ABOUT BID OPPORTUNITIES WITH YORK REGIONAL POLICE
York Regional Police (YRP) proudly serves the communities across York Region through the efforts of our dedicated police officers and civilian members. York Region consists of nine municipalities and is the fastest growing Region in Ontario and the third fastest growing Region in Canada. As of January 1, 2008, the population is estimated at over 980,000 citizens. Our policing jurisdiction consists of 1,756 sq km of land and 350 sq km of Lake Simcoe. YRP maintains facilities in Aurora, Georgina, Markham, Newmarket, Richmond Hill, Vaughan and Whitchurch-Stouffville delivering community-based policing, investigative and specialized services to both urban and rural communities.
YRP Purchasing Unit is responsible for all products and services purchased within the organization in accordance with our Purchasing By-law 11-06 and the National Institute of Governmental Purchasing Inc.: Code of Ethics.
York Regional Police, Purchasing Unit
90 Bales Drive East
Sharon, Ontario L0G 1V0
Hours: 8am - 4pm, Monday to Friday
Fax: (905) 830-0507
All YRP Tenders and Proposals are advertised and can be purchased through www.biddingo.com
Co-operative Purchases - YRP participates in Co-operative Purchasing with other units of government, their agencies or public authorities, whenever the best interests of all participants would be served.
Informal Quote - For the procurement of goods and services of a total purchase price between $5,000 and $50,000, the department representative shall obtain, if reasonably possible, three written Quotations.
Formal Quotation - For the procurement of goods and services of a total purchase price between $50,000 and $100,000, a request for quotation is issued by YRP Purchasing Unit.
Tender - For the procurement of goods and services of a total purchase price of greater than $100,000, a request for tender is issued by YRP Purchasing. It is intended that the lowest compliant bid shall be accepted without negotiations.
Request For Proposal (RFP) - An RFP is issued through YRP Purchasing Unit when any of the following conditions make it appropriate:
· Solutions to the problem are expected to be complex
· Cost is not the primary evaluation criteria
· The services required are consulting services
· The precise goods or services required to meet the objective of the bid solicitation will vary
Proposals received are analysed and evaluated using criteria pre-determined by the selection committee and an award is made to the highest scoring bid submission.
Pre-Qualification - A Pre-Qualification process for any goods or services may be issued to select the qualified Bidders who can bid on the subsequent competitive sealed bid process.
Request For Information (RFI) - An RFI may be issued for the purposes of determining the availability of suppliers for any goods or services, or to keep a list of available suppliers. This may be used as a specific pre-condition of any procurement procedure used by YRP. The submission of an RFI does not create any contractual obligation.
Sole Source Purchase - A Sole Source purchase is used for the procurement of goods or services without a bid solicitation if any of the following conditions apply:
· There is only one known source of supply
· The compatibility of a purchase with existing equipment, facilities or service is a paramount consideration
· A good is purchased for testing or trial use
· When it is most cost effective or beneficial to the YRP
· For matters involving security or confidential issues, in which case a purchase can be made in a manner that protects the confidentiality of the supplier or the YRP
Emergency Purchases - An emergency purchase results from an event determined to be a threat to public health, might disrupt the provision of essential services of the YRP, or might present immediate risk to the welfare of persons, public property or the environment.
Responsive Bid - A bid has complied in all material respects with the requirements set out in the call for bids documentation.
All necessary instructions for submitting a bid are included in the bid documents. The following is information about the various bid processes, advertisement and opening of bids.
· Bid Solicitation: Bid opportunities for goods and services are advertised on www.biddingo.com and in local York Region newspapers, if newspaper media is required on Tenders and Proposals. For construction projects, bid opportunities are also published in Daily Commercial News.
Bid documents can be purchased and downloaded from www.biddingo.com or obtained from the Purchasing Unit, 90 Bales Drive East, Sharon, Ontario L0G 1V0 between 8:00 a.m. and 4:00 p.m. Monday to Friday. Read the bid documents thoroughly and comply with all instructions and conditions.
· List of Bidders: Bidders are encouraged to visit www.biddingo.com for upcoming and current bids. It is the Bidder’s responsibility to seek out bid opportunities.
· Bid Inquiries: It is the Bidder’s responsibility to clarify any questions raised by the bid before the Bidder submits their bid. The Bidder may directly contact the Buyer in writing as set out in the bid document. Questions and answers are provided in an addendum.
· Altering Documents: Bidders must not electronically alter any portion of downloaded documents, with the exception of adding the information requested. To do so invalidates the Bidder’s response.
· Addendum: Responses 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 are issued by fax or email to those that have picked up the document and are posted on www.biddingo.com. It is the Bidders sole responsibility to ensure receipt of any addendum.
· Mandatory Requirements: Ensure that all mandatory requirements are included in your submission. Failure to provide any mandatory requirement will render the submission non-compliment and result in the bid being disqualified. If there are any questions, the Bidder may contact the Buyer as set out in the bid document directly.
Check that all required securities and forms are completed and signed, as requested and submitted in the appropriate envelope as outlined in the bid document.
· Bid Deposits: If a bid deposit is required, then the bid deposit amount and acceptable form will be specified in the bid document. A bid deposit may be a certified cheque, bank draft or money order or any combination thereof, made payable to the Regional Municipality of York, Police Services Board. When required, a bid deposit must accompany a bid submission, or the bid is deemed as non-compliant and rejected by the YRP.
