Electronic Bidding

Electronic bidding is the submission of a supplier's bid through an electronic procurement platform rather than by paper, email, or another delivery method. It describes how a bid is delivered, not a separate type of contract or solicitation.

In the Government of Canada, electronic bidding means using the federal electronic procurement solution, SAP Ariba, to access solicitation documents and submit bids for applicable tenders. It is part of the federal transition to online procurement, which is described on the Public Services and Procurement Canada electronic procurement transition page.

How electronic bidding works with CanadaBuys and SAP Ariba

CanadaBuys is the official source for Government of Canada tender and award notices. Suppliers find opportunities there, and the federal electronic procurement solution is where they view and bid on applicable opportunities. For electronic-procurement tenders, the tender notice includes a link to SAP Ariba, which gives access to the bidding details and solicitation documents. PSPC explains this step on its bidding guidance page.

Tender opportunities posted to the electronic procurement solution require bid submission through SAP Ariba. The PSPC page on preparing to bid sets out this requirement.

Electronic bidding compared with electronic tendering

The two terms are related but not the same. Electronic tendering covers publishing opportunities and giving suppliers access to them, which CanadaBuys does. Electronic bidding covers the supplier's act of submitting the bid online. The solicitation itself states whether a bid must be submitted electronically and by which method. The general term does not set that rule.

Electronic bidding can apply to requests for proposals and other competitive procurements. The solicitation documents, not the term, fix the submission method and any deadlines or conditions.

When a bid is not submitted through SAP Ariba

Not every federal opportunity uses electronic bidding through SAP Ariba. Some opportunities still require submission through a bid receiving unit or through Canada Post Connect. Some PSPC tenders permit or require bids to be submitted electronically through Canada Post's Connect online service. Both options are described on the electronic procurement transition page.

The required delivery method is stated in each procurement opportunity, as PSPC's seminar notes on bidding opportunities confirm. A bid sent by the wrong method does not meet the solicitation's instructions.

What electronic bidding means for suppliers

A supplier using the federal electronic procurement solution must take these steps:

• Register as a supplier.
• Complete its business profile as required.
• Access the tender through the platform.
• Submit the bid in accordance with the solicitation instructions.

Bid teams should read the submission instructions in every tender notice before starting work and confirm the delivery method early. Registration and profile setup should be finished well before a closing date, not during the final days of a bid. CanadaBuys also provides access to bidding opportunities across the broader Canadian public sector, including federal, provincial, territorial and municipal governments, Crown corporations, schools and hospitals, according to PSPC briefing materials. Submission requirements can differ between opportunities, so each solicitation needs its own check.