FAQs
- How do I get on your bidders list?
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The City of Burnaby does not maintain a bidders’ list. We encourage you to view Bid Opportunities for all posted opportunities within the City.
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- How do I learn which opportunities are available within Burnaby? Where do you advertise?
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The City advertises on the BC Bid website. Unverified results and notices of award are also posted on the City’s website under Bid Listing.
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- Where do I pick up or drop off RFQ, RFP, and Tender documents?
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Competitive bid documents are available for downloading directly from BC Bid.
The drop off point for all submissions is the Reception Desk within the Purchasing Department, unless otherwise stated. You can find our mailing address under Contact Us. It is critical that documents be dropped off on or before the time indicated and at the location specified on the document.
Submissions via email or fax are not accepted.
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- What criteria are used to evaluate submissions?
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The City evaluates submissions with criteria that are individually predetermined. A committee outlines the requirements indicated within each bid document.
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- Can I receive a copy of the bidders’ list for a specific project?
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The City does not retain a bidders’ list or bidders’ registry. However, once the competition is closed, names of bidders are posted into Bid Listing.
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- Do I need a business licence to do business with the City?
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Yes. Any company doing business with the City is required to obtain a valid City of Burnaby business licence. A licence is not required to send in a bid.
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- How can I contact you?
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Please visit Contact Us for our contact details.
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- I have been asked to do work for the City, but do not have a Purchase Order. Should I proceed?
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Unless the charges are covered on the City’s Purchasing Card program, an authorized ten-digit Purchase Order (41000*****) must be in place for all commitments made by the City. The purchase order will provide details on the City's Terms and Conditions. A valid certificate of insurance is required to be on file with the City for any work involving services being performed on City property.
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- When can we expect payment?
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The City normally pays net 30 days from receipt of invoice provided that the goods have been received and/or services performed. To ensure prompt payment, original invoices should be mailed to the Accounts Payable department as stipulated on the City’s Purchase Order, and should reference the purchase order number.
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- What is EFT?
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EFT stands for Electronic Funds Transfer. The City of Burnaby, as part of its move to a more sustainable future, encourages all vendors to receive payments by EFT. EFT is a direct deposit into your bank account and will ensure quicker payment than if a cheque is mailed. A Payment Advice Notice pertaining to the EFT payment is emailed to you in advance of the deposit being made.
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- What is ERS? I need more information on this type of payment.
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Evaluated Receipt Settlement (ERS) is payment to the supplier based on goods received without invoices. Packing slips are used to enter information into our system. The confirmed goods are automatically paid based upon contracts and/or purchase order prices and/or rates.
a) When will I get paid?
A monthly payment, on the last Monday of each month, is made for all goods received up to the date of payment. Funds will deposit via Electronic Funds Transfer to designated bank account, two days after the last Monday of the month.
There will be no other change to the existing terms of payment.
The Payment Advice Statement pertaining to the EFT payment is emailed out separately from the EFT payment.
b) What are the supplier’s responsibilities?
1. Enclose packing slip for all shipments. Packing slip must includes PO#.
2. No invoices required for payment process.c) What happens to the invoice prior to the effective date?
Any shipments prior to the effective date, please continue to send the invoice to the City and payment will process base on current process & terms.
d) When will I get my first payment?
Based on your company’s start date with the program, the first ERS run will be the last Monday of that month, with payment 2 days after.
e) Who should I talk to if I have questions regarding ERS?
For all ERS questions, please contact our Accounts Payable department at 604-294-7332
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