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Doing Business with the RMWB

E-Procurement Program

Register and view opportunities 

Upcoming drop-in information sessions 

May 29, 2019
6 - 8 p.m. 
McMurray Experience, 9909 Franklin Ave. 

Procurement Resources 

Technical Vendor Training 

Contact Procurement 

procurement@rmwb.ca
780-799-7000

The Regional Municipality of Wood Buffalo uses a formal procurement process to purchase goods and services from external businesses. When the Municipality identifies a need for a good or service, a tender (RFT), request for proposal (RFP) or request for quotation (RFQ) is issued to invite business to bid on the opportunity to provide the good or service. This procurement process ensures the acquisition of goods and services is done in an efficient, fair, transparent and cost-effective manner.

The Municipality has a new E-Procurement Program to make doing business with us easier. All Municipal bid opportunities and the associated documents are now available on our Bids and Tender Opportunities website. These opportunities will continue to be advertised on Alberta Purchasing Connection (APC), but all bidding and awarding of Municipal contracts will be done through our E-Procurement Program.

Businesses are encouraged to create a free Bidding System Vendor account on our Bid and Tender Opportunities website. Vendors will be notified by email of any bid opportunity matching the commodity code(s) for goods, services and construction that are relevant to them. Please ensure to select all the commodity code(s) that are relevant to your business or that you are interested in when setting up your account. Vendors are responsible for ensuring their Bidding System Vendor account is kept up to date. Businesses that have previously registered as a vendor in the RMWB Vendor Registry, will need to re-register in the new E-Procurement Program.  

Policies, Legislation and Rules Regarding Municipal Procurement

Bid opportunities are subject to legislated requirements such as the New West Partnership Agreement (NWPTA), the Canadian Free Trade Agreement (CFTA) and the Canada-European Union, Comprehensive Economic & Trade Agreement (CETA). The NWPTA agreement requires open and competitive procurement of: 

  • Goods and services of $75,000 or more; and, 
  • Construction contracts of $200,000 or more.

This means that the Municipality is legally required to ensure all bid opportunities in these thresholds are open to all vendors inside and outside of the region, while ensuring the procurement process is fair, transparent and accountable to everyone. The Municipality cannot give preferential treatment to local vendors for bid opportunities. These legislated requirements are in accordance with exiting trade agreements and Canadian tender law. These same trade agreements allow local businesses to take advantage of opportunities outside of Wood Buffalo.

For goods and services which are below trade agreement thresholds, we encourage purchases from local businesses, but will always consider the cost associated with procuring and maintaining these goods and services. The technical and commercial requirements of the procurement need are also taken into consideration. 

The RMWB Procurement Mandate: The Municipality will procure all goods and services efficiently, fairly and in a cost-effective manner. An open, transparent and publicly accountable procurement process in accordance with trade agreements, Municipal policies and established procedures will be used.

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Procurement Basics

What is procurement?

Procurement is the act of acquiring and sourcing goods and services from an external source. The process includes identifying, preparing and processing a demand or need the Municipality has and then finding and agreeing to terms with a vendor to provide the goods or services required. The procurement process is used to ensure the Municipality receives goods and services at the best possible price when variables such as quality, quantity, time, safety and past compliance are compared.

What is a request for tendering?

A request for tendering (RFT) is the process used when our needs are clearly defined and explicit. The scope of the project and technical requirements will be well-known, specific and explicitly referenced in the RFT document. Vendors are invited to bid on the opportunity and the tender is awarded to the compliant technical bid with the lowest overall cost structure.

What is a request for proposal?  

A request for proposal (RFP) is the process used when our needs are very technical or specialized. The procurement need will have been identified, but how it will be achieved is not known at the outset. An RFP allows vendors to propose solutions or delivery methods to achieve the desired outcome, while taking into consideration numerous variables. Vendors are invited to bid on the opportunity and the contract is awarded to the highest scoring bid. Bids are scored based on the review of the technical and commercial requirements, as well as the cost. 

What is a request for quotation?

A request for quotation (RFQ) is the process used when the good or service required is specific and can be precisely identified. RFQ’s are typically used for procurement needs below trade agreement thresholds and generally considered low risk purchases. 

What is a request for information?

A request for information (RFI) is used to seek information about either the market or a pending scope of work.

What is a request for prequalification?

The request for prequalification process is intended to qualify contractors prior to publicly posting any opportunity.  Those businesses that meet the pre-qualifications are invited to participate in a subsequent tender or RFP process. Pre-qualification is done to reduce the time and expenses incurred by businesses when preparing bids, as well as the time and expenses incurred by the Municipality when evaluating bids. Prequalification is often used when the Municipality has a large scale or complex procurement need.

What is a commercial review?

A commercial review is done to ensure compliance with the requirements of the market request specified in the bid opportunity. It may also include sealed bid bonds, safety, consent of surety, evidence of receipt of addenda and proof of insurance.

What is a technical review?

A technical review is done to ensure the bid has complied with the scope of work and specifications included in the bid opportunity. It also done to verify the total bid price.

Can the Municipality give preferential treatment to bids submitted by local businesses?

The Municipality cannot give preferential treatment to bids submitted by local vendors. The Municipality is legally required to ensure all bid opportunities are open to vendors inside and outside of the region, while ensuring the procurement process is fair, transparent and accountable to everyone. These legislated requirements are in accordance with exiting trade agreements and Canadian tender law. These same trade agreements allow local businesses to take advantage of opportunities outside of Wood Buffalo. The Municipality awards contracts to bids that satisfy the procurement need and provide the best value for every taxpayer’s dollar spent. 

For goods and services which are below trade agreement thresholds, we encourage purchases from local businesses, but will always consider the cost associated with procuring and maintaining these goods and services. The technical requirements and specifications of the procurement need are also taken into consideration. 

Local businesses are encouraged to stay up to date on all bid and tender opportunities by registering as a vendor in our new E-Procurement Program. Local businesses are also encouraged to take part in procurement workshops to learn more about the procurement process and how to develop and submit a competitive bid. RMWB staff from the procurement branch are available to answer any question you may have with the procurement process. For assistance, please contact procurement@rmwb.ca or 780-799-7000