Frequently Asked Questions
BC Bid
Q - So you want to submit a bid?
A - You've targeted the public sector market, you've identified the right business opportunity for your company, and wish to submit a bid. Now you want to do everything right. While bid processes differ from one procurement agency to the next, all follow many of the same guidelines. Here's how the Purchasing Services Branch does business with suppliers.
(For more information on accessing bid opportunities please view the page "The Welcome Mat is out for B.C. Business" The page describes how to make government aware of your company and the services you can offer.)
Q - How does the purchasing process work?
A - The process of buying goods and services from a supplier starts when an individual ministry, the user, identifies the need for goods or services. The user prepares a description of the requirement and provides it as a requisition to the Purchasing Services Branch.
Purchasing Services Branch then determines the type of bid document to use, based on the nature and complexity of the purchase. Purchasing Services Branch uses two main methods:
An Invitation to Quote is a bid document with a clear-cut requirement. Generally, the intent is to award the contract to the lowest bidder who meets the specifications, delivery, and quality requirements.
The Request for Proposals is the method used where we describe a situation and you propose a solution.
Q - How do I prepare a bid?
A - The bid document outlines the procedures for preparing a bid. All you have to do is follow the instructions. The terms, conditions and performance requirements are identified on the bid document. They may be different each time.
To be valid, all faxed or hard-copy bids must be signed by an official authorized to act on behalf of your company. Bids submitted electronically must be in accordance with the BC Bid instructions for e-bidding. Only pre-authorized e-bidders registered on the BC Bid system can submit electronic bids. All required documentation, drawings and other requirements requested in the bid document must be included with your bid.
All bids must be submitted within the time frame specified in the bid document. It is the bidder's responsibility to ensure the bid is received before the deadline.
Q - Once I submit a bid, can I withdraw it?
A - You can withdraw your bid prior to the closing date and time by contacting the purchasing agent identified on the bid document. This must be done in writing. There are no penalties and it does not disqualify you from submitting a new bid prior to the closing date and time. If you have submitted an e-bid, you may amend or withdraw your bid yourself, up to the closing time.
Q - Can I team up with other companies and submit a joint bid?
A - In some cases, particularly with large projects, joint bids are welcomed. This means better opportunities for small businesses. Bid documents will often specify whether or not joint bids are accepted and if so, how to prepare the submission. If the bid document does not address it, but you are considering a joint submission, please discuss it with the purchasing agent.
Q - What if my bid is late?
A - Purchasing Services Branch usual closing time for bids is 2 p.m. on the date specified on the bid document. Late bids are not accepted.
Q - Can I fax my bid?
A - In most cases, responses to an Invitation to Quote can be faxed, responses to a Request for Proposal can't.
Q - How are bids and proposals evaluated?
A - All bids and proposals are evaluated by Purchasing Services Branch purchasing agents (in cooperation with the ministry purchasing the goods or service) based on specified criteria. Typical criteria (which are stated in the bid document) include price, quality, delivery and service. Some criteria are more important than others, and are weighted accordingly.
Q - Is the low bidder always successful?
A - No. But the decision is not an arbitrary one. Like any consumer, we try to get the best value for each dollar and best value does not always translate into the lowest price. There may be other considerations. The bid document explains the criteria for selection of a successful supplier.
Q - When will I know if my bid is successful?
A - When the successful supplier has been selected, the firm or individual is notified by mail, telephone or fax, usually within 10 days of the bid closing. Most purchase awards are posted on the BC Bid Internet Web Site. Available information includes the name of the successful bidder and the total contract value. All enquiries relating to awards and contracts should be directed to the purchasing agent responsible
Q - What if I was unsuccessful?
A - At the conclusion of the Request for Proposal process, all bidders will be notified. Unsuccessful bidders may request a debriefing to understand the rationale for the selection. For Invitations to Quote (ITQ's), the successful bidder(s) and their total bid price are posted directly onto the BC Bid website. This information is usually posted within 10 calendar days after the bid has closed and remains posted for a one month period. In addition, under the Freedom of Information and Protection of Privacy Act, suppliers and the general public may also request information relating to the award of contracts.
Q - Where do I go if I need more information?
A - For more information on how to submit bids, contact the Purchasing Services Branch office nearest you:
Kamloops: Purchasing Services Branch 2nd Floor 455 Columbia Street Kamloops BC V2C 6K4 Phone: 250 828-4322 Fax: 250 371-3890
Victoria: via Canada Post: Purchasing Services Branch PO Box 9476 Stn. Prov. Govt. Victoria BC V8W 9W6 via Courier/Hand Delivery: Purchasing Services Branch c/o 2nd Floor - 563 Superior Street Victoria BC V8V 1T7 Phone: 250 387-7300 Fax: 250 387-7309
Corporate Supply Arrangements
Q - Who can use Corporate Supply Arrangements?
A - Download a list of public sector agencies and organizations that have been registered to use these Corporate Supply Arrangements here
All public sector organizations in British Columbia are eligible to access CSAs. Not-for-profit agencies that provide services to the public and that are funded primarily by government are also eligible. And, private companies that deliver services to the public under contract to government may be eligible.
