Purchasing

It takes a variety of goods and services to keep the City running — everything from road salt, vehicles and uniforms to printing services, office supplies and so much more.

The Purchasing Branch works with Departments as a strategic partner, facilitating value-added procurement for all goods and services. To that end, we assist with procurement project management and collaborate as business partners and advisers to our customers.

Key objectives of the Procurement Branch:

  1. Procure the necessary quality and quantity of goods and/or services in an efficient and effective way with a focus on best value, while maintaining the controls necessary for a public institution, in accordance with the Purchasing Policies as approved by Council.
  2. Encourage the most open, competitive bidding process practicable for the acquisition and disposal of goods and/or services, and the objective and equitable treatment of all vendors.
  3. Ensure the maximum value of an acquisition is obtained by determining the total cost over the lifetime of the capital asset, good or service.

Purchasing By-law 2013-200 outlines the manner and methods the City employs to procure goods and services

Online Procurement Management

All City of North Bay bid opportunities can be found through bids&tenders™, a convenient, electronic tendering platform that will allow you to review tenders and submit bids and proposals online. 

Starting August 22nd, 2019, new bids will require electronic bid submissions through bids&tenders™.

The online system includes a set of checks and balances, making sure all bids are compliant before they can be submitted. There will no longer be a need to print copies of your submissions or have them delivered; instead they will be uploaded to the online system. Please carefully read the bid document for each bid to familiarize yourself with the new process you are to follow.  Electronic submission provides the following additional features.

  • Automated confirmation when your bid has been submitted, received, or withdrawn.
  • Ability to work on a bid, save your work, and see the bid-closing countdown in real time.
  • Ability to withdraw and change your bid, then resubmit if desired.
  • Built-in calculator that does the math for you – no need to worry about math errors.
  • Built-in compliancy checker – so you know your bid is compliant before you submit.
  • Built-in reminders sent to you if a bid has been started but not submitted.

What does this mean for Vendors?

Vendors will need to subscribe to bids&tenders™ to receive notifications about opportunities and submit bids!  To create a new account click here. Annual subscriptions are available that will allow you to bid as many times as you like with every organization that posts their bid opportunities on bids&tenders™. A one-time, pay-per-bid option is also available. You can always check out all open bids in the system even before you pay!

Vendor training guides and videos are available in the Supplier Support Portal. These will help you navigate the electronic submissions process. Should you have any technical difficulties navigating the process, you can always get in touch with the bids&tenders™ technical support team directly at 1-800-594-4798 or support@bidsandtenders.ca 

Digital Bonding

Along with the move to full electronic tender submission for open competitions, the City will be accepting digital bonds.  This is in alignment with support from the Surety Association of Canada.  Click here to learn more. Paper bonds will still be accepted for vendors who do not use digital bonds at this time.

Surplus Goods

Purchasing By-law 2013-200 outlines the process for disposal of City Surplus Goods. Surplus Goods with a residual value may be offered for public auction through GovDeals website.

Contacts

Mary-Ann Kotylak
 Purchasing Manager
 705-474-0400 x2233
Pam McLellan
 Buyer
 (705) 474-0400 x2230