Selling to the College of New Caledonia
This web page explains the general procurement process of the College of New Caledonia. For further information, the Purchasing Policies can be accessed here
Suppliers will be especially interested in those sections which describe how to access opportunities, how competitive bids are handled, how to prepare an offer and the expectations of the College when a supplier has been awarded the tender.
Small dollar purchases are usually handled by authorized individuals using the College's procurement Mastercard. The authorized individuals may purchase goods and services that are not on the "standard requirement" list (computer hardware/software, furniture - classroom, common area, ergonomics, textbooks, library collections, multimedia, construction/renovations) up to a value of $5,000.00.
The College Purchasing Department is involved in contracts and complex activities relating to procurement. Our office hours are 8:00 a.m. - 4:00 p.m., Monday to Friday. We are closed between 12:00 P.M. and 1:00 P.M.
Appointments are not normally required for interviews, but a telephone call to ensure the person with whom you wish to speak is in the office may save an unnecessary trip.
The College's Purchasing Department strives for economy in buying its goods and services. Therefore, whenever possible, it encourages competition through the competitive bid system. Tenders and Requests for Proposals are advertised on the College's webpage, as well as the Regional Marketplace website. Details of the actual requirements are available for review. We currently do not accept emailed bids in response to our advertisements, but where specified, faxed responses are permitted.
The College of New Caledonia demands a high standard of business ethics in conducting its business and reserves the right to be restrictive in the selection of suppliers where previous performance has not met these standards.
As a potential supplier to the College, it is incumbent on your sales people to make an appointment with the area that may be interested in your goods or services. A contact list with phone numbers and email addresses is available on the College's website. If you are not sure of which area may be interested, the Purchasing Department may be able to suggest possible contacts.
The College's Purchasing Department is moving away from keeping source lists. All opportunities for tenders and proposals will be advertised on the websites noted below. Suppliers are encouraged to bookmark the sites and check back frequently. If you are interested in a particular posted requirement, contact the Purchasing Department to have the official documents sent to you. We do not normally send out documents within twenty-four (24) hours of closing.
The College uses this web page (see Current Requirements) and the Regional Marketplace web site (http://icn.city.pg.bc.ca) to advertise our requirements to the community. For those goods and services falling under the Agreement on Internal Trade, the College also advertises its requirements on BC Bid.
Competitive bid procedure
The general policy of the College's Purchasing Department is to invite competitive bids, whenever practical and purchase on the basis of price and other specified criteria obtained as a result of such competition.
The College's Purchasing Department does not normally invite competitive bids by public advertisement other than through the website, since the countless items purchased and the hundreds of individual bid calls make the cost of public advertising in the media prohibitive. The present system ensures that all companies interested in bidding, and capable of supplying satisfactory goods and services, have access to reviewing opportunities.
The method of obtaining bids (either verbal price: enquiry or formal tender) is determined by the estimated value of the order, the complexity and the urgency of the requirement.
In your desire to be competitive, do not overlook any special conditions such as packaging, marking or shipping instructions, etc., since once a bid is accepted, if specified in the documents as included and you will be obligated to perform in accordance with the bid documents. Ensure that you re-check your bid for accuracy and completeness before submission.
Submit your bid in the format and on the form supplied and ensure that the document is signed by and authorized representative of your firm.
Each item in any competitive bid may be considered as a separate bid and, unless otherwise specified in the bid documents, the College's Purchasing Department reserves the right to accept all or any part of an offer. Do not. under any circumstances, supply materials to any College personnel unless a contract, purchase order or P-card number is given. Invoices received that do not show an order or number or reference may be refused and returned to the supplier.
The College's Purchasing Department reserves the right to conduct bid-clarification or pre-award consultation with any bidder without prejudice to any subsequent award or decline of award.
Competitive bid submissions
Completed bid documents must be typewritten or handwritten in ink on the forms provided. They must include all required documents and be signed in ink by an authorized official of the company.
Bid invitations which have been invited by telephone or FAX may be submitted in the same manner as requested. Written confirmation may be required.
