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Electronic Bidding
The mandatory submission of bids through Government of Canada electronic systems such as CanadaBuys or Buy and Sell, replacing paper-based submissions. Bidders must ensure they meet technical requirements, obtain proper digital credentials, and submit before the electronic timestamp deadline to be considered compliant.
Electronic bidding is the Government of Canada's standard method for accepting bids through online platforms like CanadaBuys, replacing the old paper-based process for most competitive procurements. If you're pursuing federal contracts, you need to understand this system—submitting through the wrong channel or missing technical requirements means your bid won't even be considered compliant.
How It Works
The Supply Manual, specifically Chapter 3.10, requires electronic bidding through CanadaBuys for most competitive procurements above specified thresholds. Goods contracts over $25,000 and services or construction contracts over $40,000 typically must be submitted electronically. You'll find these opportunities posted on CanadaBuys, which serves as the official source for Government of Canada tender and award notices.
Here's the thing: not every procurement uses the same submission method. While CanadaBuys handles the majority, some opportunities still require submission through a bid receiving unit or even Canada Post Connect. Each solicitation document will clearly spell out where and how to submit your bid. Always check the specific instructions in the Request for Proposal or Invitation to Tender. Don't assume.
Before you can submit electronically, you need to register in the Supplier Registration Information (SRI) system to obtain your procurement business number. This number is required for bids not processed through SAP Ariba. You'll also need to ensure your technical setup meets system requirements—browser compatibility, file format specifications, and upload limits can vary. The electronic timestamp determines whether you met the deadline, not when you started uploading or when you thought you clicked submit. Treasury Board Contracting Policy sections 10.7.36 and 10.7.41 establish the framework for these electronic submission requirements.
Key Considerations
Timestamp deadlines are absolute. The system records exactly when your bid arrives. If the closing time is 2:00 PM Eastern and your submission completes at 2:01 PM, you're too late. Build in buffer time for technical issues.
File size and format restrictions vary by opportunity. A large technical proposal with high-resolution images might exceed upload limits. Test early, compress files if needed, and always verify what formats the system accepts.
Digital credentials and security certificates expire. If you haven't bid in a while, your access credentials might need renewal. Discovering this at 1:45 PM on closing day is not ideal.
Some departments have their own systems. While CanadaBuys is standard for PSPC-led procurements, organizations like DND or SSC occasionally use department-specific platforms. The solicitation document always specifies which system to use.
Related Terms
Mandatory Criteria, Closing Date, CanadaBuys
Sources
The shift to electronic bidding has made the process more efficient, but it's also less forgiving of last-minute scrambles. Familiarize yourself with the system before you need to submit under pressure.
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