Bid Inquiries & Additional Information
If you have any questions regarding a procurement opportunity posted through Ariba, submit your question using the message board on the Ariba event posting. This tool will direct your question to the responsible Strategic Sourcing person.
Questions and answers are usually posted to the event message board for the specific procurement opportunity, and will be visible to other suppliers participating in the event.
Please identify if your question has any information considered a trade secret. Procurement will review the questions and send a confidential response if deemed necessary.
Respondents are responsible to review all the instructions on the posting and submit their responses electronically.
If you have questions outside of the Ariba event posting, please contact us using the form below. Questions through the message board and contact us form will be responded to during TransLink’s office hours only (Monday to Friday 8 a.m. to
4 p.m. PST).
All Contracts with TransLink and its Subsidiaries are subject to the Freedom of Information and Protection of Privacy Act.
It is the sole responsibility of the Respondent to regularly check the individual web page for addenda, questions and answers, clarifications and amendments.
Invoices should be made out to the applicable TransLink Enterprise Entity (TLE Entity) set out below:
South Coast British Columbia Transportation Authority (TransLink)
200 - 287 Nelson’s Court
New Westminster, BC V3L 0E7
Reference PO No. & TransLink Contact Name
And electronic copy to: email@example.com
British Columbia Rapid Transit Company Ltd. (BCRTC)
6800 – 14th Avenue
Burnaby, BC V3N 4S7
Reference PO No. & BCRTC Contact Name
And electronic copy to: firstname.lastname@example.org
Coast Mountain Bus Company Ltd. (CMBC)
287 Nelson’s Court – 6th Floor
New Westminster, BC V3L 0E7
Reference PO No.
And electronic copy to: email@example.com
West Coast Express Ltd. (WCE)
Suite 295 – 601 West Cordova
Vancouver, BC V6B 1G1
Reference PO No. & WCE Contact Name
And electronic copy to: firstname.lastname@example.org
Are hardcopy submissions accepted?
Unless specifically indicated, no hardcopy submission will be accepted.
What time do I need to submit my submission by?
All submissions must be submitted in the system no later than the closing time, as indicated in the event page.
What are your business hours?
TransLink's office hours are Monday to Friday 8 a.m. to 4 p.m. PST
Can I revise my submission after I have submitted it?
In the Ariba event, click "Revise Response" to update the information submitted in your response before closing time of the Event.
How can I find out the results of a procurement opportunity?
The name of the successful respondent will periodically be posted on this web site. See Awards section for results.
Ownership of Documents
All procurement opportunity documents issued by TransLink are the property of TransLink and may not be copied or sold to other parties without the express authorization of Strategic Sourcing.
Altering of Documents
Respondents must not electronically alter any portion of downloaded procurement opportunity documents with the exception of adding the information requested. To do so may invalidate the Respondents response.
Contractor Records and the Freedom of Information & Protection of Privacy Act
What is the purpose of the Freedom of Information and Protection of Privacy Act (FIPPA)?
The Freedom of Information and Protection of Privacy Act (FIPPA) sets out the access and privacy rights of individuals as they relate to the public sector.
FIPPA establishes an individual's right to access records, including access to a person's own personal information as well as records in the custody or control of a public body (with certain exceptions).
In addition to establishing an individual's right to access records, FIPPA also sets out the terms under which a public body can collect, use and disclose personal information of individuals. Public bodies are accountable for their information
practices, and FIPPA requires that they take reasonable steps to protect the privacy of personal information they (and, by extension, their service providers) hold.
What are "records" within the meaning of FIPPA?
Under FIPPA, "records" include documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by any means - whether graphic, electronic, mechanical or otherwise - that are in
the custody or under the control of a public body.
Records "in the custody or under control" of TransLink (or its subsidiaries)
"Custody" refers to having physical possession of the records, including responsibility for their storage, access, management, maintenance, preservation, security and disposal.
A record is under TransLink's "control" if it (or any of its subsidiaries) has authority to restrict, regulate or administer the content, use, or disposal of that record. Control can exist even if its records are held off-site by a contractor.
Control is indicated in circumstances where:
a contract permits TransLink (or one of its subsidiaries) to possess or obtain specific records produced, received or acquired by the contractor as a result of the contract;
a contract includes a requirement for the contractor to maintain the records or submit them to TransLink (or one of its subsidiaries).
If an access request is received by TransLink (or one of its subsidiaries), responsive records in TransLink’s custody or under TransLink’s control must be provided to the Information Access (FOI) office, for review and disclosure
within specific timelines.
How does the Act affect bidders and contractors?
As a bidder for a contract procurement, you will be required to provide TransLink, or one of its subsidiaries, with certain information that could become subject to disclosure under FIPPA. Custody or control over certain records you produce
(or have access to) may also fall to TransLink and, therefore, become subject to FIPPA’s access & privacy requirements.
Such information is subject to disclosure under FIPPA, unless one (or more) of FIPPA’s exceptions to disclosure apply.
When is bidder/contractor information NOT released?
In order for certain sensitive commercial information to be withheld from disclosure, the bidder or contractor must meet a three-part test under FIPPA’s s. 21(1) – “Disclosure harmful to business interests of a third
party.” It is important to note that if only one or two parts of the test are met, the information cannot be withheld. ALL THREE PARTS must apply to the content in question.
