a minimum of fifteen calendar days.

If a pre-qualification process has taken place to create a Vendor of Record list for a subsequent bidding opportunity, advertising is not required for subsequent bidding opportunities regardless of the total procurement value.

These advertising provisions do not apply to sole source or single source procurement projects.

CONTRACT AWARD 

Upon completion of the competitive process, WDGPH will send a formal contract award notification to the supplier selected as a result of the competitive bid process.

The contract must be finalized using the Form of Agreement that was included in the competitive bid documents.

The Form of Agreement between WDGPH and the Successful Proponent must be formally defined and signed before the provision of goods and services commences.

In circumstances where a Form of Agreement was not included in competitive bid documents, a WDGPH purchase order document must be processed before the provision of goods and services commences.

BID DISPUTE RESOLUTION

Formal competitive bid documents must outline bid dispute resolution procedures to ensure that any dispute is handled in an ethical, fair, reasonable and timely fashion.  WDGPH has established bid dispute resolution procedures to address suppliers’ concerns related to any aspect of the procurement process.

See Schedule VII for Bid Dispute Resolution procedures.

CONTRACT MANAGEMENT

Procurements and the resulting contracts must be managed responsibly and effectively.

The responsibilities of WDGPH and the supplier must be clearly defined in a signed written contract before the provision of goods or services begins.

Contracts must include appropriate cancellation or termination clauses.

All invoices must contain detailed information sufficient to warrant payment.  Payments must be made in accordance with provisions of the contract.

Supplier performance must be managed and documented and any performance issues must be addressed in a timely manner. To manage disputes with suppliers throughout the life of the contract, a contract performance dispute procedure will be followed. See Schedule VIII for Contract Performance Dispute Resolution Procedures.

Multiple performance issues that cannot be resolved may result in the bidder being excluded from future competitive bid opportunities.  See Schedule IX for Bidder Exclusion Procedures.

CONTRACT EXTENSION

The term of the agreement and any options to extend the agreement must be set out in the competitive bid documents. 

A Single Source/Sole Source Certificate approved by an appropriate authority within WDGPH as defined by the WDGPH procedure CA.51.02.103 Signing Authority must be obtained before executing any modifications to the term of the agreement.

This is accomplished by completing the form CA.30.01.213 Contract Review: Internal Approval of Amendment or Extension.

Extending the term of agreement beyond that set out in the competitive bid documents amounts to non-competitive procurement where the extension affects the value and/or stated deliverables of the procurement.  A duly approved by an appropriate authority within WDGPH as defined by the WDGPH procedure CA.51.02.103 Signing Authority must be obtained before executing any modifications to the term of the agreement.

Single Source /Sole Source Certificate must be completed in this instance.

CO-OPERATIVE PURCHASING

WDGPH is authorized to participate in and/or join in co-operative purchasing arrangements with other public agencies where the best interests of WDGPH will be served.

RISK MANAGEMENT

INSURANCE

Prior to execution of the contract or where deemed appropriate by the WDGPH’s Insurer, evidence of satisfactory insurance coverage must be obtained from the supplier’s insurance broker in the form of a valid Certificate of Insurance with WDGPH named as Additional Insured.  This ensures indemnification of WDGPH from any and all claims, demands, losses, costs or damages resulting from the performance of a supplier’s obligations under the contract.   

  • Commercial General Liability;
  • Automobile Liability; and
  • ​Professional Errors and Omissions Liability

The level of insurance coverage that provides an appropriate amount of protection for WDGPH shall be determined by Procurement in consultation with the Program area.  In the event of an unusually large budget or high risk project, Procurement may recommend a higher insurance coverage limits to ensure that these risks are covered adequately.

The supplier is required to keep in force the required insurance coverage throughout the course of the project and will not allow the Certificate of Insurance to lapse or change without giving thirty days notice to Procurement.

WSIB

If the Supplier is subject to the Workplace Safety and Insurance Act (“WSIA”) and to the extent that the deliverables involve work that is performed on WDGPH premises, the supplier will warrant and agree that it has complied and will comply with all applicable workplace safety and insurance laws and regulations and must provide proof of coverage by means of a valid clearance certificate from the Workplace Safety and Insurance Board to WDGPH upon request.

ACCESS TO INFORMATION

The disclosure of information received relevant to the issue of bid solicitations or the award of contracts emanating from bid solicitations shall be made by the appropriate officers in accordance with the provisions of the Municipal Freedom of Information and Protection of Privacy Act and the Personal Health Information Protection Act, or as may otherwise be required by law.

Suppliers are cautioned that their bid submissions may be subject to disclosure and are advised to clearly mark as proprietary and confidential those parts of their bid submissions which it contends, if disclosed to third parties, would cause loss or damage.

CONFIDENTIALITY

Suppliers may be required to sign the Obligation of Confidentiality – Service Provider/Consultant document upon contract award. 

DISPOSAL OF SURPLUS GOODS

Except where surplus goods are traded in as part of a replacement purchase, WDGPH shall sell or dispose of the goods by public auction and in accordance with Ministry funding contracts.

