Procurement services are primarily run through the Finance Department, with assistance from other City departments.
Procurement staff are responsible for:
- Purchasing materials, equipment and services for the City;
- Ensuring all goods and/or services purchased provide the overall best value for the City;
- Obtaining quotes and issuing REOIs, RFQs, RFPs, and Tenders;
- Controlling and maintaining adequate inventory levels for stocked products;
- Disposing of surplus and/or obsolete materials and equipment; and
- Developing and administering procurement policies, procedures and protocols.
How the City Conducts Procurement Business
The City’s procurement process complies with the requirements of regional, national and international trade agreements along will the City’s Purchasing Policy. All purchases are made with the objective of meeting operational requirements, maximizing value for each dollar disbursed, and providing contractors, vendors and service providers with open, transparent and fair opportunities.
Agreements (executed contract or approved purchase order) will be in place before a vendor delivers goods or commences working on the delivery of services. All purchases of goods and/or services over $200 require a purchase order (if a signed contract is not in place).
The City advertises competitive bid opportunities and sale of surplus goods through the provincial government site BC Bid, on our Bids & Tender Opportunities page, and on social media and in local newspapers (as applicable).
The City of Cranbrook has strict standards against City Staff accepting gifts, gratuities or staff discounts as a result of their employment with the City. Items of nominal value such as pens and calendars used in the course of employment are exempt.
Vendors who wish to provide information to the City regarding the goods and/or services they provide, including price lists, can do so by submitting the Vendor Information Form.
All vendors who carry on business within City limits must have a City of Cranbrook Business License. The Canadian Rockies International Airport is within the satellite boundary; therefore a business license is required. The Spray Irrigation Fields are outside City limits.
All vendors who will be performing work on City property, including equipment, must provide proof of insurance (minimum $2 million General Liability Insurance), and must add the City as additional insured.
Professionals such as engineers and architects must also provide proof of professional insurance (Errors & Omissions Insurance).