The University of Waterloo is committed to a fair and open competitive bid policy. We use informal, formal and sealed bids to obtain fair market prices for the products and services needed.
In order to save both supplier and the university endless time, effort, and expense, it is the University of Waterloo's practice to solicit only one, best, price from each supplier. We will insist that the first price submitted be the best price, and we will not invite nor accept subsequent offers or bids.
Types of tenders
Informal
quotations/Bids
(e.g.
telephone/facsimile
requests)
are
used
to
reduce
the
paperwork
and/or
time
formal
quotations
normally
require.
We
will
either
call
or
ask
you
during
your
visits
to
submit
prices
for
a
particular
item
or
a
group
of
items.
All
costs
must
be
included
in
verbal
quotations,
since
formal
documents
are
not
used
in
this
informal
process.
Samples
or
specification
sheets
will
be
provided
whenever
possible,
so
that
our
requirements
are
completely
understood.
To
ensure
that
we've
received
and
recorded
the
correct
information
from
your
firm,
you
should
document
your
verbal
quote
to
us
in
writing
as
soon
as
possible
to
the
attention
of
the
requesting
buyer.
The
university
of
Waterloo
encourages
supplier
involvement
in
the
pre-purchase
process.
Any
unsolicited
quotations
should
be
copied
to
the
appropriate
buyer
in
order
to
assure
a
fair
evaluation.
Formal
quotations/Bids
are
used
for
more
costly
or
complex
purchases.
This
method
ensures
that
all
selected
bidders
receive
identical
instructions,
terms
and
specifications
for
the
product
or
service
we
wish
to
buy.
Sealed
submissions
are
used
for
high
value
goods
or
services
that
involve
long-term
contracts
or
purchase
orders.
The
bidder
must
submit
their
proposal
in
a
sealed
envelope
by
the
date
and
time
specified.
Bidders
are
not
included
nor
present
at
the
opening
of
sealed
bids,
but
are
notified
in
writing
about
the
outcome
(e.g.,
the
firm
receiving
the
award,
but
not
the
financial
and
commercial
aspects)
in
a
reasonable
time
frame.
Bidders
may
adjust
or
withdraw
their
submissions,
providing
the
details
are
received
in
written
form
in
advance
of
the
closing
time/date.
Submissions
received
after
the
closing
time/date
will
be
returned
unopened
and
the
potential
vendor
advised
accordingly.
All
University
of
Waterloo
solicitations
exceeding
$100
000.00
are
posted
electronically
at
the
Merx
Website
and
are
in
compliance
with
the
Canadian
Agreement
on
Internal
Trade.
Bid process
When asked to quote or bid, please be sure to follow these instructions:
- The university must receive your quotation/bid by the date and time specified, or it will be excluded from consideration. We will allow reasonable time for bids to be submitted. If you need to request extension, it must be approved in writing by the requesting purchasing representative. In such cases, the same extension will be granted to all competitors.
- Always separate freight costs (if applicable) and other one-time charges from unit price(s) when you prepare a bid/quotation for us. If these one-time costs are not separately stated, your firm's quotation/bid may be placed at a disadvantage.
- Please quote/bid on the exact specifications listed. We also encourage you to submit alternate specifications, prices and delivery dates.
- If you cannot meet the specified delivery date, please state that fact to us and include your own delivery date with your bid/quotation.
- Please call us about any specification that you might find difficult to interpret or that you believe is in error. We in turn, will contact you if there is something we question about your bid or quotation.
- The status of duty and taxes must be clearly indicated on all bids and quotations. Governmental regulations include some unique situations for universities, therefore, we must request that your quotations show unit prices and taxes separately and include the duty status for each item listed.
- Should conditions arise that indicate that it would be in the University's best interest to allow rebidding/requoting to occur, all original vendors requested to bid/quote will be given an equitable opportunity to rebid/requote. Changes in specifications, requirements and/or state of the art are some examples of conditions that would create a rebid/requote situation.
Request for information
If we request informal estimates on prices or specifications on products we have not yet decided to purchase, our Purchasing staff will make sure you know this fact before you submit your response to our RFI.
Request for proposal
We will request formal written proposals (RFP) for our more complex requirements where, in addition to normal evaluation methods, supplier performance record, special capabilities, task understanding and proposed strategies will be considered.