​​REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy:  CA.51.01.112 Procurement
Broader Public Sector Procurement Directive Implementation Guidebook
Workplace Safety and Insurance Act
Municipal Freedom of Information and Protection of Privacy Act
Personal Health Information Protection Act
CA.30.01.212 Purchase Requisition
CA.30.01.213 Contract Review: Internal Approval of Amendment or Extension.
CA.30.01.214 Single Source/Sole Source Certificate
CA.51.02.102 Agency Credit Cards
CA.51.02.103 Signing Authority
CA.30.01.103 Obligation of Confidentiality – Service Provider/Consultant

CONTACT FOR INQUIRIES

Manager, Finance

APPROVED BY

Director, Finance and Corporate Operations 

SCHEDULE I – GOODS AND SERVICES EXEMPT FROM PROCUREMENT PROCESS

This procurement processes described in this procedure do not apply to the following goods and services:

1. Training and Education

  • Conferences, conventions, workshops, courses and seminars;
  • Magazines, subscriptions, books and periodicals; and
  • Memberships.

2. Refundable Staff Expenses

  • Advances;
  • Meal allowances; and
  • Travel (km travelled and hotel accommodation).

3. WDGPH General Expenses

  • Payroll remittances;
  • Employee benefit remittances;
  • Workplace Safety and Insurance Board remittances;
  • Petty cash replenishments;
  • Tax remittances;
  • Purchase of investments;
  • Real Estate Fees and commissions;
  • Charges to or from other government agencies;
  • Damage claims; and
  • Rent or lease payments.

4. Utilities

  • Water;
  • Sewer;
  • Natural Gas;
  • Electricity;
  • Postage; and
  • Telecommunications.

5. Advertising Services

  • Radio;
  • Television;
  • Newspaper; and
  • Magazines.

6. Professional Services

  • Banking Services;
  • Insurance Services;
  • Legal Fees; and
  • Accounting Fees.

SCHEDULE IIQUOTATION REQUEST PROCESS

The completion of the Quotation Request Process is required prior to the completion of a Purchase Requisition form.

Procurement is available to assist with market and product research and with obtaining all types of quotations whether through informal or formal, non-competitive or competitive processes.

Please contact Procurement at the beginning of your project to discuss the options available to obtain the quotes needed that get you the right goods and services at the right time and at the right price while remaining compliant with the WDGPH Procurement policy.

It is very important that the specifications of goods and the scope of work for services are as complete and accurate as possible prior to obtaining any quotes. If we proceed with an order based upon incomplete or inaccurate requirements, it will negatively impact WDGPH and our clients as well as the supplier resulting in increased costs and delayed timelines.

The final responsibility for complete and accurate specifications for goods and scope of work for services lies with the program areas.  Procurement will not obtain quotes based on verbal communication only.

Only after the appropriate quote process has been completed and the quotes reviewed should a completed purchase requisition be forwarded to Procurement.

For informal quotations, you have the option of obtaining the quotes on your own and forwarding to Procurement.  If three quotes are obtained, Procurement will vet all quotes to ensure that all necessary information has been included and that the supplier chosen was based upon a comparison that is fair, transparent and defendable.

1. If you know the specifications or scope of work and an informal competitive process is compliant with the WDGPH Procurement Policy, you may:  

  • Forward the specifications or scope of work to Procurement to obtain the quotes on your behalf;  OR
  • Obtain the quotes yourself. 

2. If you know the specifications or scope of work and a formal competitive process is required to be compliant with the WDGPH Procurement Policy, you must:

  • Forward the specifications or scope of work to Procurement where a formal competitive bid process will be initiated. 

3. If you don’t know what is available in the marketplace to meet your needs or you have a basic idea and want to do additional research, you may engage Procurement to assist you with your research, either informally or formally. To focus the research, the following descriptions of your requirements will be requested:

For Goods:

Physical Characteristics:   The shape, size, dimensions, mass, weight and any other visual parameters to uniquely distinguish an item.  

Performance Characteristics:  The action or actions that an item is designed to perform.

For Services:

Objectives: Why is a project initiated in the first place?

Deliverables:  What project results will be delivered upon completion?

Limiting Factors: What are the items that impose constraints on the project with levels that cannot be exceeded?  Examples include budget, schedule, available resources.

Tasks:  What is the total work that has to be done to meet the objective?

Procurement may do informal market research or initiate a formal process of a Request for Information or Request for Expressions of Interest.  

SCHEDULE IIIIT AND FACILITIES QUOTATION REQUEST PROCESS

For purposes of this schedule, please note the following definitions:

IT:  All computer hardware, software and peripherals

Facilities:  All furniture valued > $500.00, seating and storage units.

The completion of the IT and Facilities Quotation Request Process is required prior to the completion of a Purchase Requisition form.

Prior to contacting Procurement, please review all specification details with Corporate Operations.  Operations will utilize their subject matter expertise to finalize what is best for the application required.

It is very important that the specifications of goods and the scope of work for services are as complete and accurate as possible prior to obtaining any quotes. If we proceed with an order based upon incomplete or inaccurate requirements, it will negatively impact WDGPH and our clients as well as the supplier resulting in increased costs and delayed timelines.

Once you have written approval of the specifications by Corporate Operations through the completion of a CA.30.01.216 Operations Specifications Approval for IT or Facilities form, forward the completed form to Procurement to initiate a discussion of the options available to obtain the quotes needed that get you the right goods and services at the right time and at the right price while remaining compliant with the WDGPH Procurement policy.

The final responsibility for complete and accurate specifications for IT and Facilities goods and services lies with Corporate Operations. Procurement will not obtain quotes without written confirmation from Corporate Operations of the specifications.

