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Checklist of Documentation required for PS Online Assessments

Competitive Procurements:

Check (√) Document

  • Statement of Work;
  • All PS Online searches conducted (includes searches done prior to issuing solicitation, any conducted after bid closing or after contract award);
  • Documentation that provides any additional information regarding the PS Online search conducted;
  • Evaluation criteria (if not already included in solicitation document);
  • Bid solicitation document sent;
  • Bidders' List (email or facsimile cover sheet that confirms which suppliers were sent the solicitation document);
  • All enquiries/requests for clarification from bidders;
  • All responses from contracting authority to enquiries/requests for clarification from bidders;
  • Responses form bidders indicating that they will not be submitting a proposal;
  • Financial and technical proposals received from each bidder, including resume of the resource(s) offered;
  • Evaluation report (individual evaluation reports and summary report if applicable), including any related correspondence;
  • Confirmation of security clearance for each resource and successful bidder (if applicable);
  • Documentation related to negotiations held with proposed supplier (if applicable);
  • Enquiries from supplier regarding status of procurement;
  • Responses to requests regarding status of procurement;
  • Regret notice to all unsuccessful bidders;
  • Contract, duly executed;
  • Contract amendments, duly executed;
  • Justification for amendment including any related correspondence.

Non-Competitive Procurements:

Check (√) Document

  • Statement of Work;
  • Procurement Strategy - sole source justification;
  • All PS Online searches conducted;
  • Documentation that provides any additional information regarding the PS Online search conducted;
  • Bid solicitation document sent or email/facsimile sent to supplier requesting pricing;
  • Financial and technical proposal received from supplier, including resume of the resource(s) offered;
  • Evaluation of proposal submitted (if required);
  • Documentation related to negotiations held with proposed supplier (if applicable);
  • Enquiries from supplier regarding status of procurement;
  • Responses to requests regarding status of procurement;
  • Confirmation of security clearance for each resource and supplier (if applicable);
  • Contract, duly executed;
  • Contract amendments, duly executed;
  • Justification for amendment including any related correspondence.