Pre-Qualification System

A pre-qualification system is a procurement process used to assess suppliers' qualifications before they may take part in a later tender, proposal call or contract opportunity. It is a screening stage that comes before the competition itself. Only suppliers that pass the screen are invited to compete for the work.

Buyers use pre-qualification when they need to establish that suppliers have the required experience, technical capability, resources or other qualifications. In Canadian federal procurement, pre-qualification means submitting a bid in response to an open solicitation and successfully obtaining a supply arrangement. Registering in a supplier system does not, on its own, pre-qualify a company, as explained in the Centralized Professional Services System supplier registration guidance.

How PSPC uses pre-qualification for professional services

Public Services and Procurement Canada (PSPC) uses pre-qualification for its professional-services supply arrangements. The Task and Solutions Professional Services (TSPS) methods of supply give federal departments access to pre-qualified suppliers through task-based and solution-based supply arrangements. PSPC describes how these methods work on its TSPS methods of supply page.

TSPS conducts its pre-qualification process through periodically refreshed tender notices. PSPC publishes guidance for suppliers seeking pre-qualification under the task-based and solution-based arrangements.

The resulting arrangements are then used to solicit bids for specific requirements. Only suppliers that have already been issued a supply arrangement are invited to bid. The same model applies to solutions-based informatics professional services, as set out on the PSPC solutions-based informatics page.

Enrolment is not pre-qualification

Under the Centralized Professional Services System (CPSS), enrolling creates an account and a company profile. It does not pre-qualify the company. A supplier becomes pre-qualified by using that account to bid on an open solicitation and having the bid result in the award of a supply arrangement.

The ProServices method follows the same logic. Suppliers complete the Request for Supply Arrangement (RFSA) process through the CPSS ePortal. The process includes identifying the applicable streams, substantiating service categories, submitting a bid and undergoing category validation. The steps are laid out in the ProServices guidance for suppliers.

Open pre-qualification for First Nations capital projects

Pre-qualification also appears outside professional services. The Government of Canada's policy on tendering for First Nations' federally funded capital projects defines pre-qualification as a process that precedes a call for tenders or proposals. It may be used in these cases:

• costly or complex projects
• projects with unique working conditions or special technical skills
• projects with a limited pool of qualified bidders

The policy also describes open pre-qualification. The request for qualification is publicly advertised so that any prospective respondent has an opportunity to qualify. The request must state the evaluation criteria and the methodology.

What pre-qualification means for a supplier

For a supplier bidding on Canadian public contracts, pre-qualification is a gate. Some procurements are restricted to suppliers that already hold a supply arrangement or another qualification status. A company that has not completed the process cannot bid on them.

• Register or enrol in the applicable government supplier system where required.
• Respond to the relevant RFSA or other pre-qualification solicitation.
• Demonstrate compliance with the stated mandatory criteria and evaluation requirements.
• Provide evidence of the requested qualifications, such as service categories, experience, resources or technical capability.
• Obtain the supply arrangement or qualification status before bidding on restricted procurements.

Treat the pre-qualification solicitation as a bid in its own right. Read the evaluation criteria closely and prepare your evidence before the notice closes.