Past Performance Reference Check

When you're evaluating bids, you need more than just what vendors tell you about themselves. Past performance reference checks let contracting officers verify claims by actually talking to previous clients—confirming delivery timelines, quality standards, and whether the supplier can be trusted to do what they promise. It's due diligence that separates marketing claims from reality.

How It Works

Here's the thing: the Government of Canada Supply Manual doesn't actually define a standardized "past performance reference check" process. Instead, you'll find related guidance scattered through Chapter 5 (Selecting a Method of Supply) and Annex 4.1 covering Request for Proposal procedures, where past performance may factor into evaluation criteria. The process itself varies by department and procurement complexity.

In practice, PSPC's Vendor Performance Management Policy requires that past performance information be used consistently when awarding contracts. This means if you're running a competitive process, you need transparent criteria established upfront. You might contact two or three references provided by each bidder, asking specific questions about delivery schedules, quality of work, contract modifications, and problem-solving ability. Document everything. Any reference feedback that influences your evaluation needs to be recorded and defensible if a bid protest lands on your desk.

Most contracting officers build reference checks into their RFP scoring matrix, allocating perhaps 10-15% of total points to past performance. You're not just collecting testimonials—you're gathering evidence about risk. Did the vendor complete previous projects on time and on budget? How did they handle unexpected problems? Would the reference hire them again? The answers help you assess whether a bidder's proposal is realistic or overly optimistic, and the Treasury Board Policy on Government Contracts emphasizes value for money and stewardship principles, which means verifying capability before committing public funds.

Key Considerations

• Your evaluation criteria must be disclosed in the solicitation document. You can't decide halfway through that you want to call references if it wasn't part of the original RFP—that's a fast track to a Procurement Ombudsman complaint.

• Reference checks are separate from Section 34 of the Financial Administration Act payment certification. A glowing reference doesn't override your responsibility to certify that work was actually performed before releasing payment.

• Timing matters. Running reference checks after you've narrowed the field but before final selection is common, but you need enough time built into your procurement schedule. Rushing calls or accepting email-only responses weakens your due diligence.

• Watch for vendors providing references from contracts where performance was marginal. Cross-reference what they claim in their proposal against what the reference actually says—discrepancies are red flags worth investigating further.

Related Terms

Technical Evaluation, Mandatory Criteria, Vendor Performance Management, Pre-Qualification

Sources

• Supply Manual - Chapter 5 and Annex 4.1, Public Services and Procurement Canada

• Vendor Performance Management Policy, PSPC

• Treasury Board Policy on Government Contracts, Treasury Board Secretariat

The bottom line? Reference checks only work if you ask pointed questions and document the answers. Generic confirmation calls won't tell you whether a vendor can handle your specific requirements under real-world pressure.