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Frequently Asked Questions 1. How does the purchasing process work? The process of buying goods and services from a supplier starts when an individual ministry - the user - identifies the need for goods or services. The user prepares a description of the requirement and provides it as a requisition to the Purchasing Services Branch. Purchasing Services Branch then determines the type of bid document to use, based on the nature and complexity of the purchase. Purchasing Services Branch uses two main methods: An Invitation to Quote is a bid document with a clear-cut requirement. Generally, the intent is to award the contract to the lowest bidder who meets the specifications, delivery, and quality requirements. The Request for Proposals is the method used where we describe a situation and you propose a solution. 2. How do I prepare a bid? The bid document outlines the procedures for preparing a bid. All you have to do is follow the instructions. The terms, conditions and performance requirements are identified on the bid document. They may be different each time. To be valid, all faxed or hard-copy bids must be signed by an official authorized to act on behalf of your company. Bids submitted electronically must be in accordance with the BC Bid instructions for e-bidding. Only pre-authorized e-bidders registered on the BC Bid system can submit electronic bids. All required documentation, drawings and other requirements requested in the bid document must be included with your bid. All bids must be submitted within the time frame specified in the bid document. It is the bidder's responsibility to ensure the bid is received before the deadline. 3. Once I submit a bid, can I withdraw it? You can withdraw your bid prior to the closing date and time by contacting the purchasing agent identified on the bid document. This must be done in writing. There are no penalties and it does not disqualify you from submitting a new bid prior to the closing date and time. If you have submitted an e-bid, you may amend or withdraw your bid yourself, up to the closing time. 4. Can I team up with other companies and submit a joint bid? In some cases, particularly with large projects, joint bids are welcomed. This means better opportunities for small businesses. Bid documents will often specify whether or not joint bids are accepted and if so, how to prepare the submission. If the bid document does not address it, but you are considering a joint submission, please discuss it with the purchasing agent. 5. What if my bid is late? Purchasing Services Branch's usual closing time for bids is 2 p.m. on the date specified on the bid document. Late bids are not accepted. 6. Can I fax my bid? In most cases, responses to an Invitation to Quote can be faxed, responses to a Request for Proposal can't. 7. How are bids and proposals evaluated? All bids and proposals are evaluated by Purchasing Services Branch purchasing agents (in cooperation with the ministry purchasing the goods or service) based on specified criteria. Typical criteria (which are stated in the bid document) include price, quality, delivery and service. Some criteria are more important than others, and are weighted accordingly. 8. Is the low bidder always successful? No. But the decision is not an arbitrary one. Like any consumer, we try to get the best value for each dollar and best value does not always translate into the lowest price. There may be other considerations. The bid document explains the criteria for selection of a successful supplier. 9. When will I know if my bid is successful? When the successful supplier has been selected, the firm or individual is notified by mail, telephone or fax, usually within 10 days of the bid closing. Most purchase awards are posted on the BC Bid Internet Web Site. Available information includes the name of the successful bidder and the total contract value. All enquiries relating to awards and contracts should be directed to the purchasing agent responsible 10. What if I was unsuccessful? At the conclusion of the Request for Proposal process, all bidders will be notified. Unsuccessful bidders may request a debriefing to understand the rationale for the selection. For Invitations to Quote (ITQ's), the successful bidder(s) and their total bid price are posted directly onto the BC Bid website. This information is usually posted within 10 calendar days after the bid has closed and remains posted for a one month period. In addition, under the Freedom of Information and Protection of Privacy Act, suppliers and the general public may also request information relating to the award of contracts. 11. Where do I go if I need more information? For more information on how to submit bids, contact the Purchasing Services Branch office nearest you: Kamloops : Purchasing Services Branch 2nd Floor 455 Columbia Street Kamloops BC V2C 6K4 Phone: 250 828-4322 Fax: 250 371-3890 Victoria: via Canada Post:
Talk to our experts: Contact us by phone at (250) 387-7300 or toll-free at 1-800-663-7867 and ask for Procurement and Supply Services OR by email: purchasing@gov.bc.ca. |
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