Loyalist Township procures goods, services and construction in accordance with the Township's Purchasing By-law. We are committed to buying the best products and services at the best value, so that we can provide that value to all of our residents and stakeholders. We want to set standards of excellence within the municipal sector.
Current Procurement Opportunities
Information regarding current and past procurement opportunities can be found on the Township’s Procurement Portal.
RFQ 2023-27 - Septic Design and Installation - County Road 4 - Facilities Maintenance Garage - Bath, Ontario |
|
RFQ 2023-27 - Septic Design and Installation - County Road 4 - Facilities Maintenance Garage - Bath, Ontario Opens May 19, 2023 12:00 PM local time. Closes on June 2, at 11:30 PM local time. Questions due on May 26, 2023. A site visit is optional but recommended and will be held at the County Road 4 Parks and Facilities Shop, located at 104 County Road 4, Bath, ON K0H 1G0. To arrange a site visit, between May 23, 2023, and May 26, 2023 please contact: Darrell Reynolds Supervisor - Parks and Facilities 613-386-7351 ext. 204 Site visits are encouraged as they will be the only opportunity for respondents to inspect the premises and ascertain the nature and extent of the work as well as conditions that might affect their price prior to submitting their bid response. No information provided at the site meeting shall be binding unless such information is included in a subsequent addendum. No extra payments will be made to the Contractor due to failure to adequately visit and inspect the site of the work. |
Become a Vendor for the Township
The Township employs various methods to procure goods, services and construction in accordance with the Procurement By-law. We make every effort to contract with vendors that have the capability to meet the needs of the Township providing quality goods, services and construction at competitive prices.
Procurement methods include, but are not limited too, Tenders, Request for Proposals, Quotations and Non-Standard methods.
Purchasing staff work with procuring departments to determine the procurement method to be used, taking into consideration factors such as:
- Obtaining a favourable price
- The nature and importance of the potential purchase
- The urgency of the requirement
- General trade practices and market conditions
Steps to Become a Vendor for the Township
The steps below will walk you through the process involved in becoming a vendor for the Township of Loyalist. These include where to find bidding requirements and potential next steps.
| Step 1 – Where can I find the opportunities? |
|
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, Bonfire. Bonfire is a quick, easy and convenient electronic procurement portal which allows vendors to view, download and submit bids/proposals at any time without registration costs. Bonfire is 100% free for Vendors, though they do offer enhanced subscriptions for a fee. Bonfire offers a brief Vendor Registration & Submission Overview video to learn more about registering for a free account and creating bid submissions. How can I make sure that I will be advised of opportunities that align with my business? When registering with Bonfire 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 Bonfire system will generate an email known as an Opportunity Notification, 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. Currently Bonfire supports UNSPSC (default) commodity codes. |
| Step 2 - The bidding process |
|
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:
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:
|
| Step 3 - What happens with your bid? |
|
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 NotificationsOnly 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 contractA successful vendor requires a contract for all procurements. The contract includes:
Unsuccessful bidsWe are committed to fairness and transparency throughout the procurement process. DebriefingAt 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:
Note: we will not share any information regarding a bidder's per-unit pricing. Procurement ProtestIf 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. |
| Step 4 - How you’re paid as a vendor |
| 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. |
Unofficial Results
The unofficial results of publicly-opened tenders will be posted on the Township's procurement portal on the following business day after the tender closing. No results will be given by phone or email before this time.
Results of Requests for Proposal and Requests for Quotation will not be posted on this page after closing, as they are frequently subject to careful review and/or a scoring process to determine the successful proponent.
Helpful Documents
- Procurement By-law 2019-111
- Loyalist Township - Procurement Protest Protocol
- Loyalist Township - Qualified Supplier Roster Protocol
- Loyalist Township - Supplier Disqualification Protocol
- Loyalist Township - Supplier Performance Evaluation Protocol
- Loyalist Township - Vendor Debriefing
- Purchase Order Terms and Conditions
- Form of Agreement - Standard Terms and Conditions
- Bid Irregularities
- Advice for Bidders on Proposal or Bid Submissions
- Notice of Participation and Group Buying
Contact Us
For any questions regarding purchasing or procurement, please contact our Corporate Procurement Specialist at 613-386-7351, ext. 133#.
Contact Us