Where can I pick up documents? What methods of payment are accepted to purchase documents?
Many no-charge documents are available in electronic (email) format. Simply follow the instructions in the Notice of Project and request them, providing the information required. Some documents have a non-refundable fee payable – these fees, which include HST, are payable by either cash, cheque, debit, Mastercard or Visa. Documents may be picked up in person at the Purchasing Division, work days between the hours of 8:30 a.m. to 4:30 p.m.. Cheques can be mailed or couriered to the same address, accompanied by a written request detailing full contact information, which document is being requested, in which format, and how it is to be sent.
As a member of the public, what pricing information am I allowed to have access to?
The City’s Purchasing Division posts award information for all Request for Tenders, Request for Quotations and Request for Proposals issued through the Purchasing office. For contracts that are awarded on a lump sum or total contract price basis, the award contractor’s name and the amount of the winning bid are posted on the City’s Purchasing website under the “Contract Awards” tab. For contracts that are awarded on a per unit price basis (i.e. awarded by hourly rate or per tonne rate) only the awarded contractor’s name is posted on the City’s Purchasing website under the “Contract Awards” tab. As per the Municipal Freedom of Information and Protection of Privacy Act (“MFIPPA”), unit price information is considered third party information and must be treated as confidential.
Where are public openings held?
Public Openings are held in the Tender Opening Room, inside the Purchasing Division. Interested parties should wait to be escorted to the Tender Opening Room, where tenders are publicly opened shortly after the closing time.
What will my business have to do to comply with the Accessibility Standards for the City of Brantford?
The City of Brantford is committed to providing equal treatment to people with disabilities with respect to the use and benefit of City services, programs, and goods in a manner that respects their dignity and that is equitable in relation to the broader public. Effective 1 January 2012, any person, business or organization that provides goods or services must conform with the Accessibility Standards for Customer Service, O. Reg. 429/07 (Appendix A) (“Regulation”), under The Accessibility for Ontarians With Disabilities Act, 2005 (AODA). This means that any vendor that the City of Brantford contracts with to provide goods or services must ensure that their employees are trained on providing accessible customer services. Any training or training resources must conform to the legislated requirements under the Act. The vendor must retain records of the training, including dates when training was provided, the number of employees who received training and individual training records. Where requested by the City, the vendor shall provide written proof of compliance to the Act, as well as any documentation regarding training policies, practices and procedures, to the City. More information on this AODA legislation and free training resources, such as a 20 minute E-Learning (web-based) training module that satisfies the legislated training requirement, please visit the Ministry of Community and Social Service website http://www.mcss.gov.on.ca/en/mcss/
Where do I drop off bid submissions?
Bids, whether delivered in person or by mail/courier, are to be delivered to Reception at the Purchasing Division during normal business hours. All bids will be date/time stamped by Reception and stored until bid closing. It is the bidders responsibility to ensure that their bids are submitted on or before 3:00 p.m. on the date of closing. The City of Brantford cannot be responsible for bids received after the time of closing.
Can City Departments buy goods or services on their own, without going through the Purchasing Division?
The Purchasing Policy gives departments the discretion to make one-time purchases up to $5,000 on their own, without going through a competitive bidding process, (Departments may, of course, choose to obtain quotations in some instances.) For purchases budgeted between $5,000 and $25,000, a minimum of three written quotations are required in most cases. Procurements budgeted in excess of $25,000 are normally required to go through Purchasing, and are advertised for competitive bids.
Are site meetings or tours available before bidding on a project?
Sometimes – refer to the instructions in the Notice of Project. If the meeting is mandatory, you cannot bid on the project unless you are signed in as an attendee at the meeting. You do not have to be a registered Plantaker to attend an advertised meeting (i.e. – you may be a sub-contractor, or any stakeholder).
How do I register my company for bid opportunities?
Purchasing does not keep a formal ‘bid list’ or vendor database from which we notify for opportunities. Watch our website every Friday to view new opportunities.
Where is the Purchasing Division located?
We are located at 1 Market Square, Suite 120 (Lower Level), Brantford, Ontario, N3T 6C8 (downstairs in the former Eaton Centre). Free short term parallel parking is normally available nearby on most downtown streets. Parking lots and a garage are available, for a fee, for longer term parking, and during times of congestion. It is strongly recommended that you arrive in plenty of time ahead of bid closings in order to find suitable parking and subsequently walk to the Purchasing Division.