Request for Proposal - RFP

Eligibility Criteria

Summary

How RFPs are generated

• The requirement for the good or service is identified within a federal government department or agency.
• A RFP is prepared by PWGSC in consultation with the department or agency. This document describes the requirements, objectives and/or problems to be solved.
• A Notice of Proposed Procurement (NPP) is posted on MERX^TM (see the document MERX- Electronic Tendering Service). On payment of a fee, interested suppliers are sent a copy of the RFP and the necessary bidding documents. If excluded from the North American Free Trade Agreement (NAFTA), the World Trade Organization Agreement on Government Procurement (WTO-AGP) or the Agreement on Internal Trade (AIT), the RFP is normally open for bidding for 15 to 20 working days, or longer in the case of particularly complex requirements.

Evaluation Methods

Proposals are normally evaluated on relevant technical merit and overall best value, in accordance with the selection method specified in the RFP. The price proposal is not considered to be part of the technical evaluation, except for that portion containing information about the level of effort estimated by the bidder.

The department or agency for whom the good or service is required is responsible for evaluating the technical proposal in accordance with evaluation criteria outlined in the RFP.  Three methods of evaluation may be used:

• evaluation on the basis of mandatory minimum requirements only;
• evaluation on the basis of a point-rating system only;
• evaluation using a combination of mandatory minimum requirements and point-rating.

In the point-rating system, proposals must qualify for a minimum number of points, overall, to be considered responsive. Frequently, they are required to achieve a minimum number of points relative to specific criteria.

Selection Methods

The method used to select a supplier will vary according to the requirement. The options include:

• Selection on the basis of the lowest valid proposal
          Only those proposals that meet the evaluation criteria are deemed to be valid (i.e., qualify for further consideration).  Within this category of valid proposals, price is the determining factor in selection.

• Selection on the basis of best overall value
          The requirements usually include mandatory and point-rated criteria. In this method, Supplier's selection will be based on the bidder offering the lowest responsive cost-per-point proposal, determined by dividing the bid price by the total points achieved in the technical evaluation of the bidder' proposal. The firm with the lowest cost per point is selected.

• Selection on the basis of the highest technical proposal within a stipulated budget:
          This method is commonly used for scientific service requirements where the final choice of the supplier will depend on the price. A supplier is invited to propose a solution to a problem, or a method of achieving an objective. Selection is based on the effectiveness of the proposal and not exclusively on price.

All bidders are notified of the outcome of their proposals. Debriefings are provided to unsuccessful bidders on request.

For more information on bid methods, contact the Contracts Canada Information Centre or your local PWGSC office.

• MERX: Electronic Tendering Service
• Writing Better Proposals

• Business Access Canada

Alberta Contact(s):
Ms. Fran Weekes
Client Services Representative
Western Region
Public Works and Government Services Canada
5th Floor
Telus Plaza North
10025 Jasper Avenue
Edmonton, Alberta  T5J 1S6
Telephone: (780) 497-3682
Fax: (780) 497-3510
E-mail: fran.weekes@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca

British Columbia Contact(s):
Ms. Shamim Jivani
Client Supplier Relations
Public Works and Government Services Canada
641-800 Burrard St.
Vancouver, British Columbia  V6Z 2V8
Telephone: (604) 666-1902
Fax: (604) 666-3063
E-mail: shamim.jivani@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca

Manitoba Contact(s):
Mrs. Lucille Mahon
Client Services Officer
Public Works and Government Services Canada
1410 Mountain Avenue
Winnipeg, Manitoba  R2X 3B4
Telephone: (204) 983-0047
Fax: (202) 983-7796
E-mail: lucille.mahon@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca

New Brunswick Contact(s):
Mrs. Danielle Babineau
Corporate and Operational Services Officer
Public Works and Government Services Canada
Unit 108, Lobby C, 1st Floor
1045 Main Street
Moncton, New Brunswick  E1C 1H1
Telephone: (506) 851-3467
Fax: (506) 851-6759
E-mail: danielle.babineau@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca

Newfoundland & Labrador Contact(s):
Mr. Art Rice
Public Works and Government Services Canada
6th Floor, Phase II, Cabot Place
10 Barter's Hill
P.O. Box 4600
St. John's, Newfoundland & Labrador  A1C 5T2
Telephone: (709) 772-4392
Fax: (709) 772-4603
E-mail: art.rice@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca

Northwest Territories Contact(s):
Ms. Fran Weekes
Client Services Representative
Western Region
Public Works and Government Services Canada
5th Floor
Telus Plaza North
10025 Jasper Avenue
Edmonton, Alberta  T5J 1S6
Telephone: (780) 497-3682
Fax: (780) 497-3510
E-mail: fran.weekes@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca

Nova Scotia Contact(s):
Mrs. Margot Campbell
Client/Supplier Relations
Public Works and Government Services Canada
1713 Bedford Row
P.O. Box 2247
Halifax, Nova Scotia  B3J 3C9
Telephone: (902) 496-5452
Fax: (902) 496-5016
Toll-free (information):   
E-mail: margot.campbell@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca

Ontario Contact(s):
Ms. Patricia Darling
Regional Coordinator
Ontario Region CADC
Public Works and Government Services Canada
Room 480
33 City Centre Drive
Mississauga, Ontario  L5B 2N5
Telephone: (905) 615-2033
Fax: (905) 615-2113
Toll-free (information): 1-800-668-5378 (in Ontario)
E-mail: patti.darling@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca

Prince Edward Island Contact(s):
Mrs. Danielle Babineau
Corporate and Operational Services Officer
Public Works and Government Services Canada
Unit 108, Lobby C, 1st Floor
1045 Main Street
Moncton, New Brunswick  E1C 1H1
Telephone: (506) 851-3467
Fax: (506) 851-6759
E-mail: danielle.babineau@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca

Quebec Contact(s):
Mr. Denis Arsenault
Marketing Specialist
Contracts Canada
Public Works and Government Services Canada
Suite 240, Champlain Harbour Station
901 du Cap Diamant Street
Québec, Quebec  G1K 4K1
Telephone: (418) 649-2871
Fax: (418) 649-2833
E-mail: denis.arsenault@pwgsc.gc.ca
Web site: http://contractscanada.gc.ca/en/index.html

Saskatchewan Contact(s):
Mr. Dick Lamb
Supplier Promotion Program Coordinator
Client Services
Supply Operations Service
Public Works and Government Services Canada
3rd Floor
1942 Hamilton Street
Regina, Saskatchewan  S4P 3V7
Telephone: (306) 780-5591
Fax: (306) 780-5601
E-mail: dick.lamb@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca