Bidding Procedures

Bid Document

Bid documents may be downloaded directly from this website OR obtained from Purchasing Services, 1435 Water Street, Kelowna, BC V1Y 1J4 (Tel: (250) 469-8530).

Downloadable documents are in Adobe Acrobat PDF format. To view PDF files, you will need Acrobat Reader. If you don't have Reader installed on your computer, simply click here to download it from Adobe.

Bids must be returned to the location set out in the bid document, in a sealed envelope or package no later than the "Closing Date" set out in the document. Bid documents received after the closing time will be returned unopened.

Purchasing Services does not accept responses via Internet, e-mail or fax except where the bid document specifically states one or more of these modes of response is acceptable.

Inquiries

If you have questions about the bid, submit your question directly to the Purchasing Agent at purchasing@kelowna.ca specifying the name and number of the bid document. All questions will be answered through addendum or as a clarification using a question and answer format.  These will be distributed to all registered proponents.  

NOTE: Bidders must specify if their inquiry reveals a trade secret or process that should not be made public. The Buyer will make arrangements with the bidder for a confidential response if deemed necessary.

It is the sole responsibility of the bidder to regularly check the individual webpage for addenda, questions and answers, and amendments.

Contact During RFP/Tender Process (for Bidding Procedures)

Until a competitive process is awarded, contact with any other city representative, including members of Council, Officers or employees of The City by any registered proponents regarding that project is not allowed except as directed in the RFP or Tender. If a proponent contravenes this directive, this may result in their proposal being removed from consideration and may effect their ability to submit to future competitions.

Bid Results

As soon as practical after award, the name of the successful proponent will be posted to this website.  Only Tender results will include the awarded contract value. 

Supplier Debriefs

It is Purchasing Services' standard practice to offer unsuccessful bidders an opportunity to meet with the buyer or contracting specialist after award of contract to learn how they might be successful the next time. To arrange for a debriefing, the proponent should contact the responsible buyer or contracting specialist.

Ownership of Documents

All bid documents issued by the City are the property of the City and may not be copied or sold to other parties without express authorization of the Manager, Purchasing Services.

Altering Documents

Proponents must not electronically alter any portion of downloaded documents with the exception of adding the information requested. To do so will invalidate the bidder's response.

Useful Tips

• Check the individual webpage regularly for addendum and questions & answers on active bids.
• Read the bid documents thoroughly and comply with all the instructions and conditions.
• Ensure your response is submitted to the correct office before the closing time, or it will be returned unopened.