Part B: Bid solicitation

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1. Bid solicitation documents

Federal department users 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 request for proposal (RFP) and resulting contract clauses for use for federal department users is also available for the clients to use.

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 2004 Standard instructions—Goods or services—Non-competitive requirements
  4. bid preparation instructions
  5. instructions for the submission of bids (address for submission of bids, bid closing date and time)
  6. evaluation procedures and basis of selection
  7. financial capability (if applicable)
  8. certifications; and
  9. resulting contract clauses

2. Bid solicitation process

2.1 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 Buyandsell website (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 Buyandsell 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.

2.2 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 requirement 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).

Tier 1: Requirements whose value is equal to or greater than the Canada-Korea Free Trade Agreement (CKFTA) threshold up to and including $3.75 million: client or PWGSC.

Tier 2: Requirements greater than $3.75 million: PWGSC and any other department that may have this delegation.

2.3 Tier 1 requirement limitations

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

Note

Clients must use ProServices for requirements valued below the CKFTA threshold (applicable taxes included).

i. Requirements whose value is equal to or greater than the Canada-Korea Free Trade Agreement Threshold (applicable taxes included)

Clients may issue a contract to a supplier satisfying the requirement particulars as set out in the bid solicitation in accordance with the following (a minimum of 15 suppliers must be invited via e-mail to submit a bid):

  1. selecting by name 10 suppliers from the Centralized Professional Services System (CPSS) client module, with the additional 5 randomly selected by the CPSS client module, or
  2. selecting more than 10 suppliers from the client module, in which case five additional suppliers will be randomly selected by the CPSS client module
  3. selecting less than 10 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 15, or
  4. if the number of suppliers that meet the requirement is less than 15, all suppliers will be automatically selected by the CPSS client module
  5. client will publish a Notice of Proposed Procurement (NPP) on the Buyandsell website in which the client identifies those invited suppliers as per (a) through (d) above

ii. No limit to invitation process

There is no limit to the maximum number of suppliers that may be invited to submit a bid under tier 1. Suppliers may not submit a bid in response to a solicitation unless they have been invited to do so. However, should an uninvited SA holder wish to be invited, it may contact the contracting Authority to request an invitation at any time prior to 5 calendar days before the published bid closing date, and an invitation will be made to that SA holder 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 closing date. Where additional invitations are made during the solicitation process, they may not be reflected in a bid solicitation amendment.

iii. Minimum period to submit proposal

Each tier 1 bid solicitation issued will provide suppliers with a minimum 15 calendar days to submit their bid, which may be extended based upon a requirement's complexity.

PWGSC reserves the right to decrease the minimum period for specific requirements. These requests must be in writing and sent to the SA authority for approval.

2.4 Tier 2 requirements

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

  1. Tier 2 invitation of suppliers: PWGSC and any other department that may have this delegation will invite via email all qualified tier 2 suppliers to submit a bid in response to the bid solicitation
  2. A NPP will be published simultaneously on the Buyandsell website in which the client identifies those invited suppliers
  3. Minimum period to submit bid: Each tier 2 bid solicitation will provide qualified suppliers with minimum of 20 calendar days to submit their bid, which may be extended based on a requirement's complexity

PWGSC reserves the right to decrease the minimum period to submit a bid for specific requirements. These requests must be in writing and sent to the SA authority for approval.

2.5 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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