Only after the appropriate quotation procedure has been completed and the quotes reviewed should a completed purchase requisition be forwarded to Procurement.

For informal quotations, you have the option of obtaining the quotes on your own and forwarding to Procurement.  If three quotes are obtained, Procurement will vet all quotes to ensure that all necessary information has been included and that the supplier chosen was based upon a comparison that is fair, transparent and defendable.

1. If an informal competitive process is compliant with the WDGPH Procurement policy, you may:         

  • Forward the specifications or scope of work to Procurement to obtain the quotes on your behalf ; OR
  • Obtain the quotes yourself.  

2. If a formal competitive process is required to be compliant with the WDGPH Procurement policy, you must:

  • Forward the specifications or scope of work to Procurement where a formal competitive bid process will be initiated.  

SCHEDULE IVSINGLE SOURCE / SOLE SOURCE CERTIFICATION

WDGPH should employ a competitive bid process to achieve optimum value for money. It is recognized, however, that special circumstances may require WDGPH to use non-competitive procurement.  Non-competitive procurement may be utilized only in situations outlined in the exemption, exception or non-application clauses of the Agreement on Internal Trade (AIT) or other trade agreements.

Prior to commencement of non-competitive procurement, WDGPH must formally establish the applicability of an exemption, exception or non-application clause of the AIT or other trade agreements.  

This is done through the completion of a Single Source/Sole Source Certificate that is approved by an appropriate authority within WDGPH as defined by the procedure CA.51.02.103 Signing Authority.

The completed and approved Single Source/Sole Source Certificate must be included with an approved CA.30.01.212 Purchase Order Requisition when submitted to Procurement for processing a purchase order.

SCHEDULE V – FORMAL INFORMATION GATHERING PROCESS (RFx)

Where results of informal supplier or product research are insufficient, formal information gathering processes may be used, if warranted, taking into consideration the time and effort required to conduct them.

Formal information gathering is beneficial in situations where WDGPH has incomplete information about the required goods or services or where WDGPH lacks information about the ability of the market to delivery these goods or services.

Information collected by means of formal information gathering will allow WDGPH to plan a cost-effective and fair procurement process.  Formal information gathering will allow WDGPH to clearly define procurement requirements and identify the presence of qualified and/or interested suppliers.

Request for Information

A Request for Information (RFI) is a tool to assess market capabilities as it gathers general supplier or product information. It is used to determine the characteristics of the ideal good or service. An RFI may include targeted questions about the required goods or services to gather information about leading practices, recommendations, expertise, and risks.

Request for Expressions of Interest

A Request for Expressions of Interest (RFEI) is used to gather information about supplier interest in an opportunity or information about supplier capabilities/qualifications.  It may be used to clarify the ability of the supplier community to provide the necessary services or solutions.

A response to RFI or RFEI must not be used to pre-qualify a potential supplier and must not influence the chances of the participating suppliers from becoming the successful proponent in any subsequent bid opportunity.

An RFI or RFEI must not:

  • Contain means of evaluating or comparing the collected information;
  • Result in the award of work;
  • Be used to prequalify potential suppliers; or
  • Result in a legal contract with a supplier. Care must be taken to avoid language that may create a commitment or liability on the part of WDGPH.

SCHEDULE VI –  FORMAL COMPETITIVE BIDDING PROCESS (RFx)     

COMPETITIVE DOCUMENT FORMATS

Formal competitive bidding processes will be coordinated and led by Procurement and include the following documents:

  • Requests for Proposal;
  • Requests for Tender;
  • Requests for Quote; and
  • Requests for Supplier Prequalification.

No single procurement method is appropriate for all situations. To rely exclusively on open formal competitive procurement processes for all procurements will not result in achieving value for money. Alternatively, to rely exclusively on informal approaches such as requesting quotes from known suppliers will not demonstrate the values of fairness, equity and transparency.

The appropriate method will be determined by Procurement after review of the project details with the program area.

It is not the intent of WDGPH through the use of any competitive bid document to create a formal legally binding bidding process. Any process used shall not give rise to the legal rights or duties applied to a formal “Contract A” binding bidding process or any other legal obligations arising out of any tendering process contract or collateral contract and instead shall be governed by the common law applicable to direct commercial negotiations.

All bidding documents will state, at a minimum, the WDGPH intent for the bidding process to be non-binding, that neither the proponent nor WDGPH will have the right to make any breach of contract, tort or other claims against the other with respect to the award of a contract, failure to award a contract or failure to honour a response to a bid document and that there is no contract in place until execution of a written agreement or purchase order.

It is the responsibility of the proponents to review all competitive bid documents in detail on a case by case basis to ensure their understanding of, and agreement with, the incorporated terms.   

To facilitate this, WDGPH has chosen to use flexible format bid documents and processes. This flexibility allows for negotiation and dialogue with bidders in a structured, open and transparent format. 

The types of flexible format bid documents include:

For Requests for Proposal:

  1. Consecutive Negotiation RFP:  Ranks submissions based on price and non-price factors and allows WDGPH to negotiate a contract award with the top scoring proponent.  If and when it becomes apparent that WDGPH and the proponent cannot come to terms, WDGPH may begin negotiations with the next highest scoring proponent.  This process may continue until there are no qualified proponents remaining at which point WDGPH will cancel the RFP process.
     