21 (1)The head of a public body must refuse to disclose to an applicant information
(a)that would reveal
(i)trade secrets of a third party, or
(ii)commercial, financial, labour relations, scientific or technical information of or about a third party,
(b)that is supplied, implicitly or explicitly, in confidence, and
(c)the disclosure of which could reasonably be expected to
(i)harm significantly the competitive position or interfere significantly with the negotiating position of the third party,
(ii)result in similar information no longer being supplied to the public body when it is in the public interest that similar information continue to be supplied,
(iii)result in undue financial loss or gain to any person or organization, or
(iv)reveal information supplied to, or the report of, an arbitrator, mediator, labour relations officer or other person or body appointed to resolve or inquire into a labour relations dispute.
Information that is not required to be released may include bids or proposals supplied, in confidence, or other commercial information that would be expected to significantly harm third party business interests, as outlined in s. 21(1).
When is bidder/contractor information released?
Circumstances under which s. 21(1) would NOT apply to withhold bidder/contractor information might include the following:
Example 1: Commercial information was supplied in confidence to TransLink, but was later subject to negotiation & acceptance and has since been converted to become part of a final contract (either in the main body or
as a schedule/appendix). Once this occurs, the information is no longer classified as “supplied,” so part (b) does not apply. Therefore, s. 21(1) cannot be applied to withhold the information.
Example 2: Records constituting trade secrets or commercial information outlined in part (a) have been supplied to TransLink in confidence in accordance with part (b), and do not form a final contract, but the record
content does not meet the test for harms outlined in the subsections under part (c). Again, with only two (of the three required) parts of the harms test met, s. 21(1) cannot be applied to withhold the information.
In normal circumstances (with a few exceptions), information such as final, executed contracts (and their schedules), purchase orders, payment requisitions, invoices, status/event/operating or other reports (required to be submitted to
TransLink or one of its subsidiaries in the performance of contracted work) are releasable.
Because TransLink and its subsidiaries are legally bound by FIPPA, our requirements under FIPPA prohibit us from guaranteeing the confidentiality of records in our custody or under our control. However, when responding to access requests,
TransLink will always carefully review the record content and will do its best to protect the commercial interests of its contractors.
Bidders and contractors can be assured that TransLink’s Information Access (FOI) office reviews all proposed disclosures with the responsible program area(s) and consults, where appropriate, with third parties (bidders/contractors) prior
When submitting sensitive business information, bidders/contractors should clearly indicate this on the records. Such a statement should be in explicit and in writing, outlining the expectations for the use and disclosure of the information.
It should be reserved for legitimately sensitive material and not routinely applied in every instance in an attempt to protect all records from disclosure.
In addition, TransLink’s tender and contract documents may contain the following statement:
CONFIDENTIALITY AND FREEDOM OF INFORMATION: All proposal information provided to TransLink by potential contractors is understood to be supplied, explicitly, in confidence. However, suppliers should be aware that the Freedom of Information & Protection of Privacy Act applies to all records (including proposal submissions), and that TransLink and its subsidiaries must comply fully with all provisions of the
Notification to Contractors – FIPPA Division 3
Bidders and contractors can be assured of TransLink’s compliance with their requirement to notify and consult with third parties as set out in FIPPA’s Division 3:
While TransLink is not legally required to notify or consult with third parties when access requests are received or when releasing contractor information that does not meet the test for harms under s. 21(1), staff may occasionally inform
their business contacts as a courtesy, at their discretion when convenient and/or as appropriate.
There may be instances where a company, as part of its contractual arrangements with TransLink or one of its subsidiaries will submit personal information about their employees (or other third parties). In such instances, the information must
be protected from unauthorized use or disclosure under FIPPA, and TransLink follows strict protocols to ensure such protections.
Individuals retained under contract to perform services on behalf of, or for, public bodies, may be considered "employees" for the purpose of the Act. In this context, information about the individual’s name, title, job function and
remuneration (including hourly rates) under the contract may be releasable. However, personal information (such as details of an individual’s past work history, summary of qualifications or resumes) must be withheld from disclosure.
Other examples of personal information include:
An individual's medical or psychological history, diagnosis, condition, treatment or evaluation;
Information revealing an individual's racial or ethnic origin, sexual origin, sexual orientation, religious or political beliefs;
Information obtained on a personal tax return or gathered for the purpose of collecting tax;
Personal recommendations, evaluations or character references;
Information revealing details of personal finances, income, assets, liabilities, net worth, bank balances, financial history/activities or credit-worthiness of an individual;
Contractors have the same requirement to protect all personal information in its custody or under its control for the purpose of the contract, and are obliged to comply with FIPPA’s privacy provisions.
If TransLink receives a request for records that include third party personal information, it will be withheld from disclosure under FIPPA’s s. 22.
General Advice for Bidders and Contractors
Clearly identify, within the contract, which parties have custody and/or control over what records created or generated over the course of the agreement, and outline your records management/storage practices for information in your
Include a confidentiality agreement for commercial information that is likely to result in significant harm to your business interests, if disclosed.
Understand that all information generated under this contract is subject to review and potential disclosure under FIPPA.
Be aware that FIPPA imposes obligations for the protection of any personal information you may collect or store for (or on behalf of) TransLink (or any of its subsidiaries).
As well as the privacy protection requirements set out by FIPPA, storage of the personal information must also comply with TransLink’s security standards to protect it from unauthorized access, use, disclosure or disposal.