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Frequently Asked Questions |
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Purchasing
Call Documents
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| 1. What is a call document? |
A call document is a document the City issues requesting bids for purchase goods and/or services required by the City.
Call documents from the City of Toronto are issued as Request for Proposals, Request for Quotations, Tenders with blueprint drawings and Tenders without blueprint drawings.
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2. What is a Request for Quotation call document?
A Request for Quotation (RFQ) call document is issued by the City when the good or service required can be precisely specified in the initial call document.
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3. What is a Tender call document??
A Tender call document is a request for bids for the purchase of construction supplies and/or services .These call documents are usually of high dollar value.
Tender call documents are issued with and without blue print drawings.
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| 4. May I contact members of Council and City staff about a procurement? |
You must not communicate with members of Council and their staff about a procurement. You may contact a City employee who is named as the point of contact in the procurement document. You must not contact any other City staff or officials about a procurement.
For more information, see the Lobbyist Registrar's Interpretation Bulletin, Lobbying and Procurements. Or contact the Office of the Lobbyist Registrar at 416 338 5858, lobbyistregistrar@toronto.ca. |
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Fees
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| 5. How much are the call documents? |
Call documents fees are in accordance to the City's current Council approved Bylaw 12-2007, Schedule 4, Appendix C, Chapter 441.
Tender call documents with blueprint drawings and Tender call documents without blueprint drawings will be charged different fees.
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| 6. Why am I being charged the pay-per-document fee? |
The City has always charged a fee for all call documents. With the removal of the City of Toronto Bidder's List, all vendors will now have the opportunity to use the Online Call Document System or purchase and pick-up at City Hall only those call documents that best suit their business' interests and are not being sent call documents they are not interested in.
The standardized pay-per-document fee ensures that doing business with the City remains fair and equitable.
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| 7. Do other municipalities charge a pay-per-document fee? |
Yes, the City's call document fees are in line with fees charge by several municipalities throughout the GTA.
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Bid Submissions
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| 8. When and where do I need to submit my bid on a call document??
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All submissions for call documents must be delivered by 12:00 noon on the call document closing date to the Purchasing & Materials Management division located at Toronto City Hall, 18th Floor, West Tower, 100 Queen St. West.
It is very important that you submit your bid by the noon deadline. Late bids cannot be considered.
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| 9. When are the submissions to a call document opened?
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All call documents are publicly opened by the Purchasing & Materials Management Division, starting at 12:01 p.m. on the call document closing date in the Public Opening Room at Toronto City Hall, 18th Floor, West Tower.
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| 10. How will I know if I was awarded the call document contract? |
The City of Toronto will contact you via telephone or by mail to let you know if you have been awarded the call document contract.
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Online Call Document System
General
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| 1.What is the City's Online Call Document System?
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With the new Online Call Document System, you can browse through an up-to-date list
of business opportunities available with the City.
As a pay-per-document system, you can then purchase and download only those Request for Proposals, Request for Quotations and Tenders without blueprint drawings that you are interested in.
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| 2. Why did the City create this system for issuing call documents?
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Following a recommendation from the Auditor General, the City's Purchasing & Materials Management Division and Information & Technology Division created a system to increase
the efficiency of doing business with the City and maintain fair and equitable purchasing processes.
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| 3. Are all call documents available online? |
Request for Proposals, Request for Quotations and Tenders will all be available through our Online Call Document System at: http://www.toronto.ca/calldocuments/enter.htm
Tender call documents with blueprint drawings will be advertised on the Online Call Document System, but will only be available for purchase and pick-up at Toronto City Hall, 19th Floor, West Tower.
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| 4. What if I don't have access to the internet? Where else can I get a City of Toronto call document that I'm interested in?
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All City of Toronto call documents will be available for purchase and pick-up at Toronto City Hall. Purchases made at City Hall can only be made using cash or with a cheque payable to the Treasurer, City of Toronto.
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| 5. If I purchase my call document online, can I submit my bid by email?
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No, the City is not currently accepting bid documents online or via email. However, the possibility of that service is currently being reviewed for future implementation.
To provide your thoughts please visit www.toronto.ca/calldocuments.
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Fees
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| 6. How do I pay when I use the Online Call Document System?
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The Online Call Document System accepts the following major credit cards; Amex, MasterCard and Visa.
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| 7. Is it safe to use my credit card for online purchases?
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Yes, the City's Online Call Document System is built within a secure site.
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Technical
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| 8. What happens if my computer shuts down or I experience technical issues in the middle of an online purchase? |
Please contact our Technical Support line at 416-392-7353 or email citybids@toronto.ca.
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| 9. Can I download my purchased call document again once my Online Call Document System session has ended? |
No. A reminder to save your purchased call document is incorporated into the Online Call Document System.
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| 10. What if I lose the downloaded or printed call document file that I purchased? Can I request another copy?
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Yes, please have your Online Call Document System confirmation number ready and call 416-392-7353.
The City of Toronto requires proof-of-purchase before distributing a copy of the call document.
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Invoice Requirements & Payments
| 1.Where do I send my invoice for payment?
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All invoices must be sent directly to the City of Toronto, Accounting Services Division, Corporate Accounts Payable, 55 John Street, 14 Floor, Metro Hall, Toronto, ON, M5V 3C6.
Electronic invoices can be emailed to apinvoice@toronto.ca.
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| 2.Who do I call to find out about invoice payments?
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Please call our Accounts Payable Customer Services Desk at 416-397-5235.
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