Bid solicitation documents

Bid solicitation documents are the documents issued by a public buyer that contain the requirements for a bid solicitation. In Canadian federal procurement, they include the description of the work, bid-preparation and submission instructions, evaluation procedures, certifications, and the conditions of the resulting contract.

A bid solicitation may be issued as a request for proposal (RFP) or through another competitive or non-competitive process. Public Services and Procurement Canada (PSPC), other federal departments, and identified users of government supply arrangements all issue them. Together, the documents form the full set of rules a supplier must follow to bid. You can read how PSPC frames the topic in its guidance on bidding on opportunities.

What a federal bid solicitation must contain

PSPC's guidance for Task and Solutions Professional Services opens with a section titled "Bid solicitation documents." It states that federal department users select a template according to the estimated value and complexity of the requirement. The solicitation must include a complete description of the work, bid-preparation instructions, submission instructions, evaluation procedures and the basis of selection, certifications, and resulting-contract clauses. The full text is on the PSPC Task and Solutions Professional Services page.

Standard instructions, general conditions and security requirements

Federal solicitation packages commonly incorporate standard text by reference. The Government of Canada Standard Instructions for competitive or non-competitive requirements, such as clauses 2003 and 2004, set out how bids are prepared, submitted and handled. General Conditions are added as well, including clause 2035 for higher-complexity services.

Where a requirement involves protected or classified information, the package also identifies security requirements, including a Security Requirements Check List (SRCL) where applicable. The Temporary Help Services supply arrangement page lists security requirements first among the required contents of its bid solicitation documents.

How supply arrangements shape the documents

Several PSPC supply arrangements prescribe the template and contents of the solicitations issued under them.

• Professional Audit Support Services: a mandatory RFP template applies, and the documents identify security requirements, the work, standard instructions, general conditions, bid preparation and submission instructions, and evaluation requirements. See the supply arrangement page.
• Temporary Help Services: Canada uses templates based on the estimated value and complexity of the requirement.
• ProServices: Canada uses medium-complexity templates that include supplemental general conditions. See the ProServices page.
• Solutions-Based Informatics Professional Services: identified users issue solicitations with a high-complexity template where applicable, including standard instructions and general conditions. See the SBIPS page.

Related records and NATO usage

Library and Archives Canada treats preparing and issuing bid solicitation documents as an acquisition-services activity. It lists notices of proposed procurement and Advanced Contract Award Notices among those documents, as shown on its acquisition services page.

NATO uses closely related language. Its Headquarters BizOpps Portal lets suppliers access and download call-for-bids solicitation documents, as described on the NATO business opportunities page.

What it means for a supplier bidding on Canadian public contracts

Treat the complete solicitation package as the controlling set of requirements. Read the applicable instructions and clauses, prepare the requested certifications and bid information, and satisfy any stated security requirements. Submit the bid exactly as instructed before the closing date and time. PSPC directs businesses to learn how to read solicitation documents, understand evaluation, prepare and submit bids, and follow up.