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The Buying Process of PWGSCPublic Works and Government Services Canada (PWGSC), the government's principal purchasing arm, uses a step-by-step process to buy goods and services. These steps include checkpoints for clearance at various levels of authority, depending on the value of the contract. Here is an overview of how the process works:
How the Buying Process Is StartedIt starts when a government department or agency sends a requisition to PWGSC. Depending on the requirements, the requisition may be handled by a procurement officer at headquarters or in a regional office.
Electronic Tendering ServiceGoods and services Architectural and engineering consulting services Services related to real property
Construction
Databases and Lists of SuppliersGoods and services Architectural and engineering consulting services Services related to real property
Construction SELECT contains lists of pre-qualified real property firms (such as architects, engineers and construction trade contractors) identified by their expertise and the services they provide. When there is a requirement for any of these services, SELECT matches the specifics of the requirement with firms having the required expertise that are within a geographic range and have the least points of opportunity. Depending on the requirement, either one firm may be given the opportunity to accept or decline the work, or multiple firms may be given the opportunity to compete for the requirement. In order to register with SELECT, firms and individuals first require a Procurement Business Number (PBN) which can be obtained by registering in the Business Access Canada (formerly Contracts Canada) Supplier Registration Information (SRI) service.
How Bids Are SolicitedDepending on the dollar value and the particular requirements of the proposed contract, the procurement officer and the client may choose one of the following bid solicitation methods:
How Bids Are EvaluatedThe bids received are evaluated using criteria specified in the bid document. As a rule, the bidder who fulfils all the terms and conditions of the requirement, and offers the lowest price, is generally selected. If only one bidder is responsive, we may negotiate contract terms and prices with that individual or company. Contract ApprovalBefore we award the contract, the expenditure has to be approved by the appropriate level of authority, usually within PWGSC, but in the case of large and complex contracts by Treasury Board. Contract AwardIf you are the successful bidder, you will receive a contract at this point. Standing Offers and Supply ArrangementsStanding Offers and Supply Arrangements are two types of non-binding agreements between the federal government and potential suppliers for the supply of specified goods or services. These agreements outline the terms and conditions that will apply to future requirements to be ordered on an "as-and-when required" basis.
When Do You Get PaidPWGSC's policy is to pay you within 30 days of the time your invoice is received at the place specified in the contract. If you don't get paid within 30 days and PWGSC is at fault, you are entitled to interest on your overdue money. Interest will be paid on overdue money after 30 days and will be paid at 3% above the average Bank of Canada rate for the month before payment. If you don't get your cheque after 30 days, you should try to trace it. Start with the client department and work your way back to the PWGSC contracting officer.
How Disputes Are ResolvedIf you feel your bid was not properly evaluated, or if you have any other concerns about the contract award, you should do the following: Talk to your PWGSC Contracting Officer Talk to the PWGSC Contracting Officer identified on the bid document. Most problems can be worked out if you come to us first. PWGSC is very open about the procurement process and ensures that:
You may also come in for a debriefing session. We'll tell you who won and why, what we were looking for, and where improvements should be made for your future submissions. We can also provide you with the individual unit pricing information on standing offers issued for goods and services. However, we cannot reveal individual pricing information for contracts or purchase orders for goods, services or construction.
Contract Claims Resolution Board (CCRB) CCRB resolves claims resulting from contract disputes and provides a more economical, quicker and less formal process than taking PWGSC to court. This Board takes a common sense alternative dispute resolution approach to problems and seeks to reach settlements that are acceptable to all parties. For more information, contact the:
Contracts Covered by National and International Trade Agreements Canada is subject to various trade agreements, the most recent being the Agreement on Internal Trade (AIT). The World Trade Organization Agreement on Government Procurement (WTO-AGP), the North American Free Trade Agreement (NAFTA) also have implications for suppliers to the Government of Canada. The Canada-Korea Telecommunications Equipment Agreement (CKTEA) has been terminated at the request of the Korean government. (see TB Policy Notice) If you have problems with the way a bid opportunity covered by any of the four agreements was handled, talk to the contracting officer. For more information, contact the:
Termination for Convenience Claims Contractors' claims arising from the partial or complete termination for convenience of goods and services contracts by PWGSC or CCC (on behalf of the US Government) are processed by the Risk Management and Quality Assurance Directorate (RMQAD) of PWGSC. For more information contact:
Access to Information and PrivacyFor more information about a contract award, contact our Access to Information and Privacy Directorate. The directorate protects third-party, personal and government rights when releasing contract information. Each request under Access to Information costs $ 5.00. Access to Information and Privacy Public Works and Government Services Canada 5C1, Portage III Gatineau, Quebec K1A 1H2 General Inquiries: (819) 956-1820 Fax: (819) 994-2119 |
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