  2. Concurrent Negotiation (“Best and Final Offer, BAFO”) RFP: Allows WDGPH to enter into parallel discussions with multiple short-listed proponents after a preliminary screening process that identifies the finalists.  These discussions allow for the development or refinement of potential solutions and may result in a single viable solution or multiple viable solutions. At the close of discussions, WDGPH invites each short-listed proponent to submit its best and final offer.  The final ranking is based upon those final offers. 

For Requests for Tender/Requests for Quote:

The same document will be used for each of the above bid documents with the following differences in application as described below:

  1. RFT:  Open process used where a fully open competitive process is required. Evaluated based solely on price and possibly delivery requirements.
     
  2. RFQ:  Invitational process used where a fully open competitive process is not required but where a minimum of three suppliers must be invited to submit quoted. Evaluated based solely on price and possibly delivery requirements.

For the RFT and RFQ formats, the lowest bid will not necessarily be accepted.  In these situations, clear and defensible business rationale will be documented to support this decision.

For Requests for Supplier Prequalification:

This process will utilize one of the Requests for Proposal formats described above in order to determine a Prequalified Suppliers List.

CANCELLATION OF A COMPETITIVE BID PROCESS

WDGPH may cancel a competitive bid process without liability at any time.

PROCUREMENT PLANNING

Planning should be made an integral part of the procurement process and should include the following points:

  • Early identification of needs;
  • Clear definition of requirements;
  • Justification of the acquisition; and
  • Compatibility of procurement needs with legal and business requirements as well as internal policies and procedures. 

PROCUREMENT LEAD

WDGPH Procurement will be assigned as Procurement Lead to ensure that the procurement process is conducted in an ethical, lawful, effective and accountable manner.

DEVELOPMENT OF COMPETITIVE BIDDING DOCUMENTS

To conduct a competitive bid process, competitive bid documents must be developed that will be made available to prospective proponents.

Competitive bid documents should include:

  • Name and contact information of the individual to contact for information about the competitive bid documents.  Suppliers should be cautioned that contacting any other person from WDGPH regarding the competition may lead to their disqualification. Individuals within WDGPH must not provide any information relating to the procurement to a third party;
  • A clear description of the required goods or services. Goods or services must be described in generic and/or functional terms specific to the business needs.  Where it is necessary to provide specifications in non-generic  and/or non-functional terms, the specifications must set out the performance requirements in a manner that would not unfairly favour certain suppliers;
  • Process and time deadline for the submission of questions regarding the bid documents;
  • Location where bid submissions will be delivered.
  • A time deadline for bid submissions, including a caution that submissions received after the deadline will be refused;
  • Mandatory criteria that must be met (including forms to be included with bid submission, verification of technical standards etc.) at the time of bid submission.  Competitive documents must clearly state that submissions that do not meet the mandatory criteria will be disqualified. The evaluation of mandatory criteria is completed first. Only those bid submissions that pass the mandatory evaluation will move forward to subsequent evaluation stages;
  • Full disclosure of the evaluation criteria (including weighting) and methodology to be used to evaluate bid submissions;
  • A statement that the procurement is subject to the AIT Annex 502.4;
  • Notice that any confidential information supplied to WDGPH may be disclosed by WDGPH where it is obliged to do so under MFIPPA and/or PHIPPA, by an order of a court or tribunal, or otherwise required by law; and
  • A draft form of the agreement to be signed in the event of a procurement award. 

LOCATION FOR DELIVERY OF BID SUBMISSIONS

If hard copy bids are requested, bid submissions will be delivered to:

Wellington-Dufferin-Guelph Public Health
160 Chancellors Way
Guelph, ON  N1G 0E1
Attn: Procurement & Projects Analyst

If electronic bids are requested, bid submission instructions will be included in the competitive bid documents.

ADVERTISING OF COMPETITIVE BIDDING DOCUMENTS TO SUPPLIER COMMUNITY

For open competitive bidding processes, documents must be posted on an electronic tendering system that is readily accessible by all Canadian suppliers.  The medium used for advertising must be consistent from procurement to procurement.

TIMELINES FOR ADVERTISING THE COMPETITIVE BIDDING DOCUMENTS  

WDGPH will provide suppliers a minimum response time of 15 calendar days for procurement of goods and services valued at $50,000 or more.   

Sufficient time must be given to potential proponents to prepare bids.  The goal of advertising the competitive bid documents is to receive the highest number of quality bids thus achieving the optimum value for money. A bid response time should be selected that takes into consideration procurement complexity, risk, and time necessary to prepare and submit bids.

COMMUNICATIONS DURING THE COMPETITIVE PROCESS

The competitive process begins when the competitive bid documents are issued (Start Date); either public advertised for open procurement or sent directly to a minimum of three suppliers for invitational procurement. 

The competitive process ends when WDGPH signs an agreement with a supplier (End Date).

Throughout the competitive bid process, all communication with suppliers involved in the process must occur formally through the contact person identified in the competitive documents.

Prior to Bid Closing Date:

From the Start Date to the time deadline for bid submissions (Closing Date), WDGPH will communicate with suppliers via only Addendum or Question and Answer (Q&A) response. Addenda and Q&A responses will be communicated to suppliers in the same manner as the competitive procurement documents in order to be available to all suppliers thus ensuring a level playing field.

Addendum Response: Addenda are prepared when the competitive bid documents need to be modified (E.g. adding or deleting information due to errors, conflicts or omissions in the documents).

Question and Answer Response: Q&A responses are prepared when the competitive bid documents require clarification but there is no need to modify these documents.

During Evaluation Period:

During the evaluation period (Closing Date to End Date), WDGPH will not communicate with suppliers on matters relating to the competitive bid process unless it is to seek clarification of a bid submission.  To ensure that the bid clarification does not constitute bid repair, WDGPH may seek legal advice.  All competitive process-related communications that occur during this period must be documented.

After Proposal Evaluation and Agreement with Supplier is Signed:

WDGPH will notify unsuccessful suppliers of competitive process results as soon as possible after contract award.  This notification will include the name of the successful supplier and will thank them for participating in the competitive process.

For procurements valued at $50,000 or more, after execution of the agreement, WDGPH must issue, in the same manner as the competitive bid documents were issued, a contract award notification. This notification must include the name of the successful supplier, the agreement start and end dates and any extension options.

BIDDER’S MEETING ( SITE VISITS )

WDGPH may hold a bidder’s meeting where there is important information pertaining to the procurement in question that suppliers may understand better if presented to them in person.  Bidder’s conferences are usually held shortly after the competitive documents are posted. This is done to give the proponents sufficient time to draft bids based on the information given at the bidder’s meeting.

The competitive documents must contain information about the meeting including, but not limited to:

  • Time and location of meeting;
  • Items to be covered; and
  • Whether attending the bidder’s meeting is mandatory. Where WDGPH makes attendance mandatory, the competitive documents will specify that the bids of proponents who did not attend the meeting will be returned unopened. 

During a bidder’s meeting, only the procurement in question may be discussed.

Questions and answers provided at a bidder’s meeting must be communicated to all proponents, irrespective of whether they attended the meeting.  This communication will be in the same manner as the competitive procurement documents.

BID RECEIPT

Bid submission date and closing time must be clearly stated in competitive bid documents. WDGPH will set the closing date on a normal working day (i.e. Monday to Friday excluding Provincial and National holidays.) Submissions delivered after the closing time will be returned unopened.

If bids are received in hard copy format via courier, the package will be delivered to Procurement where it will be date stamped with a notation made of the exact time of receipt and securely stored until the time of bid opening.

If hard copy bids are delivered in person, the bid package must be delivered to the Reception desk at 160 Chancellors Way.  A member of the Reception team will date stamp the package and make notation of the exact time of receipt.  The package will be forwarded to Procurement where it will be securely stored until the time of bid opening.

If electronic bids are submitted instructions will be included in the competitive bid documents.

BID OPENING

Bid submissions will be opened only after the closing time specified in the competitive documents has lapsed.

WDGPH will not hold public bid openings.  Bid submissions will be opened by the Procurement & Projects Analyst with at least one WDGPH witness present.  As the bids are opened, a formal bidders list will be created as the mandatory criteria are reviewed and both the Procurement & Projects Analyst along with all witnesses will sign off on the bidders list and mandatory criteria review results.

DISQUALIFICATION OF BIDS

Communication with WDGPH Contact Other Than the Contact Identified in the Competitive Bid Documents

All formal competitive bid documents will identify the WDGPH Procurement & Projects Analyst as the sole contact for bidders to use for any communications with WDGPH concerning the bid process during a blackout period beginning when the procurement documents are issued and ending when the agreement is signed by WDGPH and the successful proponent.

Any communication concerning the bid process during the blackout period from a bidder to a WDGPH contact other than the WDGPH Procurement & Projects Analyst will result in automatic disqualification of the bidder.

Late Submissions

Bid submissions should be submitted on or before the Submission Date and Time outlined in the competitive bid documents.

However, a proponent may, at its option, email the WDGPH Contact prior to the Submission Date with delivery details including the anticipated arrival time of its submission.  In the event the submission does not arrive as scheduled, WDGPH may provide those proponents who have given such prior notice on additional Business Day to effect the delivery of their submissions.  The Submission Date shall be deemed to be adjusted accordingly for the purpose of accepting those proposals.  For the purposes of this Section, “Business Day” is defined as any working day between 8:30 a.m. and 4:30 p.m., Monday to Friday inclusive but excluding statutory and other holidays that WDGPH has elected to be closed for business.

Not Attending a Mandatory Site Visit

Failure to attend a mandatory site visit required as part of the formal competitive process will result in automatic disqualification of the bidder.

Punctuality of the bidders at site visits is expected.  WDGPH may disqualify a bidder for being late to a mandatory site visit.  This will be determined on a case by case basis. 

Mandatory Requirements and Rectification Period

WDGPH recognizes that submissions presented in response to bid solicitations may contain errors that may not be immediately fatal to the consideration of the submission.

All competitive bid documents will include a list of mandatory requirements that must be included with the bid submission.  These mandatory requirements may not be the same from competitive bid document to competitive bid document.  Proponents whose submissions do not meet the mandatory requirements as of the Submission Date will be provided an opportunity prior to a Rectification Date to correct deficiencies in the mandatory requirements.

Submissions satisfying the mandatory requirements before the Rectification Date will proceed to the next stage of evaluation.  Submissions failing to satisfy the mandatory requirements will be excluded from further consideration.

