Tenders

You can view the open and closed tenders through the link above. Below you will find the terminology and process of applying or submitting a tender to the City.

Tender Naming Convention and Basic Terminology
Marked As	Meaning
DETAIL	actual, complete tender document
SUMMARY	advertisement for the tender
DISTRIBUTION LIST	shows who has requested the respective tender
BID RECORD	shows who has bid on the respective tender
ADDENDUM	addendum's to the respective tender document if applicable
AWARDED	shows who has bid and the who the winning bidder is

General Tender Use Information and Procedures

Open Tenders

• To view or receive open tenders, addenda or to receive a bid record (plan takers) contact:

  City of Peterborough, Corporate Services
  (705) 742-7777 x1860.

• Open tender information is also available for viewing and downloading on this City website by following the instructions on the site.

Registered Bidding

• Any person who views and downloads tender information from this site must contact Corporate Services to be registered if they wish to receive updated information and addenda when issued, and to be added to the bid record (bidders list).
• Please supply full company mailing address, box number, (and courier delivery address if they are different), telephone number, facsimile number, e-mail address (optional) and a company contact name.

Tenders Requiring Payment

• There is no cost for tenders, quotations or proposals, except as noted.
• When a cost is required for plans and/or specifications the City of Peterborough must be in receipt of funds or a cheque for the deposit amount (which is non-refundable) prior to the release of the documents. Therefore these documents cannot be downloaded; they must be obtained by going to City Hall or contacting Corporate Services at (705) 742-7777 Extension 1860. Cheques for these documents should be made payable to the 'City of Peterborough' with appropriate reference to the tender number.
• Out-of-town contractors may supply a courier account number to facilitate more timely delivery of plans and specifications.
  

Closings

• Sealed tenders, proposals and quotations, clearly marked as to content (see sample envelope wording below with Bid Deposit), will be received by the City of Peterborough, Corporate Services, Main Floor City Hall, 500 George Street North, Peterborough, Ontario, K9H 3R9 until the date and time announced in the tender document. (Thursday’s at 3:00 pm are the usual and preferred date for tender closings.)
• Time registered on the City of Peterborough City Hall digital phone system will be considered the official time of day when determining exact time of submission.
• Tenders received even a few seconds past 3:00 pm will be considered late. Late tenders will be returned unopened.
• All tenders shall be opened in public at 3:15 pm on the date of closing at City Hall or at a place and time to be specified in the tender documents.
  

Results

• Results of the tender opening will be available in the "Bid Record Book" located in Corporate Services. Tender results are also available on this City website.
• Bid results are available after the tender opening by contacting Corporate Services at 705-742-7777 Extension 1860. Results will be placed on the City of Peterborough website as soon as possible following the opening.
• Bidders will not be notified in writing of the tender results.
  

Points Of Note

1. All requirements of the city estimated to exceed $25,000 in value shall be obtained by calling for sealed tenders except as specified under Part 9 of the City of Peterborough Purchasing By-Law. Advertising will be placed in the local newspaper and on the City of Peterborough website, and tenders will be invited from known potential suppliers or bidders. All tenders shall be opened publicly at 3:15 on the date of closing at City Hall, or a place and time to be specified in the tender documents.
2. The Administrative Staff Committee may approve tenders between $50,000 and $100,000.
3. The City Administrator may approve tenders up to $50,000.
4. All tenders exceeding $100,000 in value shall be awarded by City Council before a purchase order is issued.
5. For major construction work tenders for the Utility Services department, the Administrative Staff Committee can approve the tender provided the expenditure is within the Council approved budget and is being awarded to the lowest bidder.
6. The lowest/highest or any tender will not necessarily be accepted.
7. Late submissions will not be accepted and will be returned to the bidder unopened.
   

Bid Deposit

• When a bid deposit is required as part of a tender document it must be submitted in a sealed envelope, separately from the tender submission, and must be clearly marked as to the content.
• The bid deposit must be in the amount stipulated in the tender documents. Details of the bid deposit requirements are included in each tender.
• Envelopes should be addressed similar to the following:

  City of Peterborough
  Corporate Services, Financial Planning and Revenue Services Division
  500 George Street North
  Peterborough ON K9H 3R9
  Submission Re: Tender T-xx-xx - (... short description)

Enquiries

• All general enquiries concerning tenders, proposals and quotations should be directed to:

  City of Peterborough, Corporate Services Department
  Phone: (705) 742-7777 x1860
  Fax: (705) 748-8839
  E-Mail: fin@city.peterborough.on.ca

• Enquiries concerning technical specifications or scope of work of open tenders, proposals, and quotations should be directed to the contact noted in the documents or may be sent to the Corporate Services Department noted above for referral to the appropriate person.

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Revised:2009-02-17| Revised by: The City of Peterborough