Eligible organizations are required to sign a Memorandum of Understanding (MOU) with Purchasing Services to obtain access. Eligibility is available if your organization is a:
- public body (e.g. school district, Crown Corporation, City); regulatory body created by legislation (e.g. College of Pharmacists);
- not-for-profit organization delivering services on behalf of government (e.g. social service agencies supporting Ministry of Children and Families);
- private company under contract to government to deliver services to the general public; e.g. bus companies providing Handi-Dart service.
For a complete list of organizations currently permitted to access CSAs, click here. If your organization is not listed but is interested in please contact us at purchasing@gov.bc.ca or call 250 387-7300.
Q - Why should I use a Corporate Supply Arrangement?
A - A Corporate Supply Arrangement is a convenient method of supply that saves both time and money. Once a CSA is in place, the authorized organization that requires the goods or services, deals with the supplier directly using prices already negotiated by Purchasing Services. This results in faster processing times and reduced paper work because prices and terms have been settled in advance, and there is no need for further negotiation. From the taxpayers' point of view, the advantages are lower administrative costs and less need for government to carry inventory.
Q - Is there only one type of Corporate Supply Arrangement?
A - Most CSAs are arranged with external suppliers for goods and services, and are available to government and public sector clients. Some CSAs are available to ministries only, and some CSAs may be further restricted to a single ministry (for example the CSA for weather stations is for exclusive use by the Ministry of Transportation.) The availability is noted at the top of each CSA page.
Also, there are internal CSAs (Internal Corporate Supply Arrangements that must be used by ministries) which are listed in government’s Core Policy and Procedures Manual in Chapter 6.3.2 a. These CSAs are to ensure ministries access various services in accordance with government policy. They include services such as printing, advertising, and mail processing and distribution, to name a few.
Q - What are the contractual limitations?
A - Usually, CSAs have no per-transaction dollar limit. In several CSAs, a limit has been put in place, when it is determined a better price could be achieved through a separate competitive process. For example, some of the CSAs for Pipe have a per transaction limit of $100,000. If there is a per transaction limit, it will be stated at the top of each CSA page.
Q - Who do I contact?
A - All CSAs have a procurement contact listed at the top of the CSA page, including their email and direct telephone number. For general CSA information, contact Purchasing Services:
Email: purchasing@gov.bc.ca
Telephone: (250) 387-7300.
Fleet Management
Accidents
Q - What do I do in the event of an accident
A - PHH Red Card Vehicle:If you are in an accident, immediately call PHH Vehicle Accident Services (VAS) 1-877-874-4862. The VAS contact will assist you to complete the PHH Vehicle Accident Report (which must be completed for all accidents). VAS will then guide you through the next steps to be followed depending on the nature of the accident. See Quick Guide
PHH Blue Card Vehicle or non-PHH Vehicle:Same as above; please contact PHH VAS. Please follow instructions in the Quick Guide.
Aircare
Q - What vehicles need to be tested by Aircare?
A - Light-duty vehicles registered in the Lower Mainland and Lower Fraser Valley must be tested. This includes:
- all light-duty trucks 5,000 kg GVW and less, and
- passenger vehicles and motor homes with a net weight of 3,500 kg and less.
The only light-duty vehicles that are exempt are:
- current model year vehicles. This exemption has been extended from one year to two years. (Ex. both 1999 and 2000 model year vehicles will not require testing in 2000.)- vehicles with vintage or collector plates,
- motorcycles and all-terrain vehicles (ATVs)
- golf carts, snowmobiles, amphibious vehicles and agricultural vehicles.
Buying Fuel
Q - Is regular gas recommended?
A - Yes, most of the vehicles in the light vehicle fleet that use gas perform optimally on regular unleaded.
Q - When I buy fuel, do I keep the receipt?
A - Yes, retain it in the vehicle, or forward it to your accounts office, as directed by your ministry policy.
Q - Which stations accept the PHH "red" and "blue" cards?
A - All major outlets accept the card, as well as most independent stations which have been used in the past.
Q - Is payment to be made at-the-pump or to the attendant?
A - Pay the attendant. The PHH cards will not be accepted by at-the-pump payment systems.Q - Can I collect personal travel points?
A - No, purchases of fuel made with the PHH service cards cannot be applied to personal travel points.
Q - The service centre is unable to process a minor repair transaction - why?
A - In most cases, the attendant is not coding the purchase using the product codes established by the fuel company. Ask them to re-code the purchaseCVIP - Commercial Vehicle Inspection
Q - Will I be notified if a vehicle which I operate requires inspecting under the CVIP?
A - Yes, PHH will automatically notify ministry fleet coordinators of any vehicles requiring inspecting. Click HERE for the general CVIP inspection schedule.
Decals
Q - Who do I contact if a vehicle requires new or replacement identification decals e.g. provincial crest?
A - PHH initiates decal installation at the delivering dealer for new vehicles requiring minimum decal standard. Ministry Fleet Coordinators should be contacted where a ministry visual identity program is in place or for replacement decals.Disposal
Mandatory disposal dates.Licence Plates
Q - What do I do in the event a plate is lost or stolen?
