A request for quotation is an invitation to suppliers to submit a bid on products and/or services to the Township. The RFQ process allows multiple suppliers to propose how they will meet the requirements and and/or how much it will cost to provide and allows for evaluation on price and criteria to ensure a competitive method of procurement for the municipality. Any and all Addenda issued during the RFQ period must be attached as part of the submitted bid. Failure to do so will result in disqualification of the bid.
Bids and Tenders and Procurement
Bids, Tenders and Procurement
The Township's Purchasing Policy By-law provides guidance for an open and honest procurement program, with transparency as a cornerstone of the decision-making process. The policy promotes and maintains the integrity of the purchasing process and protects Council, vendors and staff involved in the process by providing clear direction and accountabilities. The Municipality has the absolute discretion in awarding contracts and retains the right to reject any or all Bids. Appendix B of the policy document outlines the action taken for Bid Irregularities, which are defined as a deviation between the requirements (terms, conditions, specifications, special instructions) of a bid request and the information provided in a bid response.
Bids and Tender Documents
A request for proposal is a bid submitted to the Township through a formal, public invitation to suppliers to provide goods and/or services where it is not practical to prepare precise specifications, or where "alternatives" to specifications will be considered. The RFP process allows suppliers to propose solutions to arrive at the end product, and allows for evaluation on criteria other than price to ensure that competition for the use of public money is open, fair and free from any parties having the unfair advantage of separate, prior, closed-door negotiations for the contract.
A tender is a bid submitted to the Township through a formal, public invitation to suppliers for the supply of products and/or services to ensure that competition for the use of public money is open, fair and free from any parties having the unfair advantage of separate, prior, closed door negotiations for the contract. Any and all Addenda issued during the RFT period must be attached as part of the submitted bid. Failure to do so will result in disqualification of the bid.
A request for information is a process the Municipality uses to obtain preliminary information about a market or the type of available supply or service when there is not enough information readily available for procurement method. A Request for Information is used to informally solicit this information. An RFI may not be used as a source selection method for procurement of a supply or service.
Pre-Approved Supplier List (Vendor of Record)
The Township of Cavan Monaghan maintains a Pre-Approved Supplier List to streamline procurement for recurring or specialized services. This list is established through a public Request for Supplier Qualifications (RFSQ) process in accordance with Section 4.1 of the Township’s Purchasing Policy By-law No. 2024-54.
Categories of Goods and Services
Pre-approved suppliers may be selected for the following categories for annual expenditures less than $50,000 without obtaining quotations:
- Consulting and professional services
- Engineering and planning services
- Fleet and vehicle maintenance
- Legal services
- Office supplies and equipment
- Repairs and maintenance services
How to Apply
Vendors may apply at any time throughout the year. Newly approved suppliers are added to the list annually in April. To remain on the list, vendors must reapply each year.
Submission Requirements
Interested vendors must provide the following:
- Completed application form
- Company profile and relevant experience
- Proof of insurance and WSIB clearance
- References from at least three recent clients
- Any additional documentation requested by the Township
Evaluation
Applications are reviewed by Township staff. Inclusion on the list does not guarantee work or exclusivity.
Current Pre-Approved Supplier List - Coming Soon!
Vendor Payments
The Township of Cavan Monaghan is pleased to offer Electronic Funds Transfer (EFT) as a payment option for all vendor-related transactions with Canadian financial institutions. This secure method allows us to electronically deposit payments directly into your bank account and notify you via email once the deposit has been made.
To register for EFT payments, please complete the downloadable EFT Authorization Form and return the signed form to payables@cavanmonaghan.net. Once received, we will update your vendor profile to reflect this payment method.
This initiative supports our commitment to timely payments and improved efficiency in our accounts payable process. We encourage all vendors to consider this option, especially during disruptions to postal services.
If you have any questions or require assistance, please don’t hesitate to contact us.
Contact Us
Cavan Monaghan Municipal Office,
988 County Rd 10 Millbrook ON L0A 1G0,
Phone: 705-932-2929
Toll Free: 1-877-906-5556
Fax: 705-932-3458
Municipal Office hours: Monday to Friday, 8:30 a.m. to 4:30 p.m. (excluding holidays).