Mandatory Criteria

Mandatory criteria are the non-negotiable baseline requirements that every proposal must satisfy to stay in the running. Miss even one, and your bid is out—no matter how competitive your pricing or how brilliant the rest of your submission. They're the gatekeepers of government procurement, and understanding how contracting officers apply them can mean the difference between evaluation and immediate disqualification.

How It Works

According to Section 4.35.1 of the Supply Manual, mandatory evaluation criteria identify the minimum requirements that are essential to the successful completion of the work. Here's the thing: contracting officers at PSPC and other departments must ensure these requirements represent truly essential needs, because not even a single mandatory requirement can be waived later when faced with an otherwise good bid. You either meet all of them, or you're done.

In practice, these criteria must be clearly specified in the solicitation document and remain consistent with the Statement of Work and any Flexible Grid that applies. When evaluators review proposals, they're checking for binary compliance—yes or no, met or not met. There's no room for "almost" or "we can do that if awarded." The Supply Manual emphasizes that contracting officers should minimize the number of mandatory criteria specifically to increase the probability of receiving responsive bids. Too many mandatory requirements and you risk getting no compliant proposals at all, which happened in several cases documented in the 2023 procurement practice review (EPA-PPR-05-2023).

The Treasury Board Contracting Policy (sub-section 10.7.25) reinforces this approach, requiring that mandatory technical evaluation criteria align directly with the work described in your SOW. That same 2023 review highlighted instances where departments struggled with this balance—setting requirements that were nice-to-have rather than truly essential, which unnecessarily narrowed the competitive field.

Key Considerations

• No second chances: Unlike point-rated criteria where you can lose points but stay competitive, failing a single mandatory criterion means immediate disqualification. Your pricing won't save you. Your past performance won't save you. Nothing will.

• Clarity is everything: Vague mandatory requirements create evaluation challenges and fuel bid disputes. Requirements must be measurable and precise—"three years of experience" is clear; "substantial experience" is not.

• Less is more: The guidance explicitly tells contracting officers to minimize these requirements. If you're on the buying side, ask yourself: is this truly essential, or just preferred? If it's preferred, it belongs in the point-rated section.

• Document your compliance: When responding to solicitations, don't make evaluators hunt for proof that you meet mandatory criteria. Reference each requirement directly and provide clear evidence in a compliance matrix.

Related Terms

Point-Rated Criteria: Evaluation requirements that score proposals comparatively rather than on a pass/fail basis. Statement of Work (SOW): The document describing the work to be performed, which mandatory criteria must align with. Compliant Bid: A proposal that meets all mandatory requirements and is eligible for full evaluation.

Sources

• Supply Manual - Section 4.35.1, Public Services and Procurement Canada

• Procurement Practice Review EPA-PPR-05-2023, Office of the Procurement Ombud

• Assessor Guidance for Supply Arrangement Requirements, PSPC

The bottom line? Treat mandatory criteria with the seriousness they deserve. For buyers, keep them minimal and essential. For bidders, meet every single one or don't bother submitting.