City Departments
Information for Vendors
Purchasing By-Law
All procurement method policies and dollar limits are outlined in the City of Cambridge Purchasing By-Law.
Click here for the Purchasing By-Law and any Amendments
Terms and Conditions of Purchase
All goods and services over $2,000.00 are purchased by means of a formal Purchase Order. The Purchase Order number must appear on all shipping documents, packing slips and invoices. Orders are to be shipped F.O.B. destination to the location specified on the Purchase Order.
The Purchase Order is a legal contract between the City and its suppliers/contractors. By shipping goods as stated on the Purchase Order, the vendor agrees to the Terms and Conditions on the Purchase Order and/or the contract and will fulfil their obligations according to our Purchase Order or contract.
Click here for Purchase Order Terms and Conditions, or see the Related Document below.
Deliveries and Completion Dates
It is important that goods/services and construction be delivered promptly and project schedules met according to the date agreed upon when the purchase order or contract was established.
Invoices
Invoices are paid based on the Purchase Order, unless otherwise specified in the contract document, following the receipt of goods or services. No orders can be paid without a supporting invoice that must refer to a Purchase Order or Small Order System (SOS) number. Prompt payment discounts are taken from the date of receipt of invoice, or date of receipt of the material, whichever is later. All invoices are to be directed to the attention of Accounts Payable.
Catalogues and Price Lists
The supplier’s interest and assistance is needed to ensure the accuracy of product and service literature. Please submit catalogues, literature and price structures as they are updated.
Workplace Safety Insurance Board
The City of Cambridge requires all contractors who provide labour and installation services at any City of Cambridge facility or on any City owned property to be in full compliance with all requirements imposed upon them by the Workplace Safety Insurance Board. All certificates of training must be available for presentation upon request.
Supplier Performance
Purchasing Services expects the highest possible performance from all our suppliers. Suppliers are evaluated on actual performance in service/delivery and completion schedules, ability to respond to urgent requests, quality of workmanship, quality of goods and services, adherence to specifications, terms and conditions and contract compliance. The supplier is expected to act in partnership with Purchasing Services to maintain price competitiveness, efficient, cost effective delivery of goods and services and be innovative in generating new ideas and introducing new products to serve the residents of Cambridge.
The City of Cambridge has recently adopted a Prime Contractor and Consultant Performance Evaluation system by which the contractor’s performance will be ranked at substantial completion of the project or more frequently if deemed necessary. The City’s Project Coordinator in consultation with the project Buyer will complete the ranking. Once the ranking has been completed a meeting will be set up by the City, with the contractor to discuss the overall ranking for the project. From this ranking will stem a recommendation to either allow the contractor to bid on future projects or to place the contractor on a two year probation or to suspend the contractor from bidding on any future contracts for a three year period. In the event of a dispute over the final ranking, the contractor will have 20 days in which to appeal the decision. A Dispute Committee has been formed and will hear details of the appeal from both the contractor and City Staff. Upon weighing the facts of the appeal, the Dispute Committee will pass a decision, which will be provided, in writing, to the Contractor and City Staff.
A copy of the ranking sheet will be included at contract signing for your information.
When Bidding Process is Required
Bids are called for projects, goods, services, equipment and construction as required. All bids close no later than 3:00:00 p.m. local time.
Method of Bidding/Advertising
Bids called for projects, goods and services, and equipment are either publicly advertised or by invitation. Bids are classified as formal or informal depending on the estimated value or complexity of the required item(s). Purchasing Services has four (4) major categories of bid calls:
All public tenders are advertised through the Internet as well as local and trade newspaper publications in accordance with the City’s policies. Bid information may be located on the Internet at the following sites:
City of Cambridge - Tender and Quote Bid Opportunities
Electronic Tendering Network (ETN) (for registered and subscribed users)
Quotations may or may not be advertised in local publications but may appear on this website.
Contact Information
John Avery, Manager of Purchasing and Inventory, (519)740-4637 x 4293
email: averyj@cambridge.ca
Denise Hellyer, Senior Buyer, (519)740-4637 x 4515
e-mail: hellyerd@cambridge.ca
Pam Kent, Buyer, (519)740-4637 x 4513
e-mail: kentp@cambridge.ca
Purchasing FAX, (519)623-6364
All procurement method policies and dollar limits are outlined in the City of Cambridge Purchasing By-Law.
