Decisions taken as a result of the Planning and Requirement Definition phase must be reflected in the solicitation and contract documents. A clear definition of the technical requirements including the environmental outcomes to be achieved, terms and conditions including environmental terms such as use of certified recyclers, mandatory requirements and bid evaluation criteria, as applicable, as well as the contractor selection methodology will permit the award of a contract that supports value for money propositions.
The objective at this stage is to select the bidder most able to execute the contract. The procurement obligations under the trade agreements, the Government Contracts Regulations as well as the federal government procurement policies permit contracts to be awarded on the basis of either lowest price or most economically advantageous tender reference.
The option to award on the basis of "most economically advantageous tender" must meet certain conditions and be relevant to the subject of the contract. This can include a life cycle cost analysis to be completed as part of the selection process in order to demonstrate that the environmental benefits lead to cost efficiencies or cost savings, over the expected life cycle of the goods or acquired services.
The PWGSC Bid Evaluation Process and Contractor Selection Methods provides a list of evaluation schemes and various selection methods (from lowest technically compliant bid to highest rated within a stipulated budget) as a guide for contracting authorities. The basic principles described in the guidelines for developing bid evaluation and contractor selection methodologies apply to environmental requirements just as they apply to quality, price and performance of the goods, construction, or services. These documents are made available to Government Users Only due to their commercial confidential nature.
Where relevant to the subject matter of the requirement, the solicitation can request evidence of the following:
Where independent certification is required, contracting authorities can refer to relevant environmental management international standards such as ISO 14001 or other evidence of equivalent environmental management measures. All factors leading to the contractor selection must be clearly defined in the solicitation documentation.
Additional examples of environmental factors and environmental criteria that could be taken into consideration are included at Appendix 2 of this guide.
Where value for money is determined based on total life cycle costs, the contract should be awarded to the bidder whose proposal offers the best combination of total life cycle costs, quality and performance to meet that requirement, consistent with the published bid evaluation and contractor selection methodology.
The federal government must ensure that all aspects of the procurement, including the goods, construction, or service specification, the terms and conditions, and the bid evaluation methodology used are transparent. All requirements must be clearly defined in terms of quantifiable performance and specific contract deliverables to permit ongoing monitoring of both the contract performance and the effective implementation of decisions affecting the acquisition, use, operation, and disposal of goods or services to ensure that contractual obligations are met and that value for money is achieved.
To ensure that environmental criteria are met, performance-monitoring activities are to be included in the contract terms and clearly establish the Government's expectations on how performance will be rated and recorded. In addition, the terms of the contract should indicate how past performance information will be used during the contract period and/or in any future application such as in the evaluation of future contract opportunities for environmentally preferable goods or services. Once aware that performance assessments will directly affect their ability to compete for future contracts, a contractor will normally take actions necessary to improve its performance. Accordingly, the contractor should be made aware of how the department rates its performance and, as a matter of best practice, departments should ask the contractor if there are areas where the department could have improvedits own performance.
While the resulting contract clauses do not normally play a role in the evaluation of which bidder is awarded the contract, any bidder should, in principle, be able to meet the requirements of contract clauses. Contract performance clauses should not be disguised as technical specifications, award or selection criteria. Even though contract clauses are considered to be outside the procedure of the award of contract they still need to be set out clearly in the solicitation documentation. Bidders should be aware of all the obligations laid down in the contract and be able to reflect this in the price of their bids. Contract performance clauses can therefore be used to include environmental considerations at the time of contract execution.
Examples of contract performance clauses for construction or service contracts:
Examples of contract performance clauses for the supply of goods: