Doing Business with Veridian

Purchasing Policy

One of the most effective tools of the Procurement function is competition. While it is not always feasible or desirable to obtain competitive bids, a competitive bid process is recommended whenever practical, and selection of the preferred source should be determined by analysis on the technical, legal and cost information. Unless otherwise directed by Veridian’s Board of Directors, purchasing awards in excess of $50,000 will be based on invited requests for proposal or competitive bids.

The best price for products/services are obtained by free competition among qualified sources that have been furnished identical statements of our requirements and have an equal opportunity to earn the business. Communications with suppliers should ensure that the requirements:

• are clearly, concisely and completely described and do not include conflicting or ambiguous requirements;
• include defined acceptance criteria; and
• provide suppliers a reasonable opportunity to compete.

Only qualified Suppliers should be invited to bid.

Small Value Purchases
Purchases under $1,000 do not require a Purchase Order and are not required to go through a competitive bid process. Every effort is made by Veridian to incur the best price possible for the purchase.

Formal Quotation
A Formal Quotation is required when the purchase total is greater than $1,000 but less than $50,000. Formal written quotations are obtained from a minimum of three (3) suppliers/contractors and an award is made based on the evaluation set forth in the Request for Quote (RFQ).

Formal Sealed Bids
A Formal Sealed Bid is required for all purchases over $50,000 – typically through a Request for Proposal (RFP). Proposals from proponents who have the necessary qualifications and experience to provide the type of product/service described in the RFP must be detailed, specific and shall be completed and submitted in the prescribed format. The proposals must be submitted in a clearly identified sealed envelope following the instructions in the RFP.

Evaluation Criteria
Proponents must be independent and licensed to practice in Ontario and have no conflict of interest as a result of any other work performed by the company for Veridian. Proposals will be evaluated on the following criteria:

• Specific criteria defined in the RFP document
• Past performance
• Anticipated completion dates
• Safety
• Price

Veridian generally awards contracts to the lowest responsible bidder that meets the scope and safety requirements of the RFP.