· Tips for Proposal Submissions:
· List information in the order requested in the document. Provide enough information to thoroughly explain each point. Submissions will be evaluated based on the Evaluation Criteria and weighting as outlined in the Request for Proposal
· Number each page
· Index each point
· If the proposal submission is large, include a table of contents and use tabs to separate and provide quick reference for each section
· Avoid overly bulky binding of the Proposal Submission
· Additional information is welcome; however provide it as Appendices at the end of the Proposal Submission.
· Clearly mark the “Master” Proposal Document and the “Copy” Proposal documents Provide the exact amount of sets of the Proposal submissions requested
· Don’t assume evaluators have past knowledge of your company; Proposals are evaluated solely on the information provided in the bid submissions
· Bid Submission: The Bidder must submit their bid to the YRP Purchasing Unit at 90 Bales Drive East, Sharon, Ontario, in a sealed envelope or package by the closing time and date specified in the bid document.
· Late Submissions: A bid submitted after the date and closing time stated in the bid document will be considered non compliant and refused. If a bid is received after the official closing time through the mail or by courier, it shall be returned unopened.
· Withdrawal Prior to Opening: Proponents will be permitted to withdraw their submission, unopened, after it has been deposited by requesting the withdrawal in writing, to the Purchasing Supervisor, prior to the Closing Date and Time.
· Opening of Submissions: If stated in the document that there will be a public opening, submissions are opened on the date and time specified in the document at 90 Bales Drive East, Sharon, Ontario. Results are unofficial until submissions are reviewed for compliance to document requirements.
· Opening of Tenders/Quotations: Tenders and Quotations are opened by Purchasing. The Bidder’s name and total submission amount specified on the Bid Sheet is announced and recorded on a Record of Quotation/Tender Opening.
· Opening of Proposals: Proposals are opened on the date and time specified in the document at 90 Bales Drive East, Sharon, Ontario, and is a public opening. For each Proposal, the envelope is opened and only the Proponents name is announced and recorded on a Record of Proposal Opening.
· Evaluation of Quotations/Tenders: Quotations/Tender submissions are reviewed by Purchasing to ensure that they meet all mandatory and technical requirements. Award is made to the lowest Responsive Bidder.
· Evaluation of Proposals: All proposals are evaluated by a Proposal Evaluation Team consisting of (but not limited to) YRP members and facilitated by Purchasing. Proposals will be evaluated on the basis of all information provided by the Proponent in their submission. Each Proposal will be reviewed to determine if the Proposal is responsive to the submission requirements outlined in the RFP.
Selection of a Proposal will be based on (but not solely limited to) the Evaluation Criteria listed in the Proposal and any other relevant information provided by the Proponent at the time of submission as well as any additional information provided during any subsequent meetings with the Proponent.
The Evaluation Criteria outlines the primary considerations to be used in the evaluation of Proposals. The Evaluation Criteria weighting will be determined before the RFP is released and will be clearly indicated in the RFP document. The Evaluation Criteria weighting will be based on management, technical and price. To be considered for the award, Proponents shall achieve the highest overall score.
· Review of Bids: If a bid contains an informality or irregularity, the bid is referred to the Purchasing Supervisor and Legal Services to determine whether the bid complies with the submission requirements set out in the bid document.
· Cancellation of Bid Solicitation: When YRP deems it necessary to cancel a bid solicitation, all Bidders will be notified.
· Contract Award:
Quotations and Tenders: YRP awards contracts to the lowest cost compliant Bidder who:
· Meets specifications
· meets terms and conditions of the bid
· Provides the lowest price
· Provides necessary securities as required
· Proposals: YRP awards the contract to the Proponent whose proposal has the highest overall ranking score; based on technical submission and price. The evaluation criteria are specified in each RFP document.
· Freedom of Information: The information collected in a bid submission is collected under the authority of the Purchasing By-law 11-06. All bids submitted to the York Regional Police are subject to the protection and disclosure provisions of the Municipal Freedom of Information and Protection Privacy Act.
· Security Clearance: Prior to performing any service for the YRP, each Vendor will be subject to a security clearance. Such clearance will include the Vendor and any individuals who may be involved in performance of the contract. Approval of an individual shall be at the sole discretion of YRP.
· Insurance: The awarded Vendor shall obtain, maintain, pay for and provide evidence of insurance coverage, taken out with insurance companies licensed to transact business in the Province of Ontario and not otherwise excluded by the Region’s Insurance and Risk Manager. Details of the insurance requirements will be provided in the Request for Quotation/Tender/Proposal document.
Environmentally Responsible (Green) Procurement - In order to contribute to the reduction of waste, toxic or harmful emissions and substances and to increase the development and awareness of environmentally preferred purchasing, acquisitions of goods and services will ensure that wherever possible, specifications provide for expanded use of durable products, reusable products and products (including those used by service contractors) that contain the minimum level of post-consumer waste, the least amount of toxic or harmful content for the sustainability of a clean environment without significantly altering the effectiveness of the product or services. It is recognized that cost analysis is required in order to ensure that the products are made available at competitive prices.
The G.I.P.P.E.R. Statement of Principal as outlined above expresses the Board’s commitment to environmentally responsible (Green) procurement and overall waste reduction. In support of the Vision 2026 statement and the Corporate Clean Air Committee initiative this Statement of Principle was adopted by Regional Council on June 27, 2007.
· Ontario Public Buyers Association - https://www.opba.ca/
· National Institute of Governmental Purchasing Inc. - http://www.nigp.org/
· National Institute of Governmental Purchasing Inc.: Code of Ethics - http://www.nigp.org/eweb/StartPage.aspx?Site=NIGP&webcode=abt-codeofethics
· Purchasing Management Association of Canada - http://www.pmac.ca/