Following is a list of irregularities that will be subject to the Rectification Period:

  • A proponent has made changes to any of the submission forms other than inserting the information requested;
  • Submission forms are not fully completed according to the instructions on the form;
  • Requested documents are not included;
  • Submission not written in ink or other non-erasable medium;
  • Changes made to any part of a submission that have not been initialled to verify authenticity and
  • Submissions not made in the prescribed manner as identified in the competitive bid documents.

EVALUATION CRITERIA

Evaluation criteria must be developed, reviewed and approved by the Manager responsible for the procurement budget prior to commencement of the competitive bid process.

Competitive bid documents must clearly outline mandatory, rated and other criteria that will be used to evaluate submissions including the weighting of each criterion.

The evaluation criteria are to be altered ONLY by means of addendum to the competitive procurement documents.

WDGPH must only use the evaluation criteria outlined in the competitive bid documents when selecting the winning submission. 

As evaluation criteria, WDGPH may use price, quality, transition costs, delivery, servicing, environmental considerations, capacity of the supplier to meet the requirements, experience and financial capacity of the supplier as well as any other factor directly related to the procurement.

Maximum justifiable weighting must be given to the price component of the evaluation criteria.  This does not mean that price must have the highest weighting of all criteria but rather the highest weighting that is reasonable and able to be explained.

WDGPH may request suppliers to provide alternate strategies or solutions as part of their bid submission. Evaluation criteria for alternate strategies or solutions will be established prior to commencement of the competitive bid process. Alternative strategies or solutions must not be considered unless explicitly requested in the competitive bid documents.

NON-DISCRIMINATION

WDGPH must not discriminate or exercise preferential treatment in awarding a contract to a supplier as a result of a competitive bid process.  

Discriminatory Procurement Practices include, but are not limited to, the following:

Differentiating between suppliers on the basis of geographic location in Canada;
The giving of preference to selected bids after bids have been submitted and without any mention of the intended preference in the competitive bid documents; and
The unjustifiable exclusion of a qualified supplier from bidding.

EVALUATION PROCESS METHODOLOGY

Competitive bid documents must fully disclose the evaluation methodology to be used in assessing bid submissions, including the method of resolving a tie score.

The methodology must include:

  • A clear list of all mandatory requirements to be included with the bid submission. WDGPH will indicate that the mandatory requirements will be assessed on a pass/fail basis, outline how suppliers can achieve a passing grade and state that were a submission is found to be non compliant with a mandatory requirements, no further evaluation of the submission will occur;
  • All weights, including sub-weights, for the rated evaluation criteria, where applicable;
  • Description of short-listing processes, including any minimum-rated score requirements;
  • The role and weight of other criteria including reference checks, interviews and demonstrations; and
  • Description of the price evaluation methodology including scenarios of the evaluation process to determine cots for specific volumes or service levels, where applicable.   The evaluation of price should take place after the evaluation of the mandatory requirements and rated criteria for all bids received.

EVALUATION TEAM

Competitive bid process require an evaluation team responsible for reviewing and rating the compliant bids.

Members should be selected and their participation confirmed before the competitive bid documents have been issued. Ideally, evaluation team members should be included in the development of the specifications, evaluation criteria and weighting.

An evaluation team should possess qualifications for proper bid evaluation.

Procurement will be responsible for the review of mandatory requirement compliance, scoring of the pricing component of the evaluation and the performance of any reference checks.  Where feasible, Procurement will participate in the evaluation of the rated criteria.

CONFLICT OF INTEREST DECLARATION AND NON-DISCLOSURE AGREEMENT

Evaluation team members must be made aware of the restrictions related to utilization and distribution of confidential and commercially sensitive information collected through the competitive bid process and refrain from engaging in activities that may create or appear to create a conflict of interest.

Evaluation team members must sign a CA.30.01.205 Confidentiality/Conflict of Interest Declaration and non-disclosure of confidential information agreement.

EVALUATION MATRIX

Each individual member of the evaluation team must complete an evaluation matrix, rating each of the submissions.  This rating must be done independently and without consultation with other members of the evaluation team.  

Records of evaluation scores must be retained for audit purposes.  Evaluators must ensure that everything they say about a bid submission is fair, factual and fully defensible.

The individual member scoring will then be consolidated with the average of all individual scores calculated to determine a proponent’s score for each criterion.

WINNING BID

The bid submission that receives the highest evaluation score and meets all mandatory requirements set out in the competitive bid document must be declared the winning bid.

SUPPLIER DEBRIEFING

For procurements valued at $50,000 or more, WDGPH must inform all unsuccessful suppliers about their entitlement to a debriefing. 

Unsuccessful suppliers are allowed 60 calendar days following the date of the contract award notification to request a debriefing.

When conducting supplier debriefings, WDGPH must:

  • Confirm with each supplier the date, time and location of the debriefing session in writing;
  • Conduct separate debriefings with each supplier;
  • Conduct debriefing sessions in a consistent manner.  Ideally, the same participants from WDGPH will participate in all debriefings related to a competitive process;
  • Not disclose information concerning other suppliers;
  • Not answer questions unrelated to the competitive process; and
  • Retain all correspondence and documentation related to the debriefing sessions. 

SCHEDULE VII -BID DISPUTE RESOLUTION PROCEDURE

Where a supplier wishes to dispute the outcome of a bid process, subsequent to a debriefing with the Procurement and Project Analyst, the process outlined below is to be followed:

1. The aggrieved party is to file their bid protest with the Manager, Finance, by method requiring signature proof of delivery, within 15 business days of the debriefing meeting.

