Revised procurement plan

A revised procurement plan is an updated version of a procurement plan, resubmitted for approval after significant changes are made to the original. The term comes from Canadian federal procurement governance, and CanadaBuys explains it in its Buyer's Guide for government buyers.

The original procurement plan is the document that sets out a buyer's intended strategy for conducting procurement activities. When that strategy changes in a significant way, the buyer cannot simply carry on with the approved plan. The buyer must update it and send it back through approval. The CanadaBuys procurement plan guidance sets out this requirement.

What triggers a revised procurement plan

A revision is required when there are significant changes to the original procurement plan. CanadaBuys ties the requirement to the size of the change, not to any single type of event. Minor adjustments do not fall under this rule as described in the guidance. A significant change moves the procurement away from the strategy that was approved, and the approval has to be refreshed to match.

The three steps a buyer must complete

CanadaBuys sets out three required actions when significant changes are made:

• Review the complexity level of the procurement.
• Perform a new Procurement Risk Assessment (PRA).
• Resubmit the revised procurement plan for approval.

The new PRA is directly linked to the revision process. A significant change triggers both a fresh risk assessment and a resubmission of the plan. The complexity review comes first, so the approval that follows reflects the procurement as it now stands.

Where the plan sits in the approval sequence

A procurement plan is prepared before significant procurement actions. CanadaBuys gives two examples: posting an Advance Contract Award Notice (ACAN) and entering into contract negotiations. Approval of the plan is also required before a solicitation of offers is issued. A revised plan follows the same logic, so the updated strategy needs approval before the buyer moves ahead with those actions.

The plan also supports discussions about competitive versus sole-source procurement, and about industrial and regional benefits. A change to the approach in any of these areas is the kind of shift that can lead a buyer to revise the plan. The wider approval processes guidance covers how approval documents are prepared and submitted.

Two types of plan, two approval levels

CanadaBuys identifies two types of procurement plan. One is for procurements at or below the Director General approval level. The other is a formal template for procurements at or above the Assistant Deputy Minister approval level. The approval level sets which plan type applies, and a revised plan goes back for approval at the appropriate level. The full set of buyer resources is in the CanadaBuys Buyer's Guide.

What it means for a supplier

A revised procurement plan is an internal approval document for the buyer. CanadaBuys does not set out a supplier submission or response tied to it, so there is nothing for a bidder to file. Suppliers generally see its effects through a solicitation that is changed, delayed, cancelled, or issued later than expected.

Bid teams can use this to read the signals. If a buyer has announced an ACAN or a planned solicitation and then goes quiet, a plan revision with its new risk assessment and approval step is one possible reason. Keep monitoring the opportunity on CanadaBuys, and keep your bid preparation flexible until the solicitation is issued.