Procurement

The Township wants to ensure that Vendors are able to access our procurement opportunities. 

The Township advertises procurement opportunities on the Loyalist website with direct links to the e-bidding platform, Bids and Tenders

How can I make sure that I will be advised of opportunities that align with my business?

When registering with Bids and Tenders you are able to opportunity match by identifying specific Commodity Codes as well as Service Regions.  When you attach Commodity Codes to your profile, the Bids and Tenders system will generate an email to notify you that your services may be applicable to subsequent projects. Emails will provide you with the names of the opportunities and link you directly to the Project Details page. 

The bidding process for becoming a vendor is fair, open, and transparent, and all vendors are treated equally. 

All Township procurement documents are laid out in the same manner for ease of reference for vendors:

• Part 1 – Invitation and Submission Instructions

• Part 2 – Evaluation and Award

• Part 3 – Terms and Conditions of the process

• Appendix A – Form of Agreement

• Appendix B – Particulars of the Project or Service

  • Deliverables
  • Material Disclosures
  • Mandatory Submission Requirements
  • Mandatory Technical Requirements
  • Pre-conditions of Award – Such as Insurance and WSIB documents
  • Price Evaluation Method
  • Evaluation Criteria (if applicable)
  • Appendix C – Submission Form

Vendors should ensure they read and understand the contents of the procurement document and may direct questions or seek additional information in writing through the bidding system on or before the deadline for questions.

The procurement documents will explain in detail:

• How to lay out your submission

• How it will be evaluated

• Mandatory and other requirements (vary by procurement)

• Weighting of areas to be scored (for example, experience or product performance)

• Do not assume that because you have dealt with the Township previously that it knows your organization and skills.  Each bid is unique and will be evaluated solely on its content.

Bids are evaluated by a key staff who have knowledge of the project/service and potential users of the goods and services required.

Bids will be evaluated based on the requirements and steps outlined within the procurement document.

Successful bidders will be notified to execute the agreement or contract award.

Award Notifications

Only Tender (RFT/ITT) procurements will have tentative/unofficial results posted on the bidding system, in the same manner as advertised.  Other procurement method results will not be posted on the bidding system until after contract/agreement signing.

The name of the successful bidder, term of the contract and total bid price can be provided upon request.

The contract

A successful vendor requires a contract for all procurements. The contract includes:

• responsibilities of the vendor and the buyer

• description of how the vendor’s performance will be evaluated

• a termination clause

Unsuccessful bids

We are committed to fairness and transparency throughout the procurement process.

Debriefing

At the end of a procurement, we will endeavour let you know if your bid was successful, or not.

You may then reach out to the procurement contact to request a debrief within 30 days. This debrief may give you the following feedback:

• who won

• the total bid price

• how your response ranked relative to other responses

• strengths and weaknesses of your bid

• how to improve future bids

Note: we will not share any information regarding a bidder's per-unit pricing.

Procurement Protest

If you still have a concern about the fairness of the procurement process, after the debrief, you may file a Procurement Protest.  

To file a Procurement Protest the vendor will provide a written notice which must contain:

(a)    a clear statement as to which procurement the proponent wishes to challenge;

(b)    a clear explanation of the proponent’s concerns with the procurement, including specifics as to why it disagrees with the procurement process or its outcome; and

(c)     the proponent’s contact details, including name, telephone number and email address.

The Township will send an initial response to acknowledge receipt of the proponent’s notice and indicate the date by which the Township will provide the proponent with a formal response. 

Vendors to the Township are paid according to the contract's terms and after the invoice and the receipt for goods or services are received.