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Supply Arrangement for Solutions-Based Professional Services

Part B: Bid Solicitation

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Table of contents

  1. Bid Solicitation Documents
  2. Bid Solicitation Process

17. Bid Solicitation Documents

Canada will use the High Complexity (HC) bid solicitation template based on the estimated dollar value and complexity of the requirements. The HC template is available in the Standard Acquisition Clauses and Conditions Manual. A model RFP and resulting contract clauses for use for Identified Users is available.

The bid solicitation will contain as a minimum the following:

  1. security requirements;
  2. a complete description of the Work to be performed;
  3. 2003, Standard Instructions - Goods or Services - Competitive Requirements; or
  4. 2004, Standard Instructions - Goods or Services - Non-competitive Requirements;
  5. bid preparation instructions;
  6. instructions for the submission of bids (address for submission of bids, bid closing date and time);
  7. evaluation procedures and basis of selection;
  8. financial capability (if applicable);
  9. certifications; and
  10. resulting contract clauses.

18.  Bid Solicitation Process

18.1 General

Bids will be solicited for specific requirements within the scope of the Supply Arrangement (SA) from suppliers who have been issued a SA.

A bid solicitation will be posted on the Government Electronic Tendering Service (GETS) (or

as applicable with a Government of Canada (GoC) web-based electronic procurement tool) or will be e-mailed directly to supplier, depending on the selection methodology selected by the Client. Both methods of selection require that a notice of proposed procurement (NPP) be published simultaneously on GETS with the issuance of the invitation to suppliers.

Canada may consolidate requirements across Clients and award Contracts on a periodic basis to receive best or better pricing.

18.2 Identification of Contract Authorities

Provided a Client has the legal authority to contract, it may choose to award contracts under this SA in accordance with the Tier 1 or Tier 2 Contract Limitations described below. All contracts for Clients without authority to contract under Tier 1 or Tier 2 will be managed by Public Works and Government Services Canada (PWGSC)

18.3 Tier 1 Requirement Limitations:

Clients may award contracts to Suppliers qualified in the applicable Stream(s) only in accordance with the following:

i) Requirement Valued below $25,000 (applicable taxes included)

Clients may direct a contract to an qualified Supplier who appears on the Centralized Professional Services System (CPSS) search results, in accordance with the Government Contracts Regulations.

ii) Requirement Valued at or below NAFTA Threshold (applicable taxes included)

Clients may issue a contract using this SA to a qualified  Supplier satisfying the requirement particulars as set out in a RFP solicitation and appearing on the CPSS search results, in accordance with the following: a minimum of two Suppliers must be invited to submit a proposal via e- mail, with the Client (Identified User):

  1. selecting by name two Suppliers from the CPSS Client Module; or
  2. selecting by name one Supplier from the CPSS Client Module with the second Supplier randomly selected by the CPSS Client Module; or
  3. not selecting any Supplier by name in which case, the CPSS Client Module will randomly select two

iii) Requirement Valued Above NAFTA Threshold (applicable taxes included)

Clients may issue a contract to a qualified Supplier satisfying the requirement particulars as set out in the RFP solicitation and appearing on the CPSS search results, in accordance with the following: a minimum of fifteen Suppliers must be invited via e-mail to submit a proposal, with the Client:

  1. selecting by name ten Suppliers from the CPSS Client Module, with the following five randomly selected by the CPSS Client Module; or
  2. selecting more than ten Suppliers from the Client Module, in which case five additional Suppliers will be randomly selected by the CPSS Client Module; or
  3. selecting less than ten Suppliers from the Client Module, in which case the CPSS Client Module will randomly select a number of Suppliers that, in addition to the Suppliers selected by the Client, will total fifteen; and
  4. the Client will publish a Notice of Proposed Procurement (NPP) on GETS in which the Client identifies those invited Suppliers as per (a) through (d) above.

Note: If the number of Suppliers that meet the requirement is less than fifteen, all Suppliers will be automatically selected.

iv) No Limit to Invitation Process

There is no limit to the maximum number of Suppliers that may be invited to submit a proposal under Tier 1; however, except in the circumstances of 6.20.5 below, Suppliers may not submit a proposal in response to a solicitation unless they have been invited to do so. However, should an uninvited SA Supplier wish to be invited, it may contact the Contracting Authority to request an invitation at any time prior to five calendar days before the published RFP solicitation closing date, and an invitation will be made to that SA Supplier unless it would not be consistent with the efficient operation of the procurement process. In no circumstance will such an invitation require Canada to extend a bid solicitation closing date. Where additional invitations are made during the solicitation process, they may not be reflected in a solicitation amendment.

v. Minimum Period to submit proposal

At a minimum, each Tier 1 bid solicitation issued will provide Suppliers with the following minimum number of calendar days to submit their bid, which time may be extended based upon a requirement's complexity:

  1. Requirements equal to the NAFTA threshold = five calendar days; and
  2. Requirements greater than the NAFTA threshold up to and including $2M = fifteen calendar days

PWGSC reserves the right to decrease the minimum bidding period for specific requirements.

18.4 Tier 2 Requirements

Tier 2 requirements will be managed in accordance with the following:

  1. Tier 2 Invitation of Suppliers: Canada will invite through GETS all qualified Tier 2 Suppliers to submit a proposal in response to a bid solicitation.
  2. Minimum Period to Submit Proposal: At a minimum, each Tier 2 solicitation will provide qualified Suppliers with twenty calendar days to submit their bid, which may be extended based on a requirement's complexity.
  3. Stream Not Offered Under Tier 1: For Tier 1 requirements where no SA for a specific Stream exists, where a Tier 2 SA exists for that Stream, PWGSC may act as the Contracting Authority and invite qualified Tier 2 Suppliers to submit a bid in accordance with the processes stated in 18.3 above.

PWGSC reserves the right to decrease the minimum bidding period for specific requirements.

18.5 All Invited to Submit a Bid

For a requirement in either Tier, all Suppliers qualified in each relevant Stream, Region and Metropolitan Area will be invited by e-mail or GETS to submit a bid where any supplier has been provided with a request for information in respect of services that in whole or in part appear in the requirement to be solicited under this SA.

18.6 Disclosing of incumbent information

By submitting a bid, the Supplier agrees that during a solicitation under this SA, if the Supplier has performed services for Canada under any current or past

Task and Solutions Professional Services (TSPS) instrument, Canada may disclose such fact (including the previous contract value and date of issuance) during any such solicitation for replacement or follow-on services.

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