A cordial welcome is extended to all vendors, especially those making their first call. The information below will acquaint you with our organization, policies and procedures.
The City of Brampton has designated the Purchasing Division, a division of the Finance Department as the centralized group responsible for procurement for all departments of the City of Brampton.
Purchasing Division’s customers are all City departments, i.e. our internal clients and the vendor community.
It is the Purchasing Division’s responsibility to assist our clients to do their job better by providing value-added procurement services. This is achieved by understanding the client's needs and responding with creative and flexible solutions which meet their performance, delivery and price expectations.
To better meet our internal clients demands, the Purchasing Division is continuously improving its business processes in a way that responds to the City's Strategic Initiatives.
PRESENTING YOUR PRODUCT OR SERVICE
If you have a product or service to offer the City of Brampton, your first call should be to the Purchasing Division. You will find us ready and willing to help you compete for City business. Feel free to stop by our office.
When you arrive, our receptionist will assist you and direct you to the person responsible for your commodity or service. If you cannot see the particular person immediately, your wait will be no longer than is absolutely necessary. We realize you have a busy schedule, so as to avoid delays it is advisable to contact us to set up an appointment.
Vendors desiring to do business with the City of Brampton are required to complete a Vendors Application Form. In order to be placed on the vendor commodity list you must indicate which commodities or services your firm can provide.
Failure to reply to a bid solicitation may be cause for removal of your company’s name from the vendor list.
PROCUREMENT AND BIDDING METHODS
The City of Brampton employs various methods to procure the required goods and services. Competitive bidding is the foundation for all purchases. We make every effort to contract with responsive and responsible vendors that have the capability to meet the needs of the City providing quality goods and services at competitive prices.
Purchasing Division shall decide which method shall be employed, having regard for the means by which the most favourable price might be obtained, the nature and importance of the contemplated purchase, the urgency of the purchase, the urgency of the requirement, and other factors including general trade practices and market conditions.
|Purchasing Credit Card
||This method is used for purchases less than $2,500.00. It empowers the internal client to purchase low dollar value goods and services. All vendors MUST accept MASTERCARD at their place of business in order to participate in these low dollar purchases.
||This method is used for purchases greater than $2,500.00 but less than $50,000.00. Procurement staff or the requesting department solicits competitive quotations by fax, telephone or in writing.
||This method is used for purchases greater than $50,000.00 but less than $100,000.00. Vendors are invited to bid on goods and services. Bid documents are provided by the City. Bids must be sealed and the bid submission label affixed to your envelope and received prior to the specified closing time. All bids are opened after the specified time of closing.
This method is used for purchases greater than $100,000.00. Tenders are publicly advertised (at least fifteen (15) calendar days prior to the specified closing time) in the local newspaper and any other medium deemed appropriate.
Bid documents can be obtained from the Purchasing Division. Tenders must be returned on the forms provided, sealed and the bid submission label affixed to your envelope and in the hands of the Purchasing Agent not later than the specified closing time. Tenders are read publicly as they are opened.
|Request for Proposal
A clear and concise Request for Proposals (RFP) document serves to promote fair and just completion while allowing the procuring entity the flexibility in evaluation through weighted criteria, not just price alone. Through the RFP process, public agencies acquire innovative solutions as well as the price.
It is the constant endeavour of the Purchasing Division, in consultation with our internal clients and vendor community, to develop new sources of supply and to develop alternative products to those presently in use, having in mind the ultimate end use cost, as well as quality.
To purchase on a non-restrictive, competitive basis and in this regard, specifications, standards and policies are continually being reviewed.
To provide vendors on business calls with a prompt and courteous reception.
To assure all qualified vendors have an equal opportunity to conduct business with the City of Brampton.
To maintain the highest standards of business ethics in our dealings with vendors.
All things being equal, preference will be given firstly to goods and services offered by local vendors, secondly to goods and services offered by vendors located in the Region of Peel and thirdly to goods and services of Canadian owned companies. The lowest or any bid will not necessarily be accepted.
In order to maintain and promote purchasing professionalism and keep pace with the changing market conditions, the Purchasing Division maintains membership in The National Institute of Governmental Purchasing, the Ontario Public Buyers Association, the Canadian Public Procurement Council, and the Purchasing Management Association of Canada.
The Purchasing Division subscribes to the principles and ethics of these Associations and believes their ethical principles should govern the conduct of every professional purchaser.