City Purchasing

Purchasing

The Purchasing Department is a support service for other City departments, providing professional expertise in Procurement, Risk and Supply Chain Management.

Purchasing assists in sourcing supplies, equipment and services to provide City departments with best overall value and is authorized to issue purchase orders (POs). The competitive bid process is administered in accordance with municipal guidelines, legislated trade agreements and provincial laws.

Bidder’s List

The City does not retain a bidder’s list or bidders registry.

Companies are invited to submit their marketing information via email to: bid@coquitlam.ca for distribution to the appropriate department(s).

Vendor Information

Please complete and submit ​a Vendor Profile ​& Electronic Funds Transfer Application to facilitate company set up and to receive payments electronically.

Standard Terms and Conditions of Purchase

Unless superseded by other related documents and agreements, these Terms and Conditions will apply and be binding to suppliers of goods and services. Upon acceptance of a City of Coquitlam Purchase Order (PO), the supplier is deemed to have agreed to the City’s ​Terms and Conditions of Purchase.

Requirements for Contractors Working on City Property

Contractors and service companies doing business on City property are required to provide evidence of insurance as required:   

Purchasing Procedures

For general purchases and construction contracts, the City's Procurement Guidelines state that the acquisition method be a minimum of one quote or proposal for purchases less than $50,000 and a minimum of three written quotes, proposals or tenders for purchases greater than $50,000. A prequalification process may be utilized to source qualified suppliers.

Requirements are publicly advertised on the City and BC Bid websites according to legislated thresholds and purchased from local, provincial, national and international sources.  The City issues a purchase order (PO) to the selected supplier.

City staff may be authorized to purchase low dollar value items for their department by using a corporate purchase card.

Procurement Guidelines

Coquitlam's Procurement Guidelines ​describes how and when competitive bids are issued, the evaluation process and authorization for awarding contracts.

Co-operative Purchasing Group

The City of Coquitlam is a participating member of the Vancouver Regional Co-operative Purchasing Group (VRCPG) which is an amalgamation of local government agencies in the Metro Vancouver area. This group consolidates requirements for standardized goods and services to achieve economies of scale.

Inventory Management

Purchasing provides a centralized inventory management service (Stores Department) located at the City Service Centre at 500 Mariner Way. Inventory management maintains physical control, security and distribution of materials.

Stores inventory provides City crews ready access to frequently required materials, tools and safety equipment and consolidates requirements for better pricing and terms.

Sustainability

The City promotes sustainable acquisition, use and disposition of goods, services, assets and infrastructure in consideration of:
  • environmental impact; promoting goods and services that make lesser or negligible demands on non-sustainable resources and avoiding those with adverse affects;
  • economic and financial value; total cost of ownership, life cycle, corporate responsibility;
  • social value; ethical and social considerations, healthy communities.

Surplus Goods Disposal & Recycling

Purchasing administrates disposal and recycling of surplus materials and equipment. Items that can be used by other City departments are relocated. Surplus items are sent to public auction.

Currently the City utilizes the services of Able Auctions. For information on auction dates and times phone 604-594-2253 or ableauctions.c​a

Purchasing Representatives

Appointments can be arranged by calling between the hours of 8:30 a.m. and 4:30 p.m., Monday to Friday.

How to Get Paid

Invoices are to reference a City purchase order (PO) number and are sent to: apinvoices@coquitlam.ca  For more information visit our Accounts Payable page.

Purchasing Department
Email:
bid@coquitlam.ca
Phone: 604-927-3060
Fax: 604-927-3035

Mailing Address:
City of Coquitlam
Purchasing Department
3000 Guildford Way
Coquitlam, BC  V3B 7N2