Procurement and Inventory Services

The Procurement and Inventory Services Department is the part of supply chain management that plans, implements, and controls the efficient, effective forward and reverse flow and storage of goods, services and related information between the point of origin and the point of consumption in order to meet customers' requirements.  The City’s Procurement and Inventory Services Department is responsible for: 

  1. Purchasing materials, equipment and services for the City.
  2. Obtaining quotes and issuing RFQs, RFPs and Tenders.
  3. Controlling and maintaining adequate inventory levels for stocked products.
  4. Disposal of surplus and/or obsolete materials and equipment.
  5. Developing Procurement and Inventory Services policies and procedures.

Procurement and Inventory Services Mission Statement

"To provide a central purchasing service maintaining the highest ethical standards in dealing with both users and suppliers of goods and services. To meet the procurement needs of the City by providing, without prejudice, the right products, at the right time, with the appropriate quality, at the right price."

How to Become a City of Penticton Supplier

Information on how to become a City of Penticton supplier can be obtained by viewing the Supplier Opportunities information located below.

How the City conducts Procurement Business

All acquisition of goods and services by the City of Penticton are undertaken in compliance with the City’s Purchasing Policy.

Open Bid Opportunities

Open Bid Opportunities are advertised in one or more of the following ways:

  • Posted on the City's website
  • Advertised in a local newspaper
  • British Columbia Government website BC Bid
  • British Columbia Local Government website CivicInfo BC

Unless otherwise specified in the bid document, all submissions will be received at the office of the Procurement and Inventory Services Manager located at City Yards, 616 Okanagan Avenue East, Penticton, BC  V2A 3K6 up to 2:00:00 pm local time on the closing date.

Immediately following the closing time, tenders are opened in public and interested parties are welcome to attend the opening.  Requests for Proposals, Requests for Quotations and Request for Pre-Qualifications will not be opened in public.   Bids received after the closing time will not be considered and returned unopened to the bidder.

Inquiries

Any inquiries regarding open bid opportunities must be submitted in writing to the Procurement and Inventory Services Manager as noted on the bid document.  All questions will be answered through an addendum should time permit.  Bidders must specify if their inquiry reveals a trade secret or process that should not be made public. 

Contact during Tender/RFP Process

Until a competitive process is awarded, contact with any City representative, including members of Council, Officers or employees of the City, is not allowed, except as may be directed in the RFP or Tender.  If a proponent contravenes this directive, it may result in their proposal being removed from consideration and may affect their ability to submit to future competitions.

Altering Documents

Proponents must not electronically alter any portion of downloaded documents with the exception of adding the information requested.  To do so will invalidate the bidder’s response.

Ownership of Documents

All bid documents issued by the City are the property of the City and may not be copied or sold to other parties without the written consent of the Procurement and Inventory Services Manager.

Proponent Debriefs

After the contract has been awarded, unsuccessful proponents are afforded an opportunity to learn how they might improve future submissions.  To arrange for a debriefing, contact the Procurement and Inventory Services Manager at procurement@penticton.ca

Frequently Asked Questions and Answers

The following are commonly asked questions and answers.

1.  How do I become a supplier or service provider to the City?

The Procurement and Inventory Services Department maintains a list of qualified suppliers or contractors for goods and services. If you wish to have your company added to the list, e-mail the following information and documentation:

  • Full company name
  • Address
  • Phone, fax, email, website link
  • Sales and technical support contacts
  • Authorized product lines/brand name
  • Commodity type, quality
  • Brochures/corporate profile
  • Area of service, delivery
  • Insurance, WCB Clearance Letter and Business Licence (for services only)

2.  Does the City have a preference for doing business with Penticton-based companies?

While the City cannot legally adopt a program that provides a preference for Penticton-based companies, we do appreciate doing business with local companies and encourage them to compete for the City’s business.

3.  How can I find information about bid opportunities?

All open bid opportunities are posted to the City’s website.  Notification may also be posted to  BC Bid and CivicInfo BC.  Should a potential bidder download a bid document from the City’s website, it is the bidder’s responsibility to check for addendums which are also posted to the City’s website.

