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Information for Vendors
Terms and Conditions of Purchase
All goods and services are purchased by means of a formal
Purchase Order. The Purchase Order number must appear on all shipping
documents, packing slips and invoices. Orders are to be shipped
F.O.B. destination to the location specified on the Purchase Order.
The Purchase Order is a legal contract between the City/Hydro/Library
and it’s suppliers/contractors. By shipping goods as stated on the
Purchase Order, the vendor agrees to the Terms and Conditions on
the Purchase Order and/or the contract and will fulfill their obligations
according to our Purchase Order or contract.
Deliveries and Completion Dates
It is important that goods/services and construction be
delivered promptly and projects schedules met according to the date
agreed upon when the purchase order or contract was established.
Invoices
Invoices are paid based on the Purchase Order, unless otherwise
specified in the contract document, following the receipt of goods
or services. No orders can be paid without a supporting invoice
that must refer to a Purchase Order or Field Purchase Order number.
Prompt payment discounts are taken from the date of receipt of invoice,
or date of receipt of the material, whichever is later. All invoices
are to be directed to the attention of the Accounts Payable department.
Catalogues and Price Lists
The supplier’s interest and assistance is needed to ensure the accuracy
of product and service literature. Please submit catalogues, literature
and price structures as they are updated.
Supplier Performance
Purchasing Services expects the highest possible performance
from all our suppliers. Suppliers are periodically evaluated on
actual performance in service/delivery and completion schedules,
ability to respond to urgent requests, quality of workmanship, quality
of goods and services, adherence to specifications, terms and conditions
and contract compliance. The supplier is expected to act in partnership
with Purchasing Services to maintain price competitiveness, efficient,
cost effective delivery of goods and services and be innovative
in generating new ideas and introducing new products to serve the
residents of Vaughan.
When Bidding Process is Required
Bids are called for projects, goods, services, equipment
and construction as required. All bids close no later than 3:00:00
p.m. local time.
Method of Bidding/Advertising
Bids called for projects, goods and services, and equipment
are either, publicly advertised or by invitation. Bids are classified
as formal or informal depending on the estimated value or complexity
of the requirement. Purchasing Services has four (4) major categories
of bid calls;
- Telephone/electronic submissions
- Formal/Informal Quotations
- Public Tenders
- Request for Proposal (RFP)
All public tenders are advertised through the Internet as well
as local and trade newspaper publications in accordance with the
City’s policies. Bid information may be located on the Internet
at the following sites;
City of Vaughan web site
- to connect with Electronic Tendering Network (ETN) to view bids
and/or become a registered supplier
Electronic
Tendering Network (ETN) - for registered and subscribed users.
Daily Commercial
News (DCN) - subscribers only.
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