Bid Committee - schedule, agendas and minutes

Contact: City Clerk's Office 12th floor, West Tower, City Hall 100 Queen Street West Toronto, ON  M5H 2N2 clerk@toronto.ca

The Bid Committee is authorized to make an award in respect of a bid, if all of the following conditions are met:

• The Purchasing Agent, after consulting with the City official who has initiated the call, has recommended the award in the report submitted under § 195-4A(7) as being in compliance with the terms of the call.
• The amount of the award is equal to or less than the approval by Council and is equal to or less than $2.5 million.
• The award is to the lowest bidder whose bid meets the specifications and requirements set out in the call.
• There is no written objection to the merits of the award filed by a bidder with the Bid Committee before the award is made.
• All voting members of the Bid Committee who are present at the meeting vote in favour of the award.

The Bid Committee is authorized to make an award in respect of a proposal, where:

• The scope of the subject work is defined in the request;
• The requirements and specifications contained in the request allow for a representative response from the industry or corporate sector being solicited;
• The evaluation criteria are set out in the request;
• The Purchasing Agent, after consulting with the City official who has initiated the request, has recommended the award in the report submitted under § 195-4A(7) as being in compliance with the requirements of the request;
• There is no written objection to the merits of the award filed by a proponent with the Bid Committee before the award is made;
• The conditions contained in Subsection B(2) and (5) are met; and
• The award is made only to the proponent meeting the requirements of the request while offering the lowest price for the scope of work.

(The Bid Committee also has extended authority to award larger contracts during Council and Standing committee recesses e.g. August and December when Standing Committees that woud normally award them are not meeting).

Members:

• The Chief Administrative Officer or his or her designate.
• The Chief Financial Officer and Treasurer or his or her designate.
• Any department head who initiated the call or request that is before the Committee at any given meeting or part thereof, or his or her designate.
• The City Clerk or his or her designate.

Useful links
Toronto Municipal Code - Purchasing Chapter 195
Call documents
Bidders' list information
Fair wage policy
Policy and Legislation