Tara Judson

Bidder's Instruction

How does the university purchase goods, services, and building construction?

The university purchasing guidelines can be viewed on the University of Prince Edward Island's Procurement website.

How can I find out when new tenders are issued?

The university publishes all tenders and procurement opportunities to the Government of Prince Edward Island's tendering site.

When I see a tender that I am interested in, how do I respond?

Tender documents can range from one page to hundreds of pages. They describe the goods, services, and building construction to be purchased and the conditions you need to meet to be an eligible bidder.

Tender documents also tell you:

  • the due date and time
  • how and where to submit your bid
  • contact details for more information

When completing a tender submission, bidders should read the document completely from start to finish. Pay close attention to any terms and conditions listed as part of the document. Please note: Always pay close attention to the tender closing date, time, and location. Submissions must arrive on time, at the specified location, to be accepted.

Who do I talk to if I have questions about a specific tender or RFP?

Contact information for Procurement Services staff is provided in each tender posting. Interested bidders are responsible for obtaining any needed clarification of the tender requirements, while the tender is open. Questions should be directed in writing to the contacts identified as email is the preferred method of contact. Only written responses from these contacts will be considered an official response. Responses to questions that are deemed by the university, in its sole discretion to be material to all prospective bidders will be made available as an addendum while the tender is open, from the Government of Prince Edward Island's tendering site.

Submitting a tender (bid) to the university

Each tender has its own general specifications and the supplier is obligated to meet the requirements of those specifications. An addendum is added to a tender posting to notify all bidders of any change in tender specifications. You are advised to carefully review the tender posting and your completed tender documents before submitting them to ensure the specifications and compliance requirements are addressed.

Bidders are responsible for obtaining all addenda issued by the university.

All tender submissions must meet the following conditions:

  1. Submission deadline:
    • Procurement Services must receive your complete tender package no later than the date and time specified in the tender document. A delay for any reason including transport, customs, courier, etc. will not be considered. Tenders will be time and date stamped to show the hour and date received and placed in a locked repository until the date of tender closing.
  2. Tender documents should be:
    • Authorized - with the signature of the authorized official of the tendering firm
    • Complete - all required and related documents must be included
    • Labelled - clearly display the tender solicitation number and the tender closing date
    • Legible - typed or hand printed carefully and clearly
  3. Tender documents must be delivered to Procurement Services, in person or by courier to:

Kelley Memorial Building, Room 126
550 University Avenue
Charlottetown, PE
C1A 4P3

Fax and electronic bids are not accepted.

What happens once a tender is submitted?

  1. Tenders packages will be time and date stamped to show the hour and date received and placed in a locked repository until the date of tender closing. Tender documents received after the stated deadline will not be accepted.
  2. After the tender closing date, all tender submissions will be unsealed and the name and submitted price of each bidder will be announced. Any bidder who has submitted a bid may be present. Contact the procurement officer issuing the tender to confirm the time and location of the tender opening. Please note: tender awards or decisions are not announced at this time.
  3. Once tenders are opened they are evaluated for compliance and unqualified tenders will be rejected.
    • Procurement Services may contact a bidder for clarification. Documents may be forwarded to originating department for review.
    • Items in a tender may be considered separately and may be distributed to more than one bidder.
  4. Once tenders are awarded, the successful bidders are posted to the Government of Prince Edward Island's tendering site.

What if I want to change information in my tender after I submit it?

A submitted tender may be amended at any time prior to the date and time of closing. The individual authorizing the original tender must submit a written amendment labelled "Amendment" and stating the tender number. The amendment document should clearly show the:

  • revised bid price of a unit price contract
  • amount to be added or subtracted from the original tender price in a lump sum tender, or
  • information that is missing from the original tender submission

Can I withdraw my tender?

Any tender may be withdrawn at any time prior to closing, but cannot be withdrawn, altered or changed in any way after the tender closing date and time. The individual who signed the original tender must request the withdrawal in writing, clearly indicating the tender to be withdrawn. 

How are tender packages evaluated?

Once tenders are opened, they are reviewed for compliance. Tenders which do not qualify will be rejected with an explanation. During tender evaluations and prior to awarding a tender, Procurement Services reserves the right to consult with any bidder for clarification without prejudice to any award or decision not to award. A number of factors may be considered in the selection:

  • Each item in a tender may be considered separately and all or any part of the tender may be accepted or rejected. In doing so, the award may be distributed to more than one bidder.
  • Although price is an important element and a tender is generally awarded to the bidder who can supply the goods at the lowest total cost, other factors may be considered such as past performance of a supplier, quality, delivery time, operation cost, training cost, after-sales service.
  • Tender documents may be returned to the originating department for their review and recommendations. 

How are tenders awarded?

Bids are open and Procurement Services staff review each submission to ensure it meets the mandatory criteria listed in the tender document. The lowest bid does not automatically mean the corresponding company will be awarded the tender. Rather, each bid is evaluated against all the criteria outlined in the tender documents, including cost.

How is the awarded tender announced?

Once tenders are awarded, winning bidders are posted to the provincial government web site at Closed Tenders and Awards. For reference purposes, public tenders remain available online after they close.

Can I find out why my bid was not successful?

You may request a debriefing information session after a tender is awarded. You must submit a written request to the procurement contact within sixty (60) days of the notification of the outcome of the procurement process. The intent of a debriefing session is to assist you in presenting a better proposal in future procurement opportunities. It is not an opportunity to challenge the procurement process or its outcome.

Tenders

How to Access Opportunities

This page is used to provide suppliers the ability to identify tenders and other procurement opportunities issued by the University of Prince Edward Island. The official bid documents for most tenders are available to download. 

The university publishes all tenders and procurement opportunities to the Government of Prince Edward Island's tendering site.

How do I find a University of Prince Edward Island specific tender or procurement posting?

You can find University of Prince Edward Island tenders and procurement opportunities the following ways:

  1. Type "UPEI" in the search box on the Provincial Tenders web page and select "Search".
  2. Filter the list using menu headings. Under "Tender Status", click "Open" for current tenders or "Closed" for closed and awarded tenders. Other filters include "Organization", "Tender Category", and "Published Date".

Any change of tender specifications will be added to the tender posting as an Addendum.

Overview

Official tender documents for goods and services as well as tender notices for building construction issued by the university available free of charge.

Procurement specialists responsible for tendering will, upon request, provide further information to potential bidders relating to a particular public tender. Inquiries must generally be submitted in writing and responses are given in the form of an amendment to the tender.

Suppliers can contact Procurement Services staff who will assist them in understanding the procurement practices of the university, how tenders are issued, published and awarded, and can answer any other inquiries related to procurement.

Procurement Services staff receive bids for tenders issued by the university.

Tender documents must be delivered to Procurement Services, in person or by courier to:

Kelley Memorial Building, Room 126
550 University Avenue
Charlottetown, PE
C1A 4P3

Fax and electronic bids are not accepted.

Contact information

Procurement Services
902-566-0624
procurement@upei.ca

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