Request for Proposal (RFP)

A Request for Proposal (RFP), while generally used for requirements of $25,000 or more, is often employed for purchases where the selection of a supplier cannot be made solely on the basis of the lowest price. An RFP is used to procure the most cost-effective solution based upon evaluation criteria identified in the RFP.

Summary

Suppliers are usually expected to submit detailed technical, managerial and cost proposals.

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 Public Works and Government Services Canada (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 which 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's 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 Business Access Canada or your local PWGSC office.

Alberta Contact(s):
Office of Small and Medium Enterprises (OSME)
Public Works and Government Services Canada
5th Floor
Telus Plaza North
10025 Jasper Avenue
Edmonton, Alberta  T5J 1S6
Telephone: 780-497-3693
Fax: 780-497-3506
E-mail: osme-bpme-wst@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca/text/index-e.html

British Columbia Contact(s):
Mitsy Poirier
Office of Small and Medium Enterprises
Public Works and Government Services Canada
12th Floor
800 Burrard Street
Vancouver, British Columbia  V6Z 2V8
Telephone: 604-666-8295
TTY Toll-free (hearing impaired): 1-800-465-7735
E-mail: mitsy.poirier@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca/text/index-e.html

Manitoba Contact(s):
Office of Small and Medium Enterprises (OSME)
Public Works and Government Services Canada
5th Floor
Telus Plaza North
10025 Jasper Avenue
Edmonton, Alberta  T5J 1S6
Telephone: 780-497-3693
Fax: 780-497-3506
E-mail: osme-bpme-wst@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca/text/index-e.html

New Brunswick Contact(s):
New Brunswick/Prince Edward Island Division
Ms. Nathalie Sears
Client/Supplier Relations
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: nathalie.sears@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca/text/index-e.html

Newfoundland and Labrador Contact(s):
Newfoundland and Labrador Division
Mr. Art Rice
Client/Supplier Relations
Public Works and Government Services Canada
6th Floor, Phase II, Cabot Place
10 Barter's Hill
P.O. Box 4600
St. John's, Newfoundland and 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/text/index-e.html

Northwest Territories Contact(s):
Office of Small and Medium Enterprises (OSME)
Public Works and Government Services Canada
5th Floor
Telus Plaza North
10025 Jasper Avenue
Edmonton, Alberta  T5J 1S6
Telephone: 780-497-3693
Fax: 780-497-3506
E-mail: osme-bpme-wst@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca/text/index-e.html

Nova Scotia Contact(s):
Ms. 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
E-mail: Margot.Campbell@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca/text/index-e.html

Ontario Contact(s):
South-Central - Mississauga
Supplier Promotion Section
Supply and Services Operations
Public Works and Government Services Canada
Room 480
33 City Centre Drive
Mississauga, Ontario  L5B 2N5
Telephone: 416-512-5577
Fax: 905-615-2113
Toll-free (information): 1-800-668-5378 (in Ontario)
E-mail: ont.osme@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca/text/index-e.html

Prince Edward Island Contact(s):
New Brunswick/Prince Edward Island Division
Ms. Nathalie Sears
Client/Supplier Relations
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: nathalie.sears@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca/text/index-e.html

Quebec Contact(s):
Eastern Quebec - Quebec
Public Works and Government Services Canada
Champlain Harbour Station
901 du Cap Diamant Street
Québec, Quebec  G1K 4K1
Telephone: 418-649-2872
Fax: 418-648-2209
Web site: http://www.pwgsc.gc.ca/text/index-e.html

Western Quebec
Public Works and Government Services Canada
Suite 7300, Place Bonaventure, South-East Portal
800 de la Gauchetière Street West
Montréal, Quebec  H5A 1L6
Telephone: 514-496-3390
Fax: 514-496-3822
Web site: http://www.pwgsc.gc.ca/text/index-e.html

Saskatchewan Contact(s):
Office of Small and Medium Enterprises (OSME)
Public Works and Government Services Canada
5th Floor
Telus Plaza North
10025 Jasper Avenue
Edmonton, Alberta  T5J 1S6
Telephone: 780-497-3693
Fax: 780-497-3506
E-mail: osme-bpme-wst@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca/text/index-e.html

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National Contact(s):
Business Access Canada
Public Works and Government Services Canada
Room 6C1, Phase III, Place du Portage
11 Laurier Street
Gatineau, Quebec  K1A 0S5
Fax: 819-956-6123
Toll-free (information): 1-800-811-1148
E-mail: ncr.contractscanada@pwgsc.gc.ca
Web site: http://www.pwgsc.gc.ca/text/index-e.html