The aggrieved party’s filing should include:

  • The name and address of the bidder;
  • Identification of the contract or bid solicitation being protested;
  • Detailed and factual statement of the grounds for protest;
  • Supporting documentation; and
  • Desired relief, action or ruling. 

2. The Manager, Finance will respond to the aggrieved party, by method requiring signature proof of delivery, within 10 business days of receiving the bid protest notice.

3. If a resolution cannot be met, the aggrieved party must contact the Director, Finance and Corporate Operations and copy the Manager, Finance by method requiring signature proof of delivery, within 10 business days of receiving the first response from the Manager, Finance.

4. The Director, Finance and Corporate Operations will respond to the aggrieved party, by method requiring signature proof of delivery, within 10 business days of receiving the bid protest notice.

5. The final decision on the issue will come from the Director, Finance and Corporate Operations.

Contact information for these individuals can be found on the WDGPH directory located at:
https://www.wdgpublichealth.ca/?q=mgtteam

SCHEDULE VIIICONTRACT PERFORMANCE DISPUTE RESOLUTION PROCEDURES

Where a supplier wishes to dispute the results of a contract performance review, the process outlined below is to be followed:

1. The supplier is to file their dispute via email with the Procurement & Projects Analyst and will follow-up to ensure acknowledgement of receipt. 

  • The name and address of the supplier;
  • Identification of the contract and specific performance issue being protested;
  • Detailed and factual statement of the grounds for protest; and
  • Supporting documentation

2. The Procurement & Projects Analyst will respond to the supplier via email within 10 business days of acknowledging receipt of the dispute email. 

3. If a resolution cannot be met, the supplier must contact the Manager, Finance and copy the Procurement & Projects Analyst by email within 10 business days of receiving the first response from the Procurement & Projects Analyst.

4. The Manager, Finance will respond to the supplier by email within 10 business days of receiving the dispute email.

5. If a resolution cannot be met, the supplier must contact the Director, Finance and Corporate Operations and copy the Manager, Finance within 10 business days of receiving the response from the Manager, Finance.

6. The Director, Finance and Corporate Operations will respond within 10 business days of receiving the dispute email.

7. The final decision on the issue will come from the Director, Finance and Corporate Operations. 

Contact information for these individuals can be found on the WDGPH directory located at:
https://www.wdgpublichealth.ca/?q=mgtteam

SCHEDULE IXBIDDER EXCLUSION PROCEDURES

WDGPH may prohibit a supplier from participating in a competitive bid process based on past performance or inappropriate conduct in a prior competitive bid process.

Continuing to contract with these problematic suppliers is high risk to project success, resource draining and costly with potential of legal action which will negatively impact WDGPH clients.

Past Performance

Contract management recordkeeping and post-performance assessments of contractors will be conducted to ensure evidence is available to prove poor performance and its relevance to the evaluation of a current bid submission.

Supplier performance will be managed and documented and any performance issues will be addressed with the supplier in a timely manner.  Prior to reaching the stage of being excluding from a competitive bid process, it is expected that suppliers will have followed the Contract Performance Dispute Resolution Procedures identified in Schedule VII.

Inappropriate Conduct

Inappropriate conduct includes, but is not limited to, the following:

