100 Newport Drive, PO Box 36
Port Moody, BC V3H 3E1
Overview | Mandate | Purchasing policy | Method of bidding | Evaluations | Bonding | Interested in doing business with us? | Requirements for contractors | Awarded contracts | Invoice requirements | Current Bid Opportunities
Purchasing at the City of Port Moody is a centralized function, responsible for:
- The efficient and economical acquisition of materials, supplies, equipment, rentals and services for the City’s operations and programs;
- The efficient and economical disposal and recycling of surplus equipment and materials. Items that can be used by other City departments are reassigned. Surplus items are sent to public auction in an effort to reach the largest market to attract the best price with the least amount of administrative overhead.
The City of Port Moody is also a participating member of the Vancouver Regional Co-operative Purchasing Group (VRCPG). The VRCPG is a group of local government entities in the greater Vancouver area where members combine their like requirements into a co-operative procurement to achieve economies of scale and share the administrative costs of procurement. In addition to those benefits, as an active member of the VRCPG the City is able to leverage its partners and maximize regional resources by sharing knowledge, documents and best practices.
The mandate of the Purchasing Division is to procure requirements as economically as possible with regard to price, quality, product service, and environmental impact; so as to provide the taxpayers and City departments with best value.
As purchasing professionals, the division abides by the professional code of ethics established by the oversight body, the Purchasing Management Association of Canada (PMAC), which sets out the constitution, rules and bylaws. The Professional Code of Ethics can be found on PMAC’s website.
The division actively promotes an open, fair, and competitive purchasing environment that considers past performance, quality, delivery, and value added features, enabling the City to deliver quality services to the residents of Port Moody in an efficient and cost effective manner.
The City is committed to sustainability best practices and strives to procure goods and services from vendors, contractors and suppliers that use environmentally friendly products and services that:
- Make lesser or negligible demands on non-sustainable resources and:
- Avoid goods and services that adversely affect air, water or terrestrial environments during their manufacturing, use or disposal.
The City is also committed to ethical purchasing practices where possible and will purchase goods and services from responsible and ethical manufacturers who operate in accordance with established codes of corporate conduct regarding , workplace health and safety, forced labour, child labour and freedom of association, as embodied by in the United Nations (UN) and International labour Organization (ILO). The City will avoid doing business with companies that compete by exploiting their workers and workers’ rights.
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Method of Bidding/Advertising
Local governments are bound by certain international and inter-provincial trade agreements that the Provincial and Canadian governments are signatories and party to, including the Agreement on International Trade (AIT); Trade, Investment and Labour Mobility Agreement (TILMA); and the New West Partnership Trade Agreement (NWPTA).
As per the Purchasing Policy guidelines and the legislative purchasing thresholds set out in provincial and international agreements, competitive bids called for projects, goods and services, or equipment are either publicly advertised on BC Bid website, or by invitation.
All proposals will follow a fair and open evaluation based on certain criteria deemed appropriate for the goods or services being procured and the nature of the competitive procurement process, ensuring best value is obtained by the City.
The City will require from time to time security in the form of bid bonds, performance bonds, materials and labour bonds or letters of credit as deemed appropriate to ensure the City is safeguarded by any vendor or contractor non-performance of works or services.
Interested in Doing Business with the City
While the City does not maintain a suppliers list, suppliers are invited to make purchasing aware of their company and marketing information via email to email@example.com. Information will be forwarded to the appropriate departments. . It is recommended that suppliers register with BC Bid to receive alerts based on their industry when competitive bids are posted by the City.
Requirements for Contractors Working on Municipal Property
The City of Port Moody requires the following minimum documentation if you are providing services to the City. The minimum requirements may vary, depending on the specific requirements of the project in the bid documents.
- Federal, provincial or municipal permits when and where applicable.
- Obtain Commercial General Liability insurance commensurate with the risk associated with the work being undertaken as determined by the City’s Risk Management team, with the City of Port Moody named as Additional Insured.
- Automobile Liability on all vehicles owned, operated or licensed in the name of the Contractor in an amount not less than $2,000,000.
Contractors performing work on city owned property are required to go through the City Contractor coordination program. This program requires the city contract coordinator to ensure the following forms are completed prior to work commencing.
- WorkSsafe BC coverage compliance letter
- Port Moody business license
- Completion of Prime Contractor Designation Letter (if applicable)
- Completion of City Contractor Hazard Assessment form
- Completion of City Contractor Compliance form
If you are the successful vendor of a bid call document, the City of Port Moody will contact you via email, mail or telephone. Unsuccessful proponents will also be contacted by mail.
Work undertaken by the successful proponent may require the work be authorized by a Purchase Order.
In an effort to mitigate cheque fraud, reduce cheque costs (lost cheques, bank reconciliations, printing, etc.) and realize other efficiencies, as well as to help us pay you more efficiently and promptly, suppliers are required to sign up for the City’s Electronic Funds Transfer Program. You can find a copy of the electronic fund application form here. Approved payments for invoices will be electronically transferred to the bank account supplied; a document indicating amount paid and the invoices paid will be emailed to your place of business.
Invoices may be submitted to the City by mail or electronically. Electronic invoices can be:
1. Emailed to firstname.lastname@example.org.
2. Faxed to 604-469-4520.
3. Mailed to: City of Port Moody
Accounts Payable Division
100 Newport Drive, PO Box 36
Port Moody, BC V3H 3E1
For further information, contact email@example.com.