Click here for the Purchasing By-Law and any Amendments
Terms and Conditions of Purchase
All goods and services over $2,000.00 are purchased by means of a formal Purchase Order. The Purchase Order number must appear on all shipping documents, packing slips and invoices. Orders are to be shipped F.O.B. destination to the location specified on the Purchase Order.
The Purchase Order is a legal contract between the City and its suppliers/contractors. By shipping goods as stated on the Purchase Order, the vendor agrees to the Terms and Conditions on the Purchase Order and/or the contract and will fulfil their obligations according to our Purchase Order or contract.
Click here for Purchase Order Terms and Conditions, or see the Related Document below.
Deliveries and Completion Dates
It is important that goods/services and construction be delivered promptly and project schedules met according to the date agreed upon when the purchase order or contract was established.
Invoices
Invoices are paid based on the Purchase Order, unless otherwise specified in the contract document, following the receipt of goods or services. No orders can be paid without a supporting invoice that must refer to a Purchase Order or Small Order System (SOS) number. Prompt payment discounts are taken from the date of receipt of invoice, or date of receipt of the material, whichever is later. All invoices are to be directed to the attention of Accounts Payable.
Catalogues and Price Lists
The supplier’s interest and assistance is needed to ensure the accuracy of product and service literature. Please submit catalogues, literature and price structures as they are updated.
Workplace Safety Insurance Board
The City of Cambridge requires all contractors who provide labour and installation services at any City of Cambridge facility or on any City owned property to be in full compliance with all requirements imposed upon them by the Workplace Safety Insurance Board. All certificates of training must be available for presentation upon request.
Supplier Performance
Purchasing Services expects the highest possible performance from all our suppliers. Suppliers are evaluated on actual performance in service/delivery and completion schedules, ability to respond to urgent requests, quality of workmanship, quality of goods and services, adherence to specifications, terms and conditions and contract compliance. The supplier is expected to act in partnership with Purchasing Services to maintain price competitiveness, efficient, cost effective delivery of goods and services and be innovative in generating new ideas and introducing new products to serve the residents of Cambridge.
The City of Cambridge has recently adopted a Prime Contractor and Consultant Performance Evaluation system by which the contractor’s performance will be ranked at substantial completion of the project or more frequently if deemed necessary. The City’s Project Coordinator in consultation with the project Buyer will complete the ranking. Once the ranking has been completed a meeting will be set up by the City, with the contractor to discuss the overall ranking for the project. From this ranking will stem a recommendation to either allow the contractor to bid on future projects or to place the contractor on a two year probation or to suspend the contractor from bidding on any future contracts for a three year period. In the event of a dispute over the final ranking, the contractor will have 20 days in which to appeal the decision. A Dispute Committee has been formed and will hear details of the appeal from both the contractor and City Staff. Upon weighing the facts of the appeal, the Dispute Committee will pass a decision, which will be provided, in writing, to the Contractor and City Staff.
A copy of the ranking sheet will be included at contract signing for your information.
When Bidding Process is Required
Bids are called for projects, goods, services, equipment and construction as required. All bids close no later than 3:00:00 p.m. local time.
Method of Bidding/Advertising
Bids called for projects, goods and services, and equipment are either publicly advertised or by invitation. Bids are classified as formal or informal depending on the estimated value or complexity of the required item(s). Purchasing Services has four (4) major categories of bid calls:
- Telephone/electronic submissions
- Formal/Informal Quotations
- Public Tenders
- Request for Proposal (RFP)
All public tenders are advertised through the Internet as well as local and trade newspaper publications in accordance with the City’s policies. Bid information may be located on the Internet at the following sites:
City of Cambridge - Tender and Quote Bid Opportunities
Electronic Tendering Network (ETN) (for registered and subscribed users)
Quotations may or may not be advertised in local publications but may appear on this website.
Contact Information
John Avery, Manager of Purchasing and Inventory, (519)740-4637 x 4293
email: averyj@cambridge.ca
Denise Hellyer, Senior Buyer, (519)740-4637 x 4515
e-mail: hellyerd@cambridge.ca
Pam Kent, Buyer, (519)740-4637 x 4513
e-mail: kentp@cambridge.ca
Purchasing FAX, (519)623-6364
Related Documents
| DOCUMENT | DESCRIPTION | DATE POSTED | |
|---|---|---|---|
| Purchasing | |||
| Purchase Order Terms and Conditions | Full details related to purchase order terms and conditions | 2008-05-06 | PDF 15Kb |