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Welcome to Purchasing
The City of Statford operates on the premise that competitive
markets will provide us, and hence the taxpayers, with the
best products and services available to meet our needs. We
do not discriminate in favour of any particular class of
supplier, but when examining prices, quotes and tenders,
consideration is given to many factors. Some of these factors
include: price, quality, delivery, services offered, past
performance, taxes, shipping, insurance, and so forth.
We do maintain a suppliers list and will contact specific
suppliers for quotes on some of our needs. However, we do
not always contact every supplier personally, sometimes preferring
to advertise in the local paper and/or on our website.
To update your supplier application form, or to register
as a new supplier, see Supplier Application Form. The Commodity Code Listing provides
frequently used goods and services. This is to be used in
conjunction with the Supplier’s Application Form.
About Purchasing
The Purchasing Department is responsible for the acquisition
of goods, services, capital construction projects and equipment
for the City of Stratford. Purchasing policies and procedures
are determined by Purchasing, approved by Council and are
mandatory for all City departments.
Purchasing Policy
We believe in, and actively promote, an open, transparent,
competitive environment that benefits the purchaser and the
supplier. We purchase goods and services based on definitive
specifications, quality of products and service, advantageous
price and delivery practices, and value added features which
enable City staff to deliver quality services to the residents
of Stratford in an efficient and cost effective manner.
Policy Highlights
- To operate a de-centralized purchasing program.
- To solicit fax/email quotations for purchases up to $25,000.
- To solicit formal sealed quotations and request for proposals
for purchases and services in excess of $25,000.
- To solicit formal sealed tenders and request for proposals
for purchases and services in excess of $100,000.
Click here to view the
City of Stratford’s Purchasing Policy.
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Method of Bidding/Advertising
Bids called for projects, goods and services, and equipment
are either publicly advertised or by invitation. Bids are
classified depending on the estimated value or complexity
of the required item(s). There are four major categories
of bid calls: telephone/electronic submissions, quotations, public tenders
and request for proposal (RFP). All public quotations, tenders and request
for proposals are advertised through the "Bid
Opportunities" section
of the City’s website as well as in local and trade newspaper publications
in accordance with the City’s policies. Bid information may also be located on the following website:
Location and Hours of Business
Purchasing Department is located on the Main Floor of Stratford
City Hall at 1 Wellington Street. Our office hours are 8:30
a.m. to 4:30 p.m. Appointments may be arranged from 9:30
a.m. to 3:30 p.m. Monday through Friday.
Our main office number is 519-271-0250 ext. 280.
Workplace Safety Insurance Board
The City requires all contractors who provide labour and
installation services at any “City of Stratford” facility
or on any City owned property to be in full compliance with
all requirements imposed upon them by the Workplace Safety
Insurance Board. All certificates of training must be available
for presentation upon request.
Certificate of Insurance
The standard insurance minimums are as follows:
$2 million – commercial general liability policy
$2 million – owned and non-owned automotive liability policy
$2 million – homeowners (e.g. for rental of facilities)
$2 million – professional errors and omissions liability (as applicable)
$2 million – environmental impairment liability (as applicable)
The amount of the project cost - Builders Risk (as applicable)
The successful bidder must provide the Corporation, at their
cost, a certified copy of a liability insurance policy covering
public liability and property damage for no less than the
minimum amounts stated above to the satisfaction of the Corporation
and in force for the entire contract period. The policy must
contain:
- a Cross Liability clause or endorsement;
- an endorsement certifying that the Corporation as an additional named insured;
- an endorsement to the effect that the policy will not be altered, cancelled or allowed
to lapse without thirty days prior written notice to the Corporation.
Certificate of Insurance - City
When doing business with Social Services, Public Housing
Division, the same information as above applies, however,
we require the attached public housing certificate of insurance
to be completed. This names City of Stratford and Perth and
Stratford Housing Corporation as additional insured’s.
Certificate of Insurance - Public Housing
NOTE: These are the only certificates
acceptable by the City of Stratford.
Deliveries and Completion Dates
It is important that goods/services and construction be delivered
promptly and project schedules met according to the date
agreed upon when the purchase order or contract was established.
Online Auction
The City of Stratford has joined this government auction
process to provide the general public with access for obtaining
government surplus goods, in a fair and equitable manner,
and to ensure surplus goods are being disposed of in a cost
effective and environmentally friendly manner.
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Accessibility