Info-Plus
Frequently Asked Questions
Selling your goods or contracting for services to the federal government
can sometimes seem confusing. The following hints should help answer some
common questions about dealing with the federal government.
How do I get a Standing Offer or get on a Standing Offer List?
The process of setting up a standing offer is subject to the normal contracting policies and procedures (including procedures required under the trade agreements). You bid on standing offers the same way you bid on other opportunities (see The Bidding Process). In PWGSC, for example, most Requests for Standing Offers with an estimated value of $25,000 or more are advertised on MERX™. Some standing offers with an estimated value below $25,000 are tendered using the department's lists of suppliers to invite bids.
When a standing offer is set up with your company, you're offering to provide certain products or services at specified prices over a specified period of time. If and when the government issues a call-up or order against your standing offer, only then do you have a contract for the amount called up or ordered. See "Standing Offers and Supply Arrangements" for more information.
Has the Government of Canada changed how it uses standing offers?
Yes, There are changes to the use of certain standing offers. See Mandatory Standing Offers - Important information for suppliers.
How can I improve my chances when bidding?
Research every opportunity and develop your contacts. The more research you do and contacts you have, the more opportunities you'll have to bid. Get to know how government procurement works. To do that:
- come and talk to us, and talk to departments and agencies as well to find out their needs;
- if you live in Atlantic Canada, check out the Atlantic Canada Opportunities Agency and their support programs for suppliers;
- if you live in Western Canada, contact the Department of Western Economic Diversification;
- in Quebec, the Economic Development Agency of Canada administers various aid programs for small business;
- in Northern Ontario, the Market Access Program of the Federal Economic
Development Initiative (FedNor) is designed to help firms do business
with the federal government; and
- Industry Canada also has programs that help suppliers.
Target your market.
To sell your goods and services to the government, you have to get out there and pound the pavement to market them. Focus your marketing energy on departments and agencies that need your goods or services. Don't waste your time trying to target every single federal government department.
Use government phone books and your contacts to find the people in the departments who requisition what you sell. Make yourself known to the departmental materiel managers, the
people who are usually responsible for overseeing the tendering and contracting services in their department.
Be prepared to deliver top quality.
If client departments know about the quality and reputation of your goods and services, chances are they'll call and ask you to bid.
How can I make my products and services more competitive?
Make sure your products can meet our standards.
Get on the program list for your commodity. Find out if the Canadian General Standards Board (CGSB) or other standards agencies have developed standards for your goods or services. If they have, get your commodities up to par and listed on the program list.
We use these lists to find pre-qualified suppliers. For more information about CGSB standards, please visit the CGSB web site.
Adopt ISO 9000 Standards.
Departments recognize the importance of ISO 9000 standards for developing quality management systems. Eventually, suppliers may have to provide goods and services that meet internationally recognized quality benchmarks, such as IS0 9000. For more info, visit the Standards Council of Canada web site.
Register your green products with a government sponsored directory of green products.
If you sell green products and services, consider the opportunity to register them with a government sponsored directory of green products such as:
These directories are useful tools for federal government buyers looking for sources of green products and services.
Arrange for a security clearance.
Is your building secure? If you want to bid on contracts that involve sensitive material, locations or information, you must have an Industrial Facility Security Clearance. Please see The Bidding Process or call your nearest PWGSC office for more information.
How can I be sure of not missing any bid opportunities?
Keep your eyes open for opportunities.
The electronic tendering service MERX™ advertises many opportunities
worth more than $25,000. Many requirements worth less than $25,000 are also advertised on MERX, notably for science and professional services and printing. For more information please see the Government Electronic Tendering Service (MERX).
Construction opportunities valued at $100,000 or more are advertised on MERX. Requirements worth $89,000 or more for architectural and engineering consulting services and services related to real property are also advertised on MERX.
Give some thought to joint ventures.
Your chances of getting a contract may be better if you team up with other firms with complementary skills. Check with PWGSC's Aerospace, Marine and Electronics Systems for a list of Major Crown Projects for subcontract opportunities. Ask your industry association or your nearest PWGSC office for more information about strategic partnerships.
I'm registered in SRI. What should I do to ensure future bid opportunities?
If you're registered with Contracts Canada's Supplier Registration Information (SRI) service, check your listing from time to time to make sure it's up to date.
RSVP.
If you are invited to bid on a contract, respond. You don't have to bid on all contracts that come your way, but you should tell us why you've chosen not to bid on a contract. Otherwise, we might remove your name from the source list. For more information, please see Registering as a supplier to the federal government.
How should I handle bid documents?
Read everything thoroughly.
Each bid document is unique. Read every instruction carefully and, for PWGSC documents, check the applicable standard clauses and conditions in the Standard Acquisition Clauses and Conditions (SACC) manual. Remember to respond to each of the requirements otherwise your bid will be considered non-responsive. The SACC manual is available on-line.
Deadlines are firm.
You must get your bids to the right place at the time indicated on your bid document. In PWGSC, late bids are only accepted if the delay was caused by Canada Post or the department. In all other cases, the department sends late bids back to you unopened. For more information about PWGSC's late bid policy, please see The Bidding Process.
How do I register with the Controlled Goods Program?
Public Works and Government Services Canada has implemented a registration program for controlled goods to ensure compliance under the Defence Production Act (DPA) and the Controlled Goods Regulations. Under this act, any person who examines, possesses or transfers controlled goods must be registered or exempted from registration. To find out if this applies to you or your business, consult the following sites for more information and contacts:
How can I get more information?
Don't be afraid to ask us questions.
We encourage you to ask questions about the way the federal government does its buying. If it is a requirement handled by PWGSC, make sure you ask the contracting officer, not the client department. Otherwise PWGSC may have to cancel the competition. Please see The Bidding Process and the PWGSC office nearest you for more information.
Let's talk business.
We give a series of seminars on doing business with the federal government. These cover everything from contracting basics to writing effective proposals to NAFTA. Contact your nearest PWGSC office to find out when the next seminar will be held in your area or see Government Business Seminars.
Get to know how federal government procurement works.
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