The Purchasing Division 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.
The City does not retain a bidder’s list or bidders registry. Companies are invited to submit their marketing information via email to the Purchasing Department for distribution to the appropriate department(s).
Unless superseded by other related documents and agreements, these Standard Terms and Conditions will apply and be binding to suppliers of goods and services and providers of Consulting and Professional Services. Upon acceptance of a City of Coquitlam Purchase Order (PO), the supplier is deemed to have agreed to the applicable Standard Terms and Conditions of Purchase:
Payment Card Industry (PCI) Data Security Standard (DSS)
If through the supply of goods and services, the Vendor will have access to or the ability to impact the City’s information technology environment or the City’s payment card environment, the Vendor agrees to comply with and be bound by the provisions of the PCI Data Security Standard (PDF).
Instructions to Proponents & Respondents
By submission of a response to the City’s request for proposals or information (RF), companies agree and accept the rules by which the bid process will be conducted in the Instructions to Proponents (PDF).
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:
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.
Lower Mainland Purchasing Group
The City of Coquitlam is a participating member of the Lower Mainland Purchasing Group (LMPG) 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.
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