Registering as a Supplier

• Why Register as a Supplier?
• Supplier Registration Information (SRI) Service
• How are PWGSC Systems connected to SRI?
  (VIM, SELECT)
  
• Connections to other Government Databases
• What Do I Need to Know About Registering?
• For More Information

As a supplier, you have two ways to find out about opportunities to do business with the Federal Government. You can keep track of opportunities that are posted on the electronic tendering service, MERX™. You can also register with government databases that buyers use to identify sources of supply for the products and services they buy.

Why Register as a Supplier?

For the most part, federal government buyers use MERX for higher dollar value requirements and purchases that are subject to any of the trade agreements (see Trade Agreements). For low-dollar value buys they use telephone and trade directories as well as databases developed by their departments. However, in September 1999, Business Access Canada launched a new database of registered suppliers that can be used by all federal government buyers.

The Supplier Registration Information (SRI) service

The new database, the Supplier Registration Information (SRI) service is a directory of vendors who want to do business with the federal government. Prior to the introduction of the SRI service, suppliers had to register in a variety of databases maintained by different departments or organizations in the federal government. Registration involved the completion of forms which were faxed or mailed to the responsible organization. With SRI, registration can be done via the Internet without having to contact a Business Access Canada representative. However, if you do not have Internet access, you can still contact Business Access Canada to arrange for registration (see below).

SRI is a government-wide database accessible to all federal government buyers and administrative officers so you only have to register once for buyers to be able to access your information.

How are PWGSC Systems Connected to SRI?

Public Works and Government Services Canada (PWGSC), the federal government's largest purchasing organization, is now using SRI as the link to its own databases. When you register in SRI, the information becomes available to the various databases that are used by the department depending on the type of products and services you sell:

1. VIM (Vendor Information Management) system:
   This database is used to identify sources of supply for most products and services. Buyers can use VIM to generate lists of vendors who will be invited to bid for certain low-dollar value goods and services requirements. Note that professional services are generally purchased by individual departments often through MERX. To find out more on how to market professional services see Promoting Your Goods and Services.
2. SELECT system
   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, 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 Supplier Registration Information (SRI) service.

PWGSC regional offices use these databases the most for low-dollar value requirements while the department's headquarters purchasing organizations are using them less and less. Instead, these groups are depending more on MERX.

What about Connections to other Government Databases?

Business Access Canada will be working with other departments and agencies to link information in SRI to lists and databases they have. In the meantime, their buyers can use SRI as an alternative or supplement to their existing systems.

What do I Need to Know about Registering?

There are several things you should be aware of when registering as a supplier with the federal government:

• Once you have registered in SRI, information may be required for other systems. The amount and type of information depends on the requirements of a department or purchasing organization and whether there is a requirement for pre-qualifying firms before their registration is considered complete. However, for many products and services the information that is provided in SRI is all that is required.
• Registering in SRI and other databases is only one step in the process. Just because you are listed does not mean you will automatically get a contract. You should promote your company and your goods or services to contacts in government departments (see "Promoting Your Goods and Services"). They may suggest you as a supplier, possibly giving you a chance to bid.
• Make sure you keep your listing up to date. If you change your company name, address product lines or services, make sure to amend the information through SRI.
• When you receive an invitation to bid, respond. You don't have to bid, but you should let the department know why you won't be bidding. By doing this you let the buyer know that you can still supply the products or services but are not in a position to submit a bid at this time.

E-mail: ncr.contractscanada@pwgsc.gc.ca
Phone: 1-800-811-1148
Fax: (819) 956-6123

or your local PWGSC office.