Use of Subject Matter Experts/Specialists

A subject matter expert (SME) is a person with specialized knowledge in a particular field who provides expert guidance, advice, technical support or evaluation input. A specialist is a professional with expertise in a defined procurement, technical, policy or operational area. In Canadian public procurement, the use of subject matter experts and specialists covers two related things: buyers drawing on in-house or external expertise to plan and run a procurement, and buyers contracting SME services from suppliers.

The practice shows up in federal buyer guidance, in Public Services and Procurement Canada (PSPC) professional-services frameworks, in accessible-procurement standards and in NATO solicitations. Each use is slightly different, so a supplier should read the solicitation to see which one applies.

How CanadaBuys directs buyers to engage specialists

The CanadaBuys buyer's guide tells federal buyers to contact specialists or SMEs who can provide guidance, clarify procurement actions and improve decision-making. The guide's examples include legal advisors, ATIP officers, contract quality-control specialists, cost analysts, risk-management advisors, auditors, policy authorities, environmental-procurement advisors, ethics officers, category-team leaders and experienced buyers. See the CanadaBuys guidance on engaging subject matter experts. This is internal support for the buyer. It is not a contract with a supplier.

Subject matter expert as a PSPC professional-services category

PSPC lists Subject matter expert as a category in its Task-Based Supply Arrangement. Under it, a buyer can acquire an individual or team to provide expertise in a specified subject area. Possible areas include defence, immigration, international affairs, security and public safety, justice, transportation, international trade and governance. The Task-Based Supply Arrangement page describes the category.

The same category appears in ProServices as category 9.14, Subject matter expert. PSPC states that 9.14 may only be used as part of a team that also uses category 9.12, Evaluation services consultant, or 9.13, Performance measurement consultant. The ProServices streams and categories page sets out this rule.

The flexible grid defines three levels for the category: senior, intermediate and junior. The minimum qualification points are 75, 65 and 55 respectively.

Subject matter expertise on evaluation panels

Canada's accessible-procurement standard says an evaluation panel should include people with subject-matter expertise relevant to the accessibility requirements. That includes expertise on the good, service or construction being procured. The standard's technical committee page covers the expertise involved. In this setting, SMEs help assess bids against the stated requirements.

SME roles in NATO solicitations

NATO procurement documents use SME as a role designation. Examples include a Military Engineering Subject Matter Expert and a Human Security Subject Matter Expert. These roles provide expert advice or technical support, including support to exercises and wargaming. Bidders must comply with the statement of work and bidding instructions that define the SME's duties. One example is a NATO Allied Command Transformation request for proposals.

What it means for a supplier bidding on Canadian public contracts

Treat each SME requirement as role-specific. Check which category and level the buyer is asking for, and propose personnel whose expertise matches the subject area the solicitation names. Where the requirement falls under ProServices category 9.14, confirm that the team also includes category 9.12 or 9.13, and that each proposed resource meets the minimum points for its level. For evaluation or accessibility work, address the technical, experience and deliverable requirements stated for the role. For NATO bids, follow the statement of work and bidding instructions exactly.