A formal request for a written offer to provide specifically described goods or services at a fixed cost. Quantities may be fixed or open for a defined period of time. The tender process is subject to public openings and the release of pricing information.
Request for Proposal (RFP)
An RFP is a formal request for a proposed solution to a defined requirement. When exact requirements are not available for goods and services, a contract may or may not result from a RFP. The RFP process is not subject to public opening.
Request for Quote (RFQ)
An RFQis a low dollar informal request to provide goods or services at a fixed cost. Pricing information is released to the public.
Request for Information (RFI)
An RFI is a formal request for information from potential vendors, to provide product requirements specification information or budgetary pricing. The information received may be used for budgetary purposes or to subsequently issue an RFP or tender.
An Expression of Interest (EOI)
An EOI is a formal request to invite vendors to indicate their desire to perform work based on the information provided.
A bid received after the closing time stated in the tender and RFP documents is considered a late bid. A late bid will be deemed non-compliant, and the vendor will be notified that their bid will not be accepted. All SGI stipulated deadlines are based on Central Standard Time.
Mandatory site meetings
When a mandatory site meeting is required, vendors who are not in attendance or arrive late will not be permitted to submit a tender or proposal. Once the site meeting has concluded no other vendors will be allowed to participate in the competition.
A Purchase Order (PO)
A PO is a legal contract between SGI and the vendor. A purchase order will contain statements as to the quantity, description and price of the goods or services ordered; and agreed terms as to payment, discounts, date of performance, transportation terms and all other agreements pertinent to the purchase and its execution by the vendor. A purchase order often constitutes acceptance of a quotation, tender or RFP.
Verbal contracts will not be accepted by SGI.
The duration of a contract may vary depending on the circumstances. The standard contract term at SGI is 2 years with 3 option years, not exceeding a total of 5 years.
A bid bond is a contract in which a bonding company agrees to pay SGI a certain amount if a vendor withdraws its tender or refuses to provide a performance bond. Bid bonds may be in the form of a bond, certified cheque, or irrevocable letter of credit and are returned to the unsuccessful bidders after the tender award.
A performance bond is a contract in which a bonding company agrees to pay SGI a sum of money if a vendor fails to complete the contract.
Where SGI has agreed to make progress payments to a vendor on a specific schedule, the standard terms of payment will apply to each payment date. Payment is made 30 days from the receipt of approved invoice. Confirmation must be included to ensure the related work or milestone has been met.
Evaluations are based on a variety of factors, including but not limited to the following:
- reliability and stability of the prospective vendor
- timing and scheduling limitations
- technical expertise
- product quality
- customer service
- special limitations associated with the nature of a particular item or service
- additional identified value adds
- adherence to all specifications (project and technical)
- other criteria not specifically identified above
Note: SGI reserves the right to waive any irregularities in the tender; to waive any requirement of the tender package in comparing tenders, to accept any tender; or to reject any or all tenders on the basis of any consideration.
306-775-6884 in Regina