Suppliers
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Tips to Suppliers
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Common Purchasing Methods/Terms
Keeping Informed
Read everything thoroughly
If an invitation to bid asks for a specific trade name or brand, can I substitute another product?
What happens to my bid if I don't comply with all the requirements of the invitation to bid?
Can I change my bid after I have submitted it?
Following Up
If my bid price is the lowest does that mean that I win the contract?
Contract Awards
What can I do if I disagree with the way my bid was treated?
Delivery and Shipping
Inspection/Acceptance of Goods
Getting Paid
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Common Purchasing Methods/Terms
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The Government of Saskatchewan normally acquires goods and services through public and invitational tenders. The following are common terms used by Government Services Purchasing:
Agreement on Internal Trade (AIT)
The AIT is an agreement between the Federal, Provincial and Territorial governments to reduce and eliminate to the extent possible barriers to free movement of persons, goods, services and investments within Canada. Chapter five of this agreement governs procurement. The agreement is available at the Internal Trade Secretary website.
Bid/Proposal
The term bid or proposal is used to describe the suppliers response to our request.
Firm Orders (PO's)
Firm purchases are used where a defined need exists. Suppliers are requested to provide specific items and quantity and delivery to meet the demand of our users. Once a successful supplier is chosen through a competitive process they are issued the purchase to provide the goods.
Local purchase orders (LPOs)
Local purchase orders make it easy for government departments to purchase goods and services from local businesses. Usually, LPOs are used to purchase inexpensive items or for emergency requirements or to purchase items off of standing offer agreement's. The purchaser gives you either a signed LPO or an LPO number, which you should include on your invoice.
Purchase cards
A number of Saskatchewan government agencies are now also using VISA Purchase Cards. In these cases, the employee will give you the Purchase Card which is processed like any other credit card. Suppliers are paid immediately, with no invoicing necessary after the transaction is completed.
Request for Proposals (RFP's)
Request for proposals are utilized when no defined solution to the problem exists. The RFP defines the problem and asks supplier to propose a solution.
SaskTenders.ca
SaskTenders.ca is the place to find all larger Government of Saskatchewan tendering opportunities. It is a fully searchable, easily accessed, free website filled with tenders from Government Services Purchasing and other public-sector organizations.
Standing Offer Agreements (SOAs)
A Standing Offer is an agreement between the government and a supplier established through a tender process. The government uses SOAs when it anticipates a need for products or services on an ongoing basis. Under a SOA, you agree to supply, on request, specific goods or services at set prices or under agreed conditions. Standing offers terms can vary depending on the commodity and need. Most offers are for a year, but the periods range from several months up to several years.
Departments requiring goods from a SOA issue a local purchase order or use their VISA Purchase Card each time they wish to obtain something under an SOA.
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Keeping Informed
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Government Services developed SaskTenders.ca to allow suppliers quick, easy and free access to all Government of Saskatchewan tendering opportunities. You can check back as often as you wish to make certain that you don't miss anything and you can examine and download any documents for free. Tenders are also placed on the MERX and BIDS websites where they can be accessed by subscribers to those services.
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Read everything thoroughly
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Each bid document is unique. Read instructions carefully and check the standard terms and conditions that relate to the bid. Remember to respond to each of the requirements otherwise your bid may be rejected.
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Preparing your bid
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The invitation to bid outlines the conditions you must meet for your bid to be considered. It also describes the evaluation criteria that will be used to rate your bid. These evaluation criteria vary for each contract. They include such things as the contractor's experience and qualifications, the method and time frame proposed to complete the contract and the bid price. All criteria listed in the invitation to bid are considered when bids are rated. If your bid rates the highest, you will be recommended for the contract, if one is awarded.
If you have any questions about the requirements outlined in the invitation to bid, be sure to get the information you need before you complete your bid. The tender documents provide the name and phone number of a contact person who can answer your questions. If the tender asks you to provide descriptive literature, sample materials, proof of insurance, a bid bond or certified cheque or other items, be sure to include these in your submission. Your bid could be rejected if you leave anything out.
Written bids should be submitted in a sealed envelope or, in the case of a fax, with a cover sheet. In both cases, write the opportunity number and the closing date and time on the front. It is up to you to submit your bid at the designated place by the closing date and time specified in the opportunity.
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If an invitation to bid asks for a specific trade name or brand, can I substitute another product?
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Sometimes. If the buyer has asked for a particular brand in order to set a standard of quality or performance, you can offer an item similar to the one specified. Be sure to identify your alternative and provide information to support that your substitute is equal or better than the product requested.
In some cases the buyer cannot accept a substitute. If substitutes are not acceptable, the invitation to bid will state this.
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What happens to my bid if I don't comply with all the requirements of the invitation to bid?
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It will be rejected. About five per cent of all bids received are rejected - the most common reasons are:
- requested information was not provided,
- requested bid security was not submitted,
- the bid was not signed,
- the bid was received late.
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Can I change my bid after I have submitted it?
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Yes. You may amend or withdraw your bid at any time before the closing date. No changes to bids can be accepted after the closing date.
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Following Up
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Bidders may attend the tender opening. Bids are opened at the time and place noted in the invitation to bid. Bid openings are held in our Regina office.
If you were not awarded an opportunity that you bid on and want to learn why, contact the buyer listed in the tender document. The names of bidders and their bid prices are available to those who submitted bids.
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If my bid price is the lowest does that mean that I win the contract?
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Not necessarily. Sometimes your bid price is only one of a number of criteria that may be used to evaluate your bid.
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Contract Awards
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The solicitation will specify if the award will be made to one or more suppliers.
The buyer will notify the successful supplier once responses have been evaluated and a contract will be issued. Debriefing sessions are made available to unsuccessful suppliers upon request.
Contracts are binding legal agreements between the Government of Saskatchewan and the supplier. Goods and services must be supplied as specified in the contract. Changes to any contract are invalid unless authorized by Government Services Purchasing prior to the goods or services being delivered. Changes to contracts are made using a notice of correction issued by Government Services Purchasing.
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What can I do if I disagree with the way my bid was treated?
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Government Services Purchasing is very open about our procurement processes. If you have a question or problem contact the buyer responsible for the contract and state your case.
If you still feel that the tender was not conducted properly or that you have been treated unfairly, you can contact the Director of Purchasing rob.isbister@spm.gov.sk.ca.
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Delivery and Shipping
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Shipments must be made "F.O.B. Destination", unless otherwise specified in the contract. No "collect" or "consignee risk" shipments will be accepted. Shipping, delivery and special or further handling of goods form an integral part of the contract.
Suppliers must ensure that delivery of goods is made within the time period specified in the contract, or the contract may be cancelled.
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Inspection/Acceptance of Goods
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The recipient department is responsible for inspection and acceptance of goods, unless otherwise specified.
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Getting Paid
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Payment is made according to the terms specified in the contract or after the goods or services are received, accepted at their destination and the invoice is approved and processed. Your invoice should contain a description of the item(s) and price(s) agreed to in the contract. Be sure to include the purchase order or contract number on your invoice. The government does not pay GST so do not add it to your invoice.
The Saskatchewan government will pay interest on debt obligations that are past due. Payments will be considered past due after 45 days from the date of the satisfactory receipt of the goods or services, or receipt of an invoice, whichever is later. Interest amounts less than $1 will not be paid.
You should direct all inquiries and questions regarding payment to the department that received the goods or services.
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Effective Date: June 2, 2000
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