Part Files

When you're dealing with a complex procurement at the federal level, you'll sometimes encounter situations where a single solicitation gets divided into multiple procurement files, each managed separately. These are Part Files—individual procurement records that each address a distinct segment of a larger requirement. They allow different contracting officers to handle specialized portions of the same overall need, ensuring nothing falls through the cracks.

How It Works

Not every procurement fits neatly into one file managed by one person. Think about a major IT infrastructure project for Shared Services Canada or a multi-faceted construction requirement for DND. The technical specifications for hardware might need different expertise than the software licensing components, or the project management services might require separate evaluation criteria entirely.

When contracting authorities create Part Files, they're breaking down a comprehensive requirement into manageable pieces. Each file gets its own solicitation number, evaluation process, and contract award, but they're all working toward fulfilling the same overarching need. According to the Government of Canada Supply Manual, this approach supports proper delegation and allows specialized contracting officers to apply their expertise where it matters most. One officer might handle the goods portion while another manages related services.

In practice, you'll see this reflected in how opportunities appear on Buy and Sell. Multiple tender notices might reference the same project or program but have distinct file numbers and potentially different closing dates. Each Part File follows the complete procurement cycle independently—from needs identification through to contract award and administration—but coordination between the responsible officers is essential to ensure the parts actually work together when delivered.

Key Considerations

• Coordination is everything. Just because files are separated doesn't mean the contracting officers work in isolation. They need to communicate constantly to avoid conflicting specifications, incompatible deliverables, or timing issues that leave your department with half a solution.

• Vendors might not see the full picture. When you're responding to what appears to be a standalone solicitation, you may actually be bidding on just one piece of a larger puzzle. Ask questions during the bidding period if something seems incomplete or if you suspect related requirements exist elsewhere.

• File tracking gets complicated. Your internal systems need to link these Part Files back to the original requirement. Otherwise, you'll struggle during reporting, budget reconciliation, or when Treasury Board asks for a complete picture of what you've procured for a given initiative.

• Authority levels still apply to each file. Even though the combined value might exceed a contracting officer's delegation, if each Part File sits within their authority threshold, they can proceed independently. This is legitimate—but it shouldn't be used to circumvent proper oversight of high-value procurements.

Related Terms

Procurement File, Solicitation, Contracting Authority, Delegation of Authority

Sources

• Government of Canada Supply Manual - Official federal procurement policy and procedures

• Canada Buys - Procurement Portal - Federal government procurement information and opportunities

• Buy and Sell - Federal government tender opportunities

When you encounter Part Files, always ask yourself whether you're seeing the complete requirement or just one segment. Understanding the bigger picture helps you procure smarter and avoid surprises down the road.