A - Contact your ministry fleet coordinator.
Repair & Maintenance
Q - Is there a light vehicle maintenance schedule?
A - Yes, there is a standard maintenance schedule for light vehicles. Some ministries also have schedules for specific classes of vehicle e.g. off-road 4 x 4's. If your vehicle has been issued a "red" card, and is due for maintenance, contact PHH at 1- 800-268-2916 for the approved service centre closest to you. Contact your Ministry Fleet Coordinator for heavy equipment and off-road-use schedules.
The vehicle requires a new wiper blade or antifreeze.
Minor items to a total value of $25 incl. taxes (e.g. wiper blades, bulbs) can be purchased directly by the operator using either the "blue" or "red" card. Also, fluids to be added such as oil, washer fluid and antifreeze.
Q - What do I do if a "red card" vehicle has a mechanical problem?
A - Contact PHH's VMA service at 1- 800-268-2916. Be prepared to provide:
- your PHH service card number
- your vehicle unit number
- your current odometer reading
PHH's VMA technician will direct you to the closest approved service centre. Present your vehicle "red" card to the service centre, and have them call PHH. To speed the process and ensure your problems are checked and repaired, present the service centre a completed copy of the TMG001 Repair / Service Authorization Form. If possible remain in the shop until PHH is contacted.
Before leaving the service centre, initial the work order.
When the vehicle is picked up verify all work was performed and sign the work order to certify goods and services received. Retain a copy. If there is a problem with the repairs done, call 1- 800-268-2916.
Q - Is the work order an invoice?
A - No, the work order is simply a record of the work performed. PHH pays the service centre. Can I call the 1 800 number from a pay phone?
Yes - simply dial the 1 800 number; no money is needed. If you do have a problem, call the telephone operator who can put you through.
Q - What are PHH's VMA hours?
A - 7:00 a.m. to 6 p.m. PST Monday through Saturday 8 a.m. to 5 p.m. PST on Sunday
Q - What do I do if a "blue card" vehicle has a mechanical problem or is damaged in use?
A - Refer to your ministry's vehicle maintenance policy.
Contact your Ministry Fleet Coordinator for further information.
Q - What if a "red card" vehicle needs to be towed?
A - See "towing" below.
Q - Will there still be a vehicle Log Book?
A - Log books are available from the Queens Printer, but are not mandatory.
Click here for complete list of forms / books available.
Reporting Kilometers
Q - Are monthly kilometer readings required?
A - Yes, vehicle operators are required to regularly report kilometers driven. This information is needed to compile vehicle operating performance information. Contact your ministry fleet coordinator for format and timing.
Roadside Assistance
Q - What do I do if I run out of gas, or the battery's dead?
A - Call the PHH Roadside Assistance toll-free line at:
1 877 617-0889.
A unit will be dispatched to assist you. Be prepared to present your PHH "red" card. This service is available to "red" card vehicles only. A $20 dispatch fee applies.
Service Cards
Q - Who do I contact in the event of a lost or stolen card?
A - Contact PHH at 1- 800-268-2916 and your ministry fleet coordinator.
Q - Can the "blue" card be used to pay for repairs?
A - Only minor items to a total value of $25 can be purchased (e.g. wiper blades, bulbs). Also, fluids to be added such as oil, washer fluid and antifreeze.
Q - Do the cards have to be signed on the back?
A - No.
Q - What do the "red" and "blue" service cards look like?
Red Card
Blue Card
The blue card has the same design, but the stripe is blue instead of red.Tires (Red Card Vehicle)
Q - A tire is worn or flat.
A - Contact PHH at 1- 800-268-2916. PHH's VMA technician will direct you to the closest approved tire dealer. Present your vehicle "red" card to the service centre, and have them call PHH.Worn / damaged tires being replaced become the property of the tire dealer. Operators do not take used tires.
Towing
Q - What do I do if I need a tow?
A - There are three ways to have your vehicle towed.
- The preferred way is to contact the closest approved service centre. They will dispatch a unit and sublet the tow charge.
- If you are in an accident, VAS (who provide accident reporting services) will dispatch a tow truck, if necessary. A $30 dispatch fee applies. This service is available to "red" card vehicles only.
- If your vehicle has broken down, but you are not sure a tow is required, call for Roadside Assistance (see below). A $20 dispatch fee applies.
Vandalism, Theft, Fire
Q - What do I do in event a vehicle is vandalized?
A - If a vehicle is vandalized, stolen or destroyed by fire, immediately contact PHH Vehicle Accident Services (VAS)at 1-877-874-4862 or via email to bcgov@phh.com
A VAS contact will assist you to complete the PHH Vehicle Accident Report See Quick Guide
Vehicle Use Policy
Q - Who can drive a vehicle leased from PHH?
A - There is no change in policy - only government employees and authorized contractors may drive vehicles operated by ministries.VIN
Q - What's a VIN?" (Vehicle Identification Number)
Purchasing Card
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