Government of Yukon How to Guide: Doing Business with Government of Yukon
Objectives of Today s Presentation Create awareness of the rules around government procurement in Yukon Understand the vendor s role in the public procurement process Help you to respond to business opportunities with Government of Yukon
Yukon Government Procurement $478 Million Approximate for fiscal year 2015/16 for services & construction contracts TOTAL NUMBER OF CONTRACTS* 7138 YUKON COMPANIES: 5947 (83%) Approximately 79% of total value to Yukon-based companies* AVERAGE SHARE OF YUKON BUSINESS* (by value) 2010 2016 76.5% *All Figures provided are approximate. Figures include statistics for Services and Construction contracts only. Contracts for Goods are not included here.
Guiding Principles Fairness Openness and transparency Fiscal responsibility Competition Value for money Accountability
Factors Influencing Public Procurement Contract Law/Tendering Law (Court rulings) Trade Agreements Government of Yukon Financial Administration Act (FAA) Contract and Procurement Regulation Contracting and Procurement Directive
Laws of Competitive Bidding Contract A or the bidding contract is the name given to the contract that comes into existence between a bidder and a purchaser that requires a purchaser to stand by their submitted bid and to continue in the process.
Laws of Competitive Bidding (cont d) Contract B or the performance contract is the contract that is awarded and which comes into existence upon the acceptance by the owner/buyer of the winning bid.
YG issues Procurement Document Offer Bidder Submits a Bid Acceptance/Offer YG selects Bid Final Acceptance Bidder Performs Contract B Contract A with all other bidders ends.
Duties of the Owner/Buyer Expressed Duties (in tender documents) Implied Duties: Duty to disclose Reject non-compliant bids Run a fair competition Award the contract to the winning bidder Award the contract as tendered
Duties of the Bidders Follow all instructions in tender documents Not to withdraw or change bid or proposal after closing Not to misrepresent To honor your bid if successful Not to collude
What are the Different Methods of Market Research and Procurement? Expression of Interest (EOI)/Request for Information (RFI) Request for Qualifications Request for Bids Request for Proposals Invitational Price Requests Invitational Request for Proposals
Goods Procurement Acquisition Services and Planning (ASaP) Thresholds: Direct Award up to $10,000 Invitational up to $25,000 Public tender $25,000 over
Services & Construction Thresholds Direct Award: up to $50,000 Invitational: up to $75,000 Public tender: $75,000 and over
Sections of an RFP/RFB Instruction to Proponents/Bidders Supplementary Instructions to Proponents Standard Project Specific Contract A Contract A Contract Scope of Work Project Specific Contract B Proposal Evaluation Project Specific Contract A General Terms and Conditions Standard Contract B Supplementary Terms and Conditions Project Specific Contract B
Tender Forms RFP- Form A and Form B RFB- Bid form You acknowledge that you have read any addenda Binds your company and the owner in Contract A and Contract B
Where do I find Procurement Opportunities? Tender Management System (TMS) Tender Forecast System (TFS) Procurement Information Resources Supplier Directory Contract Registry
What if I am unsuccessful? Vendor Debriefings Available to all vendors Provide 2 way communication process between YG and vendors
Best Practices 1. Read, understand, and ask questions 2. Check for important dates: site visits, deadline for questions, closing date and time 3. Organize your response in relation to evaluation criteria 4. Address the mandatory eligibility requirements 5. RFPs describe how you would do the work 6. Address each and every point 7. Don t assume 8. Check if any addenda have been issued 9. Have your submission reviewed by others 10. Sign the appropriate forms 11. Ask for a debriefing
Procurement Support Centre Director Embedded Legal Counsel Procurement Compliance Analyst Procurement Advisors (3) Support Officer Support & advice YG departments Training of YG employees Handling of open competitions Develop & implement procurement-related policy Compliance monitoring & analysis Reporting
Questions Procurement Process Questions: Contact: Procurement Support Centre contracts@gov.yk.ca 667-5385 Specific Project Questions: Contact: The Project Manager listed in tender documents
Questions?