Submitting A Bid - Glossary of Terms

All necessary instructions for submitting a bid are included in the bid documents.

The following is additional information about the solicitation, advertisement and opening of bids. Contact Purchasing Services for more clarification.

Term Definition

Addendum

Interpretations to queries from bidders, changes, questions and answers, cancellation of or additions to the bid document under call are in the form of a written addendum.

All addenda must be acknowledged by the bidder on the bid form.

Altering Documents

Bidders must not electronically alter any portion of downloaded documents, with the exception of adding the information requested.

Doing so will invalidate the bidder's response.

Awarding of Contract

The Region awards contracts to the lowest compliant bidder for quotations and tenders. The lowest compliant bidder is one who:

  • Meets specifications and criteria outlined in the bid
  • Meets terms and conditions of the bid
  • Provides the lowest price; and
  • Provides necessary securities as required.

For proposal awards, the evaluation criteria are specified in each Request for Proposal document. The Region awards a contract to the bidder whose proposal is the highest overall ranking score; however, cost is not necessarily the prime consideration.

Bid Enquires

It is the bidder's responsibility to clarify any questions before the bidder submits its bid. The bidder may directly contact the Purchasing Services individual as set out in the bid document. Questions and answers are provided in an addendum posted on the individual bid webpage.

Bidder De-briefing

A bidder can request a de-briefing session to discuss their proposal. Representatives from Purchasing Services and the department will meet with the unsuccessful bidder after a proposal award to learn how they might be successful the next time. The bidder should contact the Purchasing representative as specified in the bid document.

Cancellation of Bid Solicitation

When the Region deems it necessary to cancel a bid solicitation, all bidders will be notified.

Contract Award

The Region awards contracts to the lowest compliant bidder for quotations and tenders. The lowest compliant bidder is one who:

  • Meets specifications and criteria outlined in the bid
  • Meets terms and conditions of the bid
  • Provides the lowest price
  • Provides necessary securities as required

De-briefing a Bidder

A bidder can request a de-briefing session to discuss their proposal. Representatives from Purchasing and the department will meet with the unsuccessful bidder after a proposal award to learn how they might be successful the next time.

The bidder should contact the Purchasing representative specified in the bid document.

Deposits for Bids

If a bid deposit is required, then the bid amount and the form will be specified in the bid document.

A bid deposit may be a certified cheque, bank draft or money order, bid bond or any combination thereof, made payable to the Regional Municipality of Niagara.

When required, a bid deposit must be inserted in an envelope and attached to the outside of a bid submission.

The bid is deemed as non-compliant and rejected by the Region if it is not accompanied by a required bid deposit.

Enquires about Bid

It is the bidder's responsibility to clarify any questions raised by the bid, before the bidder submits its bid.

The bidder may directly contact the Purchasing Services individual as set out in the bid document.

Questions and answers are provided in an addendum posted on the individual bid webpage.

Fees for Documents

Document fees are in accordance with the User Fee schedule, approved annually by Regional Council.

Late Bids

A bid will not be accepted at the counter after the closing time of 2 p.m., and will be considered late and rejected. If a bid is received after the official closing time through the mail, it shall be returned unopened, collect, via next day courier, and with a covering letter stating that it could not be accepted due to the late arrival.

Notification of Bids

Bid opportunities for goods and services are advertised on our site and local newspapers, if newspaper media is required.

Bid documents can be emailed or obtained from Purchasing Services.

Results of Bids

Results can be viewed here.

Review of Bids

If a bid contains an informality or irregularity, the bid may be referred to the Regional Solicitor to determine whether the bid complies with the submission requirements set out in the bid document. Irregularities are dealt with according the Purchasing By-law, Schedule B.

Agreement On Internal Trade

On July 1, 1994, First Ministers signed the Agreement on Internal Trade to eliminate barriers to trade, investment and mobility within Canada. Chapter five of the Agreement on Internal Trade covers Procurement to ensure equal access to government procurement for all Canadian suppliers, in a transparent and efficient manner, in order to reduce purchasing costs and to contribute to the development of a strong economy.

Under Agreement on Internal Trade rules, Governments are not permitted to discriminate against suppliers of another province or territory. This includes local price preferences, biased technical specifications, or unreasonable time constraints. Therefore, the Region does not have or promote a local preference policy.


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