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PROCEDURE FOR USING PUBLIC TENDER

  

1. Preparing a Public Tender Notice

1.1 All tender notices must be routed through the Department of Financial and Administrative Services unless alternate arrangements have been made.

1.2 Procedures for preparing tender notice:

1.2.1 Obtain tender number, opening time and date from the Tendering Clerk at Financial and Administrative Services, the Principal's Office at Sir Wilfred Grenfell College, the purchasing office at the Faculty of Medicine, the Tendering Section at Facilities Management, or the purchasing section at the Marine Institute. Tenders normally close a minimum of fifteen (15) calendar days after they are posted.

1.2.2 Tender Notice should include:  

  • Tender Number
  • Tender Name
  • Time and Date for closing (be sure to include time zone; NDST or NST after time)
  • Details to bidders about where to obtain tender packages (Service Providers)
  • Indicate address where tenders are to be delivered.
  • Indicate room number and building where the opening will take place

1.2.3 All tender notices will be advertised electronically with a Service Provider (Bids, Pods, and Merx). Departments will be required to forward all tender documents electronically to the Tendering Clerk at the Department of Financial and Administrative Services, Sir Wilfred Grenfell College, Marine Institute and Department of Facilities Management.

2. Instructions to Departments

2.1 When preparing tender packages for submission to the Tendering Clerk, ensure that each package contains:

  • Tender Notice
  • All specifications
  • Any amendments to the general terms and conditions for tendering that may be unique to the end-user department

2.2 Forward all documents to the Tendering Clerk in electronic format such as WordPerfect, Word, Microsoft Word, Lotus, etc., as an e-mail with an attachment.

2.3 The deadline for the electronic transfer to the Tendering Clerk is two (2) working days prior to the date the department wishes to have it appear on the Service Provider's Website.

2.4 Upon receipt of the Notice, Specifications and Amendments, all necessary changes will be made and converted to PDF files. The Tender Bid Form, the General Terms and Conditions for Tendering, the Notice, the Specifications and any Amendments to the General Terms and Conditions for Tendering will be attached and the complete package will be forwarded to the Service Providers within the required time frame.

3. Preparing Tender Specifications

There are five basic steps to preparing a tender. They are:

3.1 Development of an accurate set of specifications for the bidders to review and reply to. Inadequate specifications will cause problems for the bidders in developing accurate bids and may result in the acquisition of goods and/or services that do not meet the standards desired by the requisitioner.

When developing the tender specifications, ensure that the following points are considered:

  • Document the minimum warranty requirements you will accept.
  • Ensure that your specifications adequately express the quality of the product expected to be purchased. For example, specifying just a LCD panel monitor for a computer system may not be adequate if you expect a contrast ratio of 600:1 w/digital interface or better and you are quoted 350:1 w/analog, which is not acceptable. Specify exactly your minimum requirements.
  • Specify a delivery date.
  • Where required, you are permitted to reference a "brand" name of an acceptable product. However, the words "or approved equivalent" are also required.

3.2 Contact the Tendering Clerk at the Department of Financial and Administrative Services to arrange for the review of specifications.

3.3 The tender opening. (See Tender Opening Section below)

3.4 Tender evaluation. (See Tender Evaluation section below)

3.5 Notification of award to bidders.

4. Guidelines for Rejection/Acceptance of Tenders

4.1 Tenders will be rejected during the evaluation process when key elements of the bids have not been included, such as:

  • Tenders are not submitted on the "Invitation to Tender" form.
  • Tender is not properly identified.
  • "Invitation to Tender" form is not signed.
  • FOB terms are not as requested.
  • Appropriate specifications and/or catalogue information of an equivalent product are not provided.
  • Faxed bids are not received in its entirety prior to the tender closing time.

4.2 Tender bids not meeting the documentation requirement will be rejected promptly by the Department of Financial and Administrative Services.

5. Tender Opening

5.1 All tender openings must be attended by at least two Memorial University representatives: one from the tendering department, and one from the Department of Financial and Administrative Services.

5.2 The tender attendance sheet must be signed by all present.

5.3 Tenders will be opened individually and the following information disclosed:

Name and address of bidder
Item(s) being bid on
Unit price(s)

Each tender along with above information will be duly recorded by the departmental representative.

Each tender will be signed and dated by both Memorial University representatives.

After all tenders have been opened, recorded and signed, the attendees will be asked if they have any questions as to the manner in which the tenders have been opened.

6. Tender Evaluation

The following guidelines are used to evaluate tenders:

  • Ensure that each bidder has signed the tender bid form.
  • Completeness of bids. Ensure that the tender form and any other required documents are included with bid.
  • Ensure that for any faxed bids, the original documents are received within three (3) working days after the tender has closed.
  • Evaluate each tender to ensure that the bidders are in compliance with all specifications.
  • Complete a technical evaluation.
  • Complete a Tender Evaluation Form. This will show all bids received, whether they are acceptable or not acceptable, and the preferred bidder.
  • Document reasons for disqualification of any bid.
  • Notify unsuccessful and disqualified bidders. See Tender Notification Form.
  • Forward original bids, Tender Notification Form, copy of all documents outlining reasons for disqualification, copies of notices sent to unsuccessful bidders and a copy of the resulting purchase order(s) to the Tendering Clerk at the Department of Financial and Administrative Services.

7. Form B: Contract Award Without Tender Invitation

7.1 "Form B", Contract Award Without Tender Invitation, is required to be completed pursuant to section 10 of the Public Tender Act (1984). The form is designed to summarize those contracts awarded without tender as allowed by sections 3 and 4 of the Act. Briefly, these sections are:

  • In cases of a pressing emergency injurious to public interest.
  • Only one available source.

7.2 Timing of Award

7.2.1 The Department of Financial and Administrative Services will be responsible for gathering all "Form Bs" and submitting them to the President for review and signatures.

7.2.2 This form is to be fully completed and forwarded to the Department of Financial and Administrative Services prior to the issuance of the purchase order. This is required in order to ensure the President has approved not going to tender before the award is made.

7.2.3 It should be noted that, in order to use exemption clause 3 (2) (e) (Sole Source), the Director of Financial and Administrative Services will be responsible for providing prior exemption. Therefore, it is important that arrangements for approval be made in advance if you anticipate using this clause. Use of this exemption cannot be granted after the award has been made.

7.3 Completion of Form B

Section 1 - This area will indicate the University department making the award.

Section 2 - This section will briefly describe the nature of the services or supplies purchased. The purchase order number is also required.

Section 3 - This section will contain the complete mailing address of the contractor, supplier or lessor to whom the award was made.

Section 4 - The full value of the contract, exclusive of taxes but including freight and any other associated costs is to be shown here, along with the date of award (date purchase order was issued). Awards for a public work should include all applicable taxes.

Section 5 - Check the appropriate section of the Public Tender Act for which this purchase is exempt. The relevant section of the Act is attached to this instruction for your assistance.

Section 6 - Clearly outline why the tender was not invited. This explanation will have to undergo the scrutiny of the Auditor General's Office, Government Purchasing Agency and the general public, so accuracy is critical.

Section 7 - Not applicable.

Section 8 - In all cases, the appropriate Dean, Director or Department Head is required to sign the form prior to it being forwarded to the Department of Financial and Administrative Services for review and recommendation to the President/Vice-President for approval.

 

Policies using this procedure: