A win-win evaluation process

In the past, Public Services and Procurement Canada (PSPC) has experienced challenges with some high-value procurement processes, where bidders inadvertently did not demonstrate how they met some of a contract’s requirements. The result was that—for relatively minor administrative reasons—bidders would be disqualified, resulting in fewer bids, less choice and, ultimately, a less competitive environment for bidders. This frustrating situation costs both the Government and bidders, and dramatically slows the procurement process. To build upon lessons learned from these procurements, and in an effort to streamline and simplify the procurement process, PSPC has developed a new process for evaluating bids in consultation with industry and with its client departments.

The new process

This bid evaluation process, launched as a pilot by PSPC in 2013, gives all bidders the chance to fix minor errors and omissions that would have seen their bids rejected under the regular evaluation process.

Under the two-step process, bidders are sent a preliminary evaluation report to advise them which requirements were not met. This allows them to respond with additional information to comply with the requirements.

Positive results for Canadians

The Honourable Judy M. Foote, Minister of Public Services and Procurement, who announced the contracts on March 15, 2015, said that the recent procurement of Naval Remote Weapon Stations is a clear example of how the two-step process can lead to positive results.

The winning bid had the highest technical score and was 43 per cent under the client’s budget. This demonstrates the power of good process in achieving value for Canadians,” said Minister Foote.

Who has used it?

So far, the new process has been piloted on National Defence projects, including the following:

We’re pleased with the outcomes of the Naval Remote Weapon Stations process,” said the Honourable Kent Hehr, Minister of Veterans Affairs and Associate Minister of National Defence. “The contract will create jobs for Canadians and deliver modern weaponry systems needed by the brave men and women of our Royal Canadian Navy so that they can continue to defend themselves safely against naval and aerial threats.

Other stakeholders have been pleased as well. “Raytheon Canada Limited recognizes the benefits to both industry and the end user for using the two-step bid evaluation process. It allows for fair, open and transparent dialogue throughout the bid process. We commend Public Services and Procurement Canada on this positive change to the bid evaluation process,” explained Terry Manion, Vice President and General Manager, Raytheon Canada Limited.

The success that PSPC has had with the two-step bid evaluation process clearly demonstrates the Department’s commitment to making it easier for suppliers to do business with the Government of Canada. PSPC is modernizing procurement practices so that they are simpler and less administratively burdensome.

This process is also part of the Department’s efforts to maintain a high standard of client service and ensure that procurement processes reflect modern best practices, as outlined in the Minister of Public Services and Procurement’s mandate letter.