Bid Opportunities

Cochrane has standard purchase order terms and conditions that are applicable to all purchase orders and purchases, unless different terms and conditions are listed in the procurement request.

Purchase order terms and conditions

Departments that purchase good or services from outside providers manage their own procurement process, with the support of others in Cochrane. We comply with Alberta’s Municipal Government Act (MGA) and federal regulatory and business requirements, as well as our own purchasing policy in order to enter into any contract for goods or services.

The framework for procurement and contracts is directly related to Cochrane’s commitment to manage its finances and resources responsibly and to report on them to the community.

We treat all bidders and vendors fairly and openly. We do so by following these guidelines:

• We provide a single source of contact for each bid to provide direct answers for each inquiry and to keep communication simple and consistent. In some cases, we post all questions and answers so that all interested parties have the same information.
• We only accept questions in writing and reply in writing (usually email) to maintain an accurate, chronological and e-discoverable record. If a bidder asks a verbal question, they are directed to send the inquiry via email. Text messages are not considered.
• If one vendor has done any previous work for the Town of Cochrane, Cochrane will disclose that an incumbent contractor exists and may bid. This is sometimes the case in the process of a vendor review, which will allow an incumbent to compete for a renewed contract with new bidders. This inclusion will never guarantee that an incumbent will receive the contract again, so participation by new bidders is always welcome.
•  We ensure that all our RFP documentation is drafted in terms general enough to satisfy the project specifications and Scope of Work (SOW), but not to the point of only appealing to the capabilities and resources of one particular bidder/vendor.

Vendors who feel they have not been treated fairly must communicate their concerns in writing to the contact person for the bid. The correspondence must include:

• the specifics of their complaint or concern
• the section of the RFP document that the complaint or concern pertains to
• the rationale/evidence to support their complaint or concern

Complaints/concerns and physical copies of the supporting documentation must be submitted to the contact person for the bid. If the concern cannot be resolved at the department level, the complaint may be referred to our legal and/or process department for review. If a meeting is required, or if litigation follows, the process will follow its due course.

Most bids meet the requirements of an RPF, but some lack certain components or information, which may lead to rejection. It is important to follow every step and include every specific item in the requirements.

Some common reasons an RFP bid is rejected include:

• lack of evidence of your experience relating to the project
• too verbose; unnecessary padding of the document
• lack of required documentation
• financial errors in budget/financial documents
• lack of appropriate project planning in the estimated time/cost
• proofreading/spelling mistakes
• late submission
• lack of signatures approving that the bid comes from your office

Common reasons a bid is accepted include:

• full evidence of experience, capabilities and resources
• price (competitive, fair and market-base)
• appropriate project planning in the estimated time/cost
• all required documentation provided

Bids usually go through two evaluation steps:

1. Checklist of required inclusions requested in RFP
2. Evaluation against weighted criteria

Weighted criteria can usually be broken down into key areas: planning/execution approach, capabilities/experience and price. The RFP usually lists the weighted criteria, including relative weightings. The evaluation criteria will be different for each project, so do not rely on past RFPs to determine your potential for success.

The final award is determined on final scores in both steps of the evaluation process.

Cochrane treats all proponents fairly. We review submissions in accordance with criteria established in the RFP document. We do not consider or discuss additional information about the vendors that is not in the submissions.

Our evaluation takes into account your company’s best project approach, capabilities and resources, pricing, scheduling, and supplemental documentation. The winner who receives the contract will have met the right balance of all these aspects, measured against the weight of each part of the RFP requirements and the evaluation criteria.