The Welcome Mat is out for BC Business
Welcome to BC's public sector market. Each year the public sector in British Columbia, including provincial and municipal governments, Crown corporations, schools, hospitals, colleges and universities spend approximately $8 billion on goods and services. This multi-billion dollar market represents business opportunities for BC companies – we’d like to help you access this market. By answering suppliers’ most commonly asked questions, the information found in this brochure will give you a step-by-step guide to government procurement. Although most of this information relates to the purchasing methods of Purchasing Services, you will also find valuable information about other government agencies.
What does government buy?
Everything from asphalt to Z-class vehicles, and an enormous range of services. When you consider the programs and services provided by the public sector – such as education, health, forestry, environment – you can see that its purchasing needs are diverse. The public sector shopping list is much more than stationery and office furniture. For example, BC Buildings Corporation procures janitorial services, while the Ministry of Finance may contract for web page design.
How do I find out about government's current requirements?
All Purchasing Services goods and many service bidding opportunities are now accessible electronically on the Internet. BCBid® is an electronic network that gives you "one window" access to information about selling to government.
Through BCBid®, suppliers can identify bidding opportunities and receive copies of the bid packages, 24 hours a day, every day.
In addition to Purchasing Services bidding opportunities, contact names, and "how to" information, BCBid® provides a link to other purchasing departments via the Internet – such as the BC ministries of Forests and Transportation and Highways, the federal government’s system, and several provinces and Pacific Northwest states.
The Internet address for BCBid® is http://www.bcbid.ca
Is it necessary for suppliers to register with Purchasing Services for government bidding opportunities?
No, however BCBid® offers the BCBid Notification Service to suppliers who choose to self-register. The BCBid Notification Service notifies a supplier by e-mail when new opportunities are posted under the supplier's chosen classifications. Instructions on self-registering are on the BCBid® website.
Other public agencies such as Crown corporations, municipalities, universities and schools may keep source lists, so it is worthwhile to contact each agency to find out how it buys and whether it maintains its own source lists. Many organizations, including the City of Vancouver and BC Hydro, publish supplier brochures, and all would be happy to send information to companies wanting to sell to them. A Public Sector Buyers list is available on BCBid®.
Are all provincial government contracts listed on BCBid®?
No. Most goods under $5,000 are purchased using a purchase card or petty cash. Most goods over $5,000 are advertised on BCBid®. Ministries usually acquire services themselves, although BCBid® provides access to a growing number of service contracts as well. Some requirements – for example, emergency buys – may not be posted on BCBid®.
Printing contracts (issued by the Queen’s Printer) have different bidding processes. Suppliers should contact the Queen’s Printer at 387-3309 (Victoria) or 1-800-663-6105 (toll-free outside the Victoria area) to find out more about printing contracts.
Do I have to be on the Internet to bid on Purchasing Services tenders?
Purchasing Services no longer sends bidding opportunities directly to suppliers. They are made available only through BCBid®. Businesses without the necessary online computer capabilities may be able to access BCBid® on the Internet through their local library.
When does Purchasing Services establish a Standing Offer Agreement?
Purchasing Services may choose to establish a Standing Offer Agreement where it is determined that this method provides the best benefit to government.
A Standing Offer Agreement is not a contract. It is an offer by a supplier to sell specified goods or services to government at agreed prices and terms and conditions "as, if and when requested". There is no commitment on government's part to purchase all or any of the estimated quantity. A contract is formed when the ministry or other public agency makes a drawdown against the offer.
Who does the buying for government?
Purchasing Services is the central purchasing agency for provincial government ministries. We buy goods and some services on behalf of ministries, as well as for other public sector agencies as requested. Schools, hospitals, Crown corporations, municipalities and universities are each responsible for their own buying.
Do ministries go through Purchasing Services for everything they buy?
As a general rule, goods valued up to $5,000 are purchased by the ministry. Purchasing Services handles purchases over that amount.
Requests for Proposal for services specific to a ministry’s programs, such as training consultants for the Ministry of Education; doctors for the Ministry of Health; or group homes for the Ministry for Children and Families, are usually issued by the responsible ministry. It’s important that you market your company’s offerings directly to the ministry that could be a potential user of your products or services and check BCBid® regularly.
How do I find the right public sector contact?
Each government agency does things a little differently. Organizations such as schools, hospitals and Crown corporations have their own purchasing departments. Where this is the case, you will have to introduce your company to the organization’s purchasing department, which in turn may set up an appointment for you to speak with the appropriate person.
In a government ministry, you are best to make contact directly with the potential consumer.
Purchasing Services can provide you with a list of public sector buyers around the province, or you can view it on BCBid®. You can identify other contacts through the Government of British Columbia Telephone Directory (available from the Queen’s Printer at 250 387-3309 in Victoria, 1 800 663-6105 toll-free outside the Victoria area, or through the Internet at http://www.dir.gov.bc.ca ).
Does Purchasing Services give preference to BC companies?
Government makes every effort to provide bid opportunities to suppliers in the geographic area in which the goods or services are required but there is no price preference given to local companies. Evaluation of all bids is based on the supplier’s ability to meet the specified needs. Government may limit the opportunity to bid on its requirements to BC suppliers, subject to the Agreement on Internal Trade (AIT).
As a signatory to the AIT, British Columbia provides all Canadian suppliers with fair and open access to procurement opportunities to which the agreement applies (for more information on the Agreement on Internal Trade, contact Purchasing Services at one of the addresses on the last page of this brochure.)
Purchasing Services lists all of its bid opportunities on BCBid®. In this way, BC companies are given the best available pathway for accessing government contracting opportunities.
How do I know the process is fair and equitable?
Purchasing Services’ open and competitive bidding process provides equal access for businesses across the province. BCBid®, available on the Internet, lets you know what opportunities exist. With this system, information is easily accessible and suppliers can make the decision to bid, rather than waiting to be invited by purchasing agents or program managers.
Can a regional company compete against larger companies in Victoria and the Lower Mainland?
Yes. Regional companies are encouraged to compete for government business. Regional government offices provide a steady demand for local products and services.
Some ministries, such as the Ministry of Forests, have branches throughout the province and find it’s to their advantage to shop in their own communities. By purchasing from local sources, the provincial government promotes regional economic development and local employment while receiving competitive products and services, prompt delivery and local after-sales service.
How long will it take to get paid?
Government generally pays within 30 days of receipt of the goods or invoice (whichever is later). To help speed payment and reduce unnecessary paperwork, the provincial government uses a corporate purchasing card program. Authorized employees can make purchases under $5,000 using a VISA® card. Suppliers accepting VISA® will receive payment as quickly as they do with other credit card transactions.
As well, government is expanding its use of electronic funds transfers, allowing faster payment to suppliers.
Where do I go if I need more information?
Purchasing Services would be glad to help you find answers to any of your questions relating to government procurement, or how to sell to government. For more information, please contact the office nearest you:
| Kamloops | Victoria |
| Phone: 250 828-4322 | Phone: 250 387-7300 |
| Fax: 250 371-3890 | Fax: 250 387-7310 |
e-mail: purchasing@gov.bc.ca
web address: http://www.bcbid.ca
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