Procurement

The Procurement Division facilitates the acquisition of goods and services for the Town of Grimsby. Suppliers should become familiar with all procedures and directives to avoid any misunderstanding.

Current Purchasing Bylaw

Purposes, Goals, and Objectives of this By-Law

The purposes, goals and objectives of this By-Law are:

(a) to delegate authority and assign responsibilities for the Town’s procurement operations;

(b) to encourage competitive bidding and ensure fairness, objectivity and integrity in the procurement process;

(c) to ensure compliance and consistency with applicable trade agreements;

(d) to use the most appropriate procurement method depending on the particular circumstances of the acquisition;

(e) to ensure openness, accountability and transparency while protecting the best interests of the Town and its taxpayers;

(f) to obtain the best value for the Town and maximize savings for taxpayers when procuring goods and/or services; and

(g) to encourage the purchase of goods and services with due regard to the preservation of the natural environment.

Current Bid Opportunities 

The Town of Grimsby manages bid opportunities through bids&tenders™.

Suppliers who are interested in providing goods and services to the Town will be required to have a vendor account with bids&tenders™.

View Current Bid Opportunities

If you have questions about a specific bid opportunity, use the “Submit a Question” feature on the bid page.

For technical support, email support@bidsandtenders.ca  or call 1-800-594-4798.

Cooperative Purchasing & Associations

The Town of Grimsby intends to participate annually in the listed Municipal Group Buying Programs and Associations below. For further information and access to the Request for proposal (RFP) notices, please visit each site linked below for more information on available opportunities.

• Niagara Public Purchasing Committee

• Ontario Public Buyers Association (OPBA)

• Supply Chain Ontario (Ontario Vendor of Record Program)

• Local Authority Services (LAS)

• Ontario Education Collaborative Marketplace (OECM)

• Kinetic GPO

Terms & Conditions of Purchase

These Terms and Conditions of Purchase form part of every Purchase issued by the Town. No variation of the Purchase Order, including these conditions, is authorized unless other terms and conditions have been agreed to through a formal contract or formal procurement process.

View Current Terms and Conditions

Accounts Payable

Invoices shall be submitted in PDF by email to accountspayable@grimsby.ca or mailed to the:

Corporation of the Town of Grimsby
Finance Department
Attention: Accounts Payable
160 Livingston Avenue
Grimsby ON, L3M 0J5

The Town prefers receiving electronic invoices and back-up (including the authorized Purchase Order). Your cooperation in submitting your invoices electronically will assist us in reaching our goal of improving efficiency, reducing processing costs and meeting payment terms. Please forward invoices to:

To: Designated Town Representative outlined on Purchase Order

cc: accountspayable@grimsby.ca.

To ensure that payment is not deferred, the following information should be included on each and all invoices:

• Purchase Order Number
• Reference to formal RFx document (if applicable)
• Name of vendor
• Vendor address
• HST registration number
• Complete product/service description
• All applicable supporting documentation
• Date of invoice
• HST (where applicable)
• Portable Document Format (PDF)

The Town reserves the right to request further evidence of breakdown or supporting documentation to establish a fair and reasonable evaluation of the invoice.  Should such information be required, the receipt date of the invoice shall be adjusted accordingly.

Invoices must be submitted in a timely manner to the Town as the term for deliverables progresses to ensure prompt payment. At a minimum invoices for deliverables received by the Town as of December 31^st of any year, will be forwarded to the Town before the following January 20^th.

All payments shall be made by the Town within thirty (30) days of the official receipt of correct invoices by the Town. Application by a vendor for penalty charges for late payment will not be allowed.

Due to the delays with the mailing system, please allow four weeks from date of payment for cheques to be delivered.

Supplier Information

The Town of Grimsby encourages all Suppliers to ensure their information is correct in order to facilitate payment to the proper entity. It is the sole responsibility of the supplier to ensure the Town has up-to-date banking information prior to engaging in deliverables to the Town.  

Supplier Electronic Funds Transfer (EFT) Registration & Information Update

The Town of Grimsby is moving towards being a paperless organization. We are encouraging suppliers to sign up for EFT payments instead of receiving cheques.

Online supplier registration coming soon

Compliance, Standards, & Miscellaneous Forms

Contractor Safety Program

Contractor Health & Safety Program Summary & Pre-commencement Checklist

Applies to all contractors hired by the Town of Grimsby.

AODA Contractor Compliance Statement Form

For any service that involves your staff interacting with the public on behalf of the Town.

The Accessibility for Ontarians with Disabilities Act is Provincial legislation that the Town of Grimsby follows. The act provides standards outlining the way the Town must provide services to people with disabilities. Any third party service provides whose role is to interact with the public must also be trained under the act.

Niagara Peninsula Standard Contract Document

Standards adopted throughout Niagara which provide consistency and fairness so that bidders can set prices with less concern with respect to method of payment and related risks.