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 and provincial laws.
The City does not retain a bidder’s list or bidders registry.
Companies are invited to submit their marketing information via email to: firstname.lastname@example.org for distribution to the appropriate department(s).
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Unless superseded by other related documents and agreements, these Terms and Conditions will apply and be binding to suppliers of goods and services.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 Standard Terms and Conditions.
Contractors and service companies doing business on City property are required to maintain:
- A valid City of Coquitlam Business License. For more information contact the Business Licence Department at phone: 604-927-3085
- WorkSafeBC Clearance Letter in good standing
- A safety program in place that meets with the requirements of WorkSafeBC
- Evidence of Commercial General and/or Professional Liability insurance as required
For general purchases and construction contracts, the City's Procurement Policy states 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.
Coquitlam's Procurement Policy outlines 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.
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.
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 www.ableauctions.com
Buyers are available between the hours of 8:30 a.m. and 4:30 p.m., Monday to Friday and appointments can be arranged by calling ahead.
How to Get Paid
Invoices are to reference a City P.O. number and are sent to: email@example.com For more information visit our Accounts Payable area.
City of Coquitlam
3000 Guildford Way
Coquitlam, BC V3B 7N2