Purchasing Services

Purchasing Services provides procurement services for all departments and designated boards and commissions of the City of Oshawa. The purchase of goods and services is managed by Purchasing Services to ensure competitive pricing, quality goods and services and timely delivery necessary to meet the City's demands.

• Bidder Registration
• Bids and Tenders
  • Bidding Procedures
  • Formal Quotations
  • Tenders

Bidder Registration

It is the sole responsibility of each bidder to check the Bid Opportunities Web Page often to review any open bid opportunities.

Bids and Tenders

Bidding Procedures

On routine purchase of off-the-shelf items and items of nominal value, competitive quotations are obtained by telephone or in writing on your company letterhead.

All other competitive bidding is by formal Request For Tender (RFT), Request For Proposal (RFP) or by Request For Quotation (RFQ) on documents provided.

The Manager shall decide which method shall be employed having regard for the means by which the most favourable prices might be obtained, the nature and importance of the contemplated purchase or work, the urgency of the requirement, and other factors including general trade practices and market conditions.

Formal Quotations

• Documents can be downloaded from the City of Oshawa website at no charge.
• Quotations returned by mail or hand delivered must be received before the closing date and time specified in the documents.
• Quotations are opened after the closing time by the Manager, Purchasing Services and the responsible buyer. Prices are recorded. Quotations are reviewed, tabulated and a recommendation to award is made. All such recommendations must be approved by the Manager and the purchase order is placed, usually within a two-week period.

Tenders

• Tenders for Building Construction, Plant Equipment, Vehicles, Construction Machinery, Fire Equipment, etc., are called by Purchasing Services. These contracts are advertised at the City of Oshawa Website and the Ontario Public Buyers Association Website at least two weeks prior to the closing date.
• Tender documents can be downloaded from the City of Oshawa website at no charge.
• Tender documents are received at the office of the Manager, Purchasing Services, in accordance with instructions issued with each tender. Tenders must be received prior to the closing time and date indicated in the document.
• Tenders are publicly read as opened and representatives from companies submitting bids may attend. Tenders are usually opened immediately after closing time, however, it is suggested you check the respective tender documents for this information.

Click here for Open Bid Opportunities

Tenders and necessary documents for Public Works Road and Sewer projects are called and issued by the City's Department of Development Services.

General Information

Branch Policies

Customer Service is of the utmost importance to Purchasing Services. To provide the best service to our "customers" (user departments and agencies), we strive for the following:

• To develop new sources of supply and alternative products to those presently in use, having in mind the ultimate in economy as well as quality.
• To purchase on a non-restrictive, competitive basis.
• To continually review specifications and standards.
• To assure that all qualified vendors have equal opportunity to conduct business with the City.

To sustain this commitment, we require vendors who have "Customer Service" as their most important product.

Purchasing By-Law

Fair Wage Policy 2007

Environmental Awareness Statement Of Principle

In order to contribute to waste reduction and to increase the development and awareness of environmentally sound purchasing, acquisitions of goods and services will ensure that, wherever possible, specifications are amended to provide for expanded use of durable products, reusable products and products (including those used in services) that contain the maximum level of post consumer waste and/or recyclable content, without significantly affecting the intended use of the product or service. It is recognized that cost analysis is required in order to ensure that the products are made available at competitive prices. This Statement of Principle expresses the City’s commitment to waste reduction and environmentally conscious organizations are encouraged to adopt this or a similar Statement of Principle.

Professional Affiliations and Code of Ethics

In order to maintain and promote simplified standards and specifications, and to keep pace with changing market conditions, Purchasing Services maintains membership in the National Institute of Governmental Purchasing, Canadian Public Procurement Council, Purchasing Management Association of Canada and the Ontario Public Buyer Association Inc., and subscribes to the principles and ethics of these associations.

Ontarians with Disabilities Act, 2001

The Corporation of the City of Oshawa is committed to proactively addressing accessibility issues and the development of strategic actions to remove, where possible, and prevent barriers to access for people with disabilities.

The City is committed to accessibility principles and to complying with all relevant provincial statutes and regulations enacted thereunder, with particular regard to, but not limited to, the Ontarians with Disabilities Act, 2001 and the Accessibility for Ontarians with Disabilities Act, 2005 as amended from time to time as well as all successor and other accessibility-related legislation.

Accessible Customer Service Guide

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