Procurement Services

Frequently Asked Questions

• Where does a Vendor find procurement opportunities for the City of Abbotsford?

  The City posts its procurement opportunities publicly on bids&tenders. The solicitation documents are available for downloading directly from bids&tenders. 

• How does a Vendor get on a bidder’s list?

  The City does not maintain bidder’s lists. 

• How do Vendors submit bids or proposals to the City?

  Vendors (“Bidders”) interested in pursuing opportunities to work with the City are encouraged to create a Bidding System Vendor account with bids&tenders. It is the sole responsibility of interested bidders to monitor the site and check for current opportunities and/or updates.

• Where does a Vendor drop off submissions for procurement opportunities?

  The City does not typically accept hard copy submissions. Submission requirements will be noted in solicitation documents and will typically be requested to be submitted through bids&tenders.

• Who does a Vendor contact if they need technical support on bids&tenders?

  For technical support, email support@bidsandtenders.ca or call 1-800-594-4798.

• How does the City accept bonding documents?

  The City accepts bonding documents either as Digital copy (preferred) or Scanned copy. Additional Resources for Digital Bonding can be found at Surety Association of Canada: E-Bonding  

• How does a Vendor find the results for posted procurement opportunities?

  • Responses to procurement opportunities are not opened in public.
  • For procurement opportunities posted on or before May 19, 2023 the successful contractors are listed online
  • For procurement opportunities posted after May 19, 2023, the results will be posted on the City’s bids&tenders website.
• How does a Vendor become a Qualified Supplier?

  The City will post ongoing opportunities titled Request for Supplier Qualifications (“RFSQ”) for vendors to qualify for eligibility to provide various services. Respondents who qualify will be added to a Qualified Suppliers Roster (“QSR”) for the provision of the services.  

  Vendors are encouraged to submit a response for each applicable RFSQ.  All details will be provided in the RFSQ.  Open RFSQs can be found at bids&tenders.

  Examples of types of services where a RFSQ might be posted:  electrical, traffic control, engineering, HVAC, fencing, general construction, engineering services, etc.

• What is the Hired Equipment Program?

  The Hired Equipment Program is an equipment and operator registration process that creates a list of operators that supplement the City’s Engineering and Parks Operations Divisions on as, if and when needed basis. There is no commitment or guarantee of work at any time.

  An invitation is advertised on BC Bid once a year. All current registered companies under this program will be sent a letter with the option to continue under this program and retain their place in the rotation. During the registration window new companies may submit registration and current companies have an opportunity to update their rates. The following equipment categories are available under this program:

  • Tandem Dump Trucks
  • Mini/Compact Excavators - Less Than 21,000 Lbs. (9,526 Kg)
  • Excavators - Greater Than 21,000 Lbs. (9,526 Kg)
  • Excavators (Long Boom) - Greater Than 21,000 Lbs. (9,526 Kg)
  • Backhoes
  • Skid Steers
  • Vacuum Trucks (Vacuum Only)
  • Vacuum/Flush Combination Trucks
  • Hydro Excavation Trucks (Excavation Only Not Combination Trucks)
  • Graders
  • Water Trucks
  • Miscellaneous Equipment (Combination Units)

  To be added to the City’s Hired Equipment Program each company must complete a registration package during the registration window and submit the required documentation to the City. Pricing is updated annually. To register for this program in January of each year, go to bids&tenders or BC Bid and browse for opportunities in Abbotsford. View the full description of the Annual Hired Equipment Guide and Scope of Work.

• What are the requirements for Vendors working on City Property?

  Generally, the following are required:

  • Proof of Insurance as directed by the City of Abbotsford
  •  WorkSafeBC Clearance Letter showing good standing
  • Prime Delegation letter (if applicable)
  • City of Abbotsford Business Licence
  • A Safety Program in place that meets the requirements of WorkSafeBC

  Other requirements will be as noted in the solicitation document(s) per the procurement opportunity.

• How does a Vendor get paid?

  The City prefers to pay via Electronic Funds Transfer (EFT). If you are a new vendor to the City, please complete and submit this EFT form.

• Does the City participate in Buying Groups?

  Yes, the City of Abbotsford will from time to time participate in one or more procurements conducted by the following cooperative buying groups:

  • Corporate Supply Agreements (CSA) – as established by the Province of BC
  • Lower Mainland Purchasing Group (LMPG) - formerly known as Vancouver Regional Cooperative Purchasing Group (VRCPG)
  • Canoe Procurement Group of Canada/Sourcewell 
  • Kinetic GPO