4.  What are the City's Terms and Conditions?

Terms and Conditions are available from the City’s website. These documents have been posted for convenience, however; on occasion the City may make changes to the posted Terms and Conditions or issue supplemental special conditions. It is the supplier or contractor’s responsibility to ensure they review the bid and/or contract documents to ensure they have the most recent Terms and Conditions.  

5.  How does the City dispose of used equipment or surplus material?

All surplus equipment and salvage materials are disposed of through the Procurement and Inventory Services Department.  Unless able to be used by another City Department, surplus will be disposed of by one of the following methods:

  • Sale to public through BC Auction.  Bidders must register (at no cost) with BC Auction to be eligible to bid;
  • Local area auctioneers;
  • Sale by consignment;
  • Sale to scrap metal dealers; or
  • Donate to non-profit organization.

All surplus equipment is sold “As Is – Where Is” in present condition with no warranty, except ownership, to be given or implied, and on the basis that the buyer will remove and transport.

6.  Where can I find a list of all the equipment or surplus material for sale?

 All surplus items are posted under Open Bid Opportunities (look for DISPOSAL under the Tender Title & Number).  

7.  Who can do business with the City of Penticton?

 Any person, business, or corporate entity, under most circumstances, is eligible to become a City supplier.

8.  What is required of a contractor to work on City property or projects?

Typical documentation required for contractors providing services on City property or projects include, but is not limited to:

  • Proof of a City of Penticton or inter-community business licence
  • Copy of current WorkSafe BC clearance letter
  • Certificate of insurance – evidence of commercial general liability, cross liability coverage, and/or professional errors & omissions liability insurance showing the City added as an additional insured.

Questions or Comments

We welcome your inquiries.  Please contact us via e-mail or by phone at 250-490-2555 from 8:30 a.m. to 4:30 p.m., Monday to Friday (excluding statutory holidays).

Supplier Opportunities

The Procurement and Inventory Services Department maximizes the long-term value of the City’s dollar recognizing that price, quality and performance are important considerations in making up the total cost of ownership.  The department adheres to the highest standards of equity, honesty and open communication and ensures that all suppliers are given fair and equal opportunity through adherence to the City’s Purchasing Policy, principles and practices. 

The Procurement and Inventory Services Department maintains a list of qualified potential suppliers or contractors for goods and services; however, it remains the responsibility of potential suppliers to monitor the City’s website for Open Bid Opportunities.  The Procurement and Inventory Services Manager reserves the right to remove any supplier from the records at any time.

If you wish to have your company added to the list, e-mail the following information:

  • Full company name
  • Address
  • Phone, fax, email, website link
  • Sales and technical support contacts
  • Authorized product lines/brand name
  • Commodity type, quality
  • Brochures/corporate profile
  • Area of service, delivery

 For services only, also include:

  • Proof of City of Penticton or inter-community business licence
  • Copy of current WorkSafe BC clearance letter
  • Certificate of insurance – evidence of commercial general liability, cross liability coverage, and/or professional errors & omissions liability insurance showing the City added as an additional named insured.

While the City cannot legally adopt a program that provides a preference for Penticton-based companies, we do enjoy doing business with local companies and encourage them to compete for the City’s business.

Bid Opportunities

The City of Penticton is committed to conducting business using strong ethical business practices, pursuing a high standard of equity, honesty and open communication and ensuring all suppliers and contractors are given fair and equal opportunity to do business with the City.

It is the sole responsibility of the proponent to check the City’s website for any updated information and addenda issued before the closing date.  penticton.ca/procurement is the only authorized website to obtain bid documents and addenda for the City of Penticton bid opportunities.  The City of Penticton will not be held responsible for competitive bid documents that are located on any other website.

Standard Terms and Conditions

The City’s standard Terms and Conditions are posted as convenience; however, on occasion the City may make changes to the posted standard Terms and Conditions or issue supplemental specials conditions.  It is the supplier’s / contractor’s responsibility to ensure the most recent Terms and Conditions have been reviewed.

Open Bid Opportunities

All open bid opportunities for the Ciy are listed here