BPS Procurement Directive Implementation Guidebook

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• Mandatory criteria (e.g., technical standards) that must be met. Competitive documents must clearly outlinethat submissions that do not meet the mandatory criteria will be disqualified;• Full disclosure of the evaluation criteria (including weights), process and methodology to be used to assesssubmissions;• Request for a list of subcontractors to be used to complete the procurement, where applicable. To ensurethat the full responsibility for completing the contract rests with the primary supplier, Organizations mayspecify that the request is for information purposes only;• Period of bid irrevocability (typically 120 days from closure of the competitive process);• A statement that the procurement is subject to the AIT annex 502.4;• Notice that any confidential information supplied to the Organization may be disclosed by the Organizationwhere it is obliged to do so under FIPPA and/or PHIPPA, by an order of a court or tribunal, or otherwiserequired by law; and• A draft form of agreement to be signed in the event of procurement award.10.3.3.4.3 Posting Competitive Procurement DocumentsDirective Mandatory Requirement #6: Posting Competitive Procurement DocumentsCalls for open competitive procurements must be made through an electronic tendering system that isreadily accessible by all Canadian suppliers.When posting competitive procurement documents, Organizations must use accepted mediums to uphold theprinciples of fairness, openness and transparency. This will encourage higher levels of supplier response andmaintain high BPS reputation in the supplier community.10.3.3.4.4 Timelines for Supplier ResponseDirective Mandatory Requirement #7: Timelines for Posting Competitive ProcurementsOrganizations must provide suppliers a minimum response time of 15 calendar days for procurement ofgoods and services valued at $100,000 or more.Organizations must consider providing suppliers a minimum response time of 30 calendar days forprocurements of high complexity, risk, and/or dollar value.Organizations should give potential proponents sufficient time to prepare bids. The goal of publishing thecompetitive procurement documents is to receive the highest possible number of quality bids, thus achieving theoptimum value for money.Organizations should select a bid response time that is reflective of such factors as procurement complexity, risk,seasonality and time necessary for suppliers to prepare and submit bids.Page 20
10.3.3.4.5 Communications During Competitive ProcessThe competitive process begins when the competitive procurement documents are issued (Start Date) and endswhen an Organization signs an agreement with a supplier (End Date). Throughout the competitive procurementprocess, all communications with suppliers involved in the process must occur formally, through the contactperson identified in the competitive documents.From the Start Date to the deadline for submitting bids (Closing Date), Organizations must use two typesof formal communication: addendum and question-and-answer (Q&A) response. Addenda and Q&A mustbe posted in the same manner as the competitive procurement documents in order to be available to allproponents, thus ensuring a level playing field.1. Addendum responseAddenda are prepared where the posted competitive procurement documents need to be modified (e.g.,amending, adding or deleting information due to errors, conflicts or omissions in the documents). Addendamust be posted at least seven days before the Closing Date. If an addendum is issued within seven days of theClosing Date, the bid submission date must be moved accordingly.Addendum allows modifying the competitive documents by:• Inserting new or omitted provisions or drawings; and/or• Revising or deleting provisions or drawings.2. Question-and-answer responseQ&A responses are prepared where the posted competitive procurement documents require clarification, butthere is no need to modify these documents. Answers that change any aspect of the competitive procurementdocuments must be addressed by making corresponding modifications to the documents through an addendum.Questions should be submitted at least seven days before the Closing Date; however, questions submittedafter that may also be considered. If warranted, the bid submission period may be extended to ensure that allproponents receive as much relevant information as possible.3. Communications during proposal evaluationDuring the evaluation period (Closing Date to the End Date), Organizations must not communicate withsuppliers on matters related to the competitive procurement process unless it is to seek clarification of a bidor notify the successful supplier. To ensure that the above bid clarification does not amount to bid repair,Organizations may seek legal advice. All competitive process-related communications that occur during thisperiod must be documented.4. Communications after proposal evaluationOnce the evaluation process is completed and an agreement with a supplier is signed, Organizations may,subject to confidentiality requirements, discuss the competition with the participants of the competition. Wherethe procurement value is $100,000 or more, Organizations must inform unsuccessful suppliers about theoutcome of the competitive procurement (see Directive Mandatory Requirement #19). Organizations may alsonotify unsuccessful suppliers by letter (see Section 10.3.3.6.2).Where the procurement value is $100,000 or more, Organizations must offer suppliers a debriefing (seeDirective Mandatory Requirement #20). The requirements to supplier debriefings are outlined in Section10.3.3.6.3.Page 21
Page 3: CONTENTS1. RELATIONSHIP TO THE DIRE
Page 6 and 7: 4. DIRECTIVE PRINCIPLESThe Directiv
Page 8 and 9: 9. SUPPLY CHAIN CODE OF ETHICS (COD
Page 10 and 11: 10. PROCUREMENT POLICIES AND PROCED
Page 12 and 13: 10.2.3.4. Privacy legislationThe Fr
Page 14 and 15: 10.3.1.2. Approval Authority For Pr
Page 16 and 17: 10.3.2.3. Competitive Procurement T
Page 18 and 19: 10.3.3.2.1 Request For Information
Page 20 and 21: 10.3.3.3.2 Vendor Of Record (VOR) A
Page 22 and 23: B. Second stage of the selection pr
Page 26 and 27: 10.3.3.4.6 Bidder’s ConferenceOrg
Page 28 and 29: 10.3.3.5.3 Evaluation MethodologyDi
Page 30 and 31: 10.3.3.5.7 Non-DiscriminationDirect
Page 32 and 33: Directive Mandatory Requirement #18
Page 34 and 35: 10.3.4. Non-Competitive Procurement
Page 36 and 37: 10.3.4.2.2 Sole SourcingWhere only
Page 38 and 39: 10.3.6 Procurement Records Retentio
Page 40 and 41: 10.3.7.3 Members Of An Organization
Page 42 and 43: 10.3.8.2 Bid Dispute Resolution Adv
Page 44 and 45: 11.2. Procurement StrategiesEach Or
Page 46 and 47: CommentsContract A sets out the del
Page 48 and 49: 11.3. Glossary of TermsAccountabili
Page 50 and 51: ElectronicTenderingEquipmentEvaluat
Page 52 and 53: Request For SupplierQualifications(
Page 54: 11.4. Glossary of AcronymsAIT - Agr

BPS Procurement Directive Implementation Guidebook

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