Bidding procedures

Formal Public Tendering (Bidding Opportunity) Document

Formal Public Tendering opportunity documents will be available for download at one of the following locations,

Downloadable documents may be 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.

Bid submissions must be returned to the submission location and using the method set out in the bid document no later than the "Closing Date and Time" noted in the bid document or subsequently altered by addendum. A Bid Submission received after the Closing (only possible in the instance of a physical submission and only if permitted) will be returned unopened.

The City does not accept bid submissions via e-mail or fax except where the bid document specifically states one or more of these modes of response is acceptable.

View all open Bid Opportunities

Inquiries

If you have questions about a specific bidding opportunity, submit your question as directed in the bid documents and specifying the name and number of the bid opportunity. Questions may be answered through the issuance of an addendum or as a clarification, using a question and answer format.

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

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

For general inquiry about procurement and procurement processes you may contact the City's Purchasing Branch at  purchasing@kelowna.ca.

Contact During a Bidding Opportunity

Until a bidding opportunity is awarded or cancelled, contact with any other City representative, including members of Council, Officers or employees of the City by any bidders regarding that project is not allowed except as directed in the procurement document. If a bidder contravenes this directive, this may result in their submission/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 bidder and contract value will be posted publicly. 

Bidder Debriefs

Unsuccessful bidders may request, within 30 days of notice of the award or cancellation of the opportunity, a debrief session to learn how they might be more successful in future opportunities. To arrange for a debriefing, the proponent may contact the City Contact noted in the bid documents.

Procurement Protest

Those wishing to challenge a bidding process may do so in accordance with timelines and processes in applicable trade agreements. The notice shall be in writing to the City's Purchasing Branch Manager. The notice must contain a detailed explanation of the concerns with the process or outcomes. The City will endeavour to reach a mutually satisfactory conclusion. If unsuccessful in reaching a conclusion, the protestor has the option of utilizing trade agreement mechanisms for a bid protest.      

Ownership of Documents

All opportunity 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 City's Purchasing Branch Manager.

Altering Documents

Bidders should not electronically alter any portion of downloaded documents with the exception of adding the information requested. To do so may invalidate the bidder's response.

Useful tips

  • Check the original posting location regularly for addendum and questions and answers on active opportunities.
  • Read the bid documents thoroughly and comply with all the instructions and conditions.
  • Ensure your response is submitted to the prescribed Submission Location, noted in the bid documents, before the Closing Date and Time.