Bid documents must reach the College's Purchasing Department by the closing date and time. When submitted by mail/courier, all documents should be in a sealed envelope clearly marked with the competitive bid number and addressed to the attention of the College's Purchasing Department.
Competitive bid openings
Formal tenders (construction projects, etc.) are opened publicly and all suppliers and the public may attend the tender opening at the specified time and date. However, requests for proposals for a variety of items are exempted from the public opening procedure and are normally opened at any time during business hours after the specified time on the date of the request for offer closing.
After bids are opened, specifications, price extensions, delivery dates, etc., are reviewed and evaluated by the College's Purchasing Department and evaluation committee, a purchase order and/or contract is then prepared. Purchase orders and/or contracts are issued and forwarded to the successful bidder.
The College reserves the right to reject in whole or in part any or all competitive bids.
The successful bidder or bidders will be notified, as soon as possible after the competitive bid closing.
As purchasing techniques and procedures vary with the size and type of purchase, this award notice may take the form of a purchase order, standing (blanket) order or contract.
Official purchase orders and formal contracts are binding legal agreements between the College and the vendor to buy and sell specific goods, work or services for specific prices under specified conditions. Most goods are acquired by means of purchase orders which specify exact quantities, precise delivery and price arrangements.
However, select items may be made available to the various College departments by means of a standing offer, blanket order or open order arrangement, under which departments can order directly from vendors. A standing offer contract or blanket open order is raised with a supplier to deliver "as and when required" over a specific period of time, goods and services in quantities to be determined at prescribed prices or pricing arrangements.
Ensure that you provide any information and documents requested on the purchase order such as the Hazardous Material Safety Data Sheets or, if requested, evidence of liability Insurance and Workers Compensation Board coverage which must be provided before any work commences.
Delivery and shipping
Where the purchase award includes shipping, delivery and special or further handling of goods, these form an integral part of the contract.
Vendors must acquaint themselves fully with the local conditions of deliveries and ensure that delivery is made expeditiously and unless otherwise specified, by the most economical means of transportation.
Vendors must ensure that labels, shipping documents, etc., specify the correct campus and correctly identify the consignee and the location within each campus as instructed on the purchase order.
Commodities must be supplied as specified on the purchase award documents and in accordance with the terms and conditions shown.
Changes to any purchase awards are invalid unless authorized by the College's Purchasing Department prior to shipment. Any change to a purchase order will be made by a notice of correction, revision or cancellation issued by the College's Purchasing Department.
Generally, shipments must be made "FOB destination". Except where specifically provided for in the purchase award document, no "collect" or "consignee risk" shipments will be accepted.
Inspection of goods
Inspection requirements are normally stated in the request for offer and purchase award documents. These may call for inspection in your plant or for an examination of your system of quality control. However, in most cases, inspection is performed by the consignee upon delivery.
The College's Purchasing Department maintains and periodically reviews vendor performance. At the College, a qualified vendor is one recognized as a competent and reliable source of supply.
Vendor evaluation is made on the strength of competitive price, quality of product and service of the company. Evaluation criteria are identified in ther terms and conditions of each competitive bid document.
Failure to rectify performance problems will undoubtedly affect future business and could result in removing a company's name, either temporarily or permanently from the source lists.
When billing the College be exact in your description of the items and prices, and state appropriate purchase order number, so that your invoice agrees with the corresponding purchasing document.
Discrepancies or insufficient information obviously delays payment. Invoices must be submitted to the attention of Accounts Payable.
Payment will be made after the goods have been received, accepted, and inspected at the stipulated destination.
Invoices are normally processed net 30 days from the above and after receipt of the invoices in the Accounts Payable Department. The College tracks payment history and recognizes the importance of prompt payments to our suppliers. If you do not receive a payment promptly as contracted, please ensure you follow up with our Accounts Payable Department in the event the invoice was missed or lost. Accounts Payable may be reached at (250) 562-2131 local 219 or 819.