Purchasing Department

Responsibilities

The Purchasing Division is responsible for acquiring goods and services required by all District Departments, providing asset recovery (sales of obsolete and/or unnecessary materials), as well as managing a centralized inventory system, necessary for the effective and efficient day to day operation of the District.

Objectives

1. To maximize the benefits of the District and its citizens through the responsible acquisition of goods and services. 
2. To create a fair and impartial purchasing system that considers past performance, quality, delivery, training, as well as price when evaluating products and services. 
3. To use the highest ethical standards when dealing with suppliers and end-users of goods and services.
4. To build strong relationships with the community to benefit the District as a whole.

Purchasing Authority

The Purchasing Manager and/or his delegate are given authority to purchase materials, equipment, supplies and services in accordance with the following criteria:     

1. Items and/or services are included in the annual budget.
2. The expenditure amount is the same or lower than the  budgeted amount. 
3. Accepted supplier is the lowest qualified bidder meeting requirements and/or specifications, or in the case of an RFP, the recommended proposal receives the highest criteria score.

Purchasing Methods

Where goods and services to be purchased are contained in a current budget approved by Council, the general practice to be followed by the Purchasing Division shall be: 

1. Purchases up to $1,500 utilize the Limited Value Purchase method. (At least 1 Quotation required) 
2. Purchases between $1,500 and $75,000 utilize Competitive Quotations.
   Note: Public opening of quotations may or may not occur.
   Quotations are typically received and opened in the Purchasing office and inquiries are welcome. Notice of these opportunities may include the same methods as used for the public tender process below. 
3. Purchases above $75,000 utilize Public Tender Process (Tender’s and RFP’s).
   The Purchasing Department will advertise these opportunities. The ad media may include one or more of the following methods:
   
   Local, Provincial and National newspapers; the District web page, BC Bid ; and/or the Civic Info webpage. In addition known suppliers may also receive the notification directly. Furthermore, tenders are opened publicly while Request for Proposals are not.

Selling goods and services to the District of West Kelowna

The District of West Kelowna requires the following minimum documentation if you are providing services to the District. These minimum requirements may vary, depending on the project and specific requirements contained in the bid documents.    

1. Copy of your current West Kelowna business license and/or appropriate Inter-municipal business license.
2. Proof of current Worksafe BC coverage. 
3. Proof of current Insurance as out-lined below.
   

Type of Insurance                                                                Limit of Liability

Comprehensive General Liability which includes:                    Bodily injury and Property
Products/Completed Operations; Damage                             $2,000,000 event/aggregate
Blanket Contractual;
Contractor’s Protective;
Personal injury;
Contingent Employer’s Liability;
Broad form Property Damage;
Non-Owned Automobile; Cross Liability Clause.

Automobile Liability                                                             Limit of Liability

Please submit APV47                                                         Bodily injury and Property 
                                                                                         $2,000,000 event/aggregate

Additional Terms

1. Any deductable or Reimbursement Clause contained in the policy shall not apply to the District of West Kelowna and shall be the sole responsibility of the Insured.
2. The District of West Kelowna shall be named as an additional Insured. 
3. The Insured shall provide 30 day prior written notice to the District of West Kelowna for any material change and/or cancellation of the Insured’s policy.

How to become a supplier to the District of West Kelowna

1. If you are not currently a supplier to the District, please contact the Purchasing Division and make an appointment to introduce your Company, provide your contact information and any other relevant details. 
2. Always check our website for bid opportunities. 
3. Early in 2010, our website will permit you to create a profile so that you may receive bid opportunities via email. You will create your profile, complete with all your contact information and you will have a choice to select bid categories. Depending on which bid categories you select, you will receive an email notification whenever a bid opportunity, matching the category or categories you have selected in your profile are posted onto our website. This will not guarantee that you will receive notification for all bid opportunities, only those which are posted to our website.

It will be your responsibility to keep your contact information and user profile current. Dormant and stale user profiles may be deleted at the discretion of the Purchasing Division.

If you have any questions for the Purchasing Division, please do not hesitate to contact us at 778-797-8865.