Lead (L)

Lead (L) is a responsibility designation used in the CanadaBuys generic matrix of responsibilities between Public Services and Procurement Canada (PSPC) and client departments for the procurement of goods and services. The organization marked Lead (L) for a task has primary responsibility for carrying it out.

The matrix pairs Lead (L) with Contributing (C). A contributing organization supports the work, while the lead owns it. The notation describes how two government organizations divide a procurement. It is not a procurement method, a contract clause or a requirement placed on suppliers. The matrix is published on CanadaBuys, the federal government's tendering service.

How the CanadaBuys matrix uses Lead (L) and Contributing (C)

The matrix lists procurement activities in rows and shows, for each one, whether the client or PSPC is the lead. Where both organizations have a part, one is marked Lead (L) and the other Contributing (C). Contractual risk assessment and management is one example, with PSPC as lead and the client contributing. Contract negotiation follows the same pattern.

Because the matrix is generic, it describes the usual split of work rather than the terms of any single solicitation. It sets out which organization is expected to drive each task from the first statement of need through to the contract file.

Tasks where the client is the lead

The client department, the organization that needs the goods or services, is the lead for the early definition work. The matrix assigns the client the lead for:

• Defining operational requirements, including operational and end-user needs, expected benefits and alignment with government direction.
• Developing preliminary project cost estimates and schedules.

These tasks shape what the government eventually asks the market to supply. Requirements written into a solicitation originate with the client.

Solicitation, evaluation and contracting tasks

PSPC is assigned the lead for the contractual and solicitation-management side of the process. The matrix covers the following activities:

• Preparing and posting procurement notices on CanadaBuys.
• Distributing solicitation packages, including letters of interest, requests for information and draft requests for proposals.
• Receiving offers at solicitation closing.
• Evaluating technical elements, and evaluating time, cost and other contractual elements.
• Obtaining contract approval, then preparing and awarding the contract.
• Preparing post-award documents.
• Verifying compliance with security requirements through the Contract Security Program.

Contractual risk assessment and management and contract negotiation are also led by PSPC, with the client contributing.

What Lead (L) means for a supplier bidding on Canadian public contracts

Lead (L) does not create an obligation for suppliers. It is not a clause, and it does not require a supplier to submit a particular document. Read it as an indication of which government organization leads a given procurement task.

For a bid team, this shows where to direct effort. Questions about operational need, expected benefits and project scope sit with the client's lead role. Notices, solicitation packages, bid receipt at closing, evaluation, contract award and security verification sit with the lead roles described above. Following the instructions in each solicitation and the notices posted on CanadaBuys remains the way to confirm who to contact for a specific opportunity.