Bidders' 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 website, under Procurement.

Please click below to find out more about Procurement

http://www.upei.ca/finance/procurement/purchasing-guidelines

How can I find out when new tenders are issued?

The University publishes all tenders and procurement opportunities to the Prince Edward Island’s tendering site.

Please click below to find out more about current tender opportunities

https://www.princeedwardisland.ca/en/tenders

How do I access tender documents?

Effective November 7, 2018, the University of Prince Edward Island will be switching to a new online procurement system (Bonfire) which will allow you to view contracting opportunities (solicitations); submit bids, proposals, associated documents; and ask questions. You are invited to register in the system.

The Vendor Registration Portal is now open and is free. It can be found at https://upei.bonfirehub.ca/portal

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.

All tender submissions must be submitted using the new online procurement system portal (Bonfire).

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 in the tender document, 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 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 be submitted using the new online procurement system portal (Bonfire).

Submissions made using other means will not be accepted.

What happens once a tender is submitted?

  1. Once the tender closes it is evaluated for compliance and any unqualified tender submissions will be rejected.

    1. Procurement Services may contact a bidder for clarification. Documents may be forwarded to originating department for review.

    2. Items in a tender may be considered separately and may be distributed to more than one bidder.

  2. Once tenders are awarded, the successful bidders are posted to the 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 using the new online procurement system (Bonfire) at any time prior to the date and time of closing.

Can I withdraw my tender?

Any tender may be withdrawn at any time prior to closing, using the new online procurement system (Bonfire) 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.

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. Tender awards will also be available on the new online procurement system (Bonfire), under past public opportunities.

 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.

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