  • Refusal of the supplier to honour pricing or other commitments made in its bid submission;
  • Bid submissions containing misrepresentations or any other inaccurate or misleading information;
  • Engaging in conduct that compromises, or could be perceived as compromising, the integrity of the competitive bid process;
  • Communicating with any person with a view to influencing preferred treatment in the RFP process;
  • A supplier’s Conflict of Interest, as solely determined by WDGPH, that could, or could be seen to, compromise the unbiased nature of the supplier’s decisions and the performance of the supplier’s contractual obligations; and
  • The filing of repeated frivolous complaints regarding the competitive bid process and its results.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  1. If you know the specifications or scope of work and an informal competitive process is compliant with the WDGPH Procurement Policy, you may:  
    • Forward the specifications or scope of work to Procurement to obtain the quotes on your behalf;  OR
    • Obtain the quotes yourself.
  2. If you know the specifications or scope of work and a formal competitive process is required to be compliant with the WDGPH Procurement Policy, you must:
    • Forward the specifications or scope of work to Procurement where a formal competitive bid process will be initiated. 
  3. If you don’t know what is available in the marketplace to meet your needs or you have a basic idea and want to do additional research, you may engage Procurement to assist you with your research, either informally or formally. To focus the research, the following descriptions of your requirements will be requested:
    • Forward the specifications or scope of work to Procurement to obtain the quotes on your behalf ; OR
    • Obtain the quotes yourself. 
    • Forward the specifications or scope of work to Procurement where a formal competitive bid process will be initiated.  
    • Contain means of evaluating or comparing the collected information;
    • Result in the award of work;
    • Be used to prequalify potential suppliers; or
    • Result in a legal contract with a supplier. Care must be taken to avoid language that may create a commitment or liability on the part of WDGPH.
    • Requests for Proposal;
    • Requests for Tender;
    • Requests for Quote; and
    • Requests for Supplier Prequalification.
    1. Consecutive Negotiation RFP:  Ranks submissions based on price and non-price factors and allows WDGPH to negotiate a contract award with the top scoring proponent.  If and when it becomes apparent that WDGPH and the proponent cannot come to terms, WDGPH may begin negotiations with the next highest scoring proponent.  This process may continue until there are no qualified proponents remaining at which point WDGPH will cancel the RFP process.
    2. Concurrent Negotiation (“Best and Final Offer, BAFO”) RFP: Allows WDGPH to enter into parallel discussions with multiple short-listed proponents after a preliminary screening process that identifies the finalists.  These discussions allow for the development or refinement of potential solutions and may result in a single viable solution or multiple viable solutions. At the close of discussions, WDGPH invites each short-listed proponent to submit its best and final offer.  The final ranking is based upon those final offers.
    1. RFT:  Open process used where a fully open competitive process is required. Evaluated based solely on price and possibly delivery requirements.
    2. RFQ:  Invitational process used where a fully open competitive process is not required but where a minimum of three suppliers must be invited to submit quoted. Evaluated based solely on price and possibly delivery requirements.
    • Early identification of needs;
    • Clear definition of requirements;
    • Justification of the acquisition; and
    • Compatibility of procurement needs with legal and business requirements as well as internal policies and procedures. 
    • Name and contact information of the individual to contact for information about the competitive bid documents.  Suppliers should be cautioned that contacting any other person from WDGPH regarding the competition may lead to their disqualification. Individuals within WDGPH must not provide any information relating to the procurement to a third party;
    • A clear description of the required goods or services. Goods or services must be described in generic and/or functional terms specific to the business needs.  Where it is necessary to provide specifications in non-generic  and/or non-functional terms, the specifications must set out the performance requirements in a manner that would not unfairly favour certain suppliers;
    • Process and time deadline for the submission of questions regarding the bid documents;
    • Location where bid submissions will be delivered.
    • A time deadline for bid submissions, including a caution that submissions received after the deadline will be refused;
    • Mandatory criteria that must be met (including forms to be included with bid submission, verification of technical standards etc.) at the time of bid submission.  Competitive documents must clearly state that submissions that do not meet the mandatory criteria will be disqualified. The evaluation of mandatory criteria is completed first. Only those bid submissions that pass the mandatory evaluation will move forward to subsequent evaluation stages;
    • Full disclosure of the evaluation criteria (including weighting) and methodology to be used to evaluate bid submissions;
    • A statement that the procurement is subject to the AIT Annex 502.4;
    • Notice that any confidential information supplied to WDGPH may be disclosed by WDGPH where it is obliged to do so under MFIPPA and/or PHIPPA, by an order of a court or tribunal, or otherwise required by law; and
    • A draft form of the agreement to be signed in the event of a procurement award.
    • Time and location of meeting;
    • Items to be covered; and
    • Whether attending the bidder’s meeting is mandatory. Where WDGPH makes attendance mandatory, the competitive documents will specify that the bids of proponents who did not attend the meeting will be returned unopened.
    • A proponent has made changes to any of the submission forms other than inserting the information requested;
    • Submission forms are not fully completed according to the instructions on the form;
    • Requested documents are not included;
    • Submission not written in ink or other non-erasable medium;
    • Changes made to any part of a submission that have not been initialled to verify authenticity and
    • Submissions not made in the prescribed manner as identified in the competitive bid documents.
    • A clear list of all mandatory requirements to be included with the bid submission. WDGPH will indicate that the mandatory requirements will be assessed on a pass/fail basis, outline how suppliers can achieve a passing grade and state that were a submission is found to be non compliant with a mandatory requirements, no further evaluation of the submission will occur;
    • All weights, including sub-weights, for the rated evaluation criteria, where applicable;
    • Description of short-listing processes, including any minimum-rated score requirements;
    • The role and weight of other criteria including reference checks, interviews and demonstrations; and
    • Description of the price evaluation methodology including scenarios of the evaluation process to determine cots for specific volumes or service levels, where applicable.   The evaluation of price should take place after the evaluation of the mandatory requirements and rated criteria for all bids received.
    • Confirm with each supplier the date, time and location of the debriefing session in writing;
    • Conduct separate debriefings with each supplier;
    • Conduct debriefing sessions in a consistent manner.  Ideally, the same participants from WDGPH will participate in all debriefings related to a competitive process;
    • Not disclose information concerning other suppliers;
    • Not answer questions unrelated to the competitive process; and
    • Retain all correspondence and documentation related to the debriefing sessions.
    • The name and address of the bidder;
    • Identification of the contract or bid solicitation being protested;
    • Detailed and factual statement of the grounds for protest;
    • Supporting documentation; and
    • Desired relief, action or ruling.
    • The filing should include:
    • The name and address of the supplier;
    • Identification of the contract and specific performance issue being protested;
    • Detailed and factual statement of the grounds for protest; and
    • Supporting documentation.
    • Refusal of the supplier to honour pricing or other commitments made in its bid submission;
    • Bid submissions containing misrepresentations or any other inaccurate or misleading information;
    • Engaging in conduct that compromises, or could be perceived as compromising, the integrity of the competitive bid process;
    • Communicating with any person with a view to influencing preferred treatment in the RFP process;
    • A supplier’s Conflict of Interest, as solely determined by WDGPH, that could, or could be seen to, compromise the unbiased nature of the supplier’s decisions and the performance of the supplier’s contractual obligations; and
    • The filing of repeated frivolous complaints regarding the competitive bid process and its results.