SRFP for Vendors

Welcome to the information page on the two-page, short-form request for proposals (SRFP) specifically for vendors. This page provides general information about the SRFP, including what it is, how and when it is used, and some of the innovative approaches that were taken in the development of the SRFP.

If you are responding to a SRFP, please refer to the Proponents' Guide: How to Respond to the Short-Form Request for Proposals ("SRFP") for hints and tips that may assist you in the process.

If you have used the SRFP and would like to give us some feedback on the process, please complete our online user experience survey or email us.

Technical note: Chrome, Firefox and Safari's PDF viewers do not handle SmartForms. If you are unable to open the SRFP, please right-click and save the form or use Internet ExplorerAccessing the SmartForm through DTS may also create issues. Read tips on how to download and use the SRFP or view this video

 

For Vendors Responding to SRFPs

  1. Where can I find SRFP opportunities that are currently available?
  2. How do I respond to an SRFP?
  3. What kinds of opportunities use an SRFP?
  4. Components of an SRFP, including Rules: Terms and Conditions
  5. Other Frequently Asked Questions

 

1. Where can I find SRFPs that are currently available?

  • SRFP opportunities can be found on BC Bid or could be sent directly to selected vendors.
  • Vendors are selected by qualifying under a Request for Qualifications (RFQ) process or by the ministry selecting the vendors they know when the opportunity is under policy thresholds for posting to BC Bid.

 

2. How do I respond to an SRFP?

Each SRFP will explain how to submit proposals. This may be in hard copy to the address identified in the SRFP, or the SRFP may specify that a proposal can be submitted electronically via an e-Bid or by email. If the SRFP allows more than one option, proponents should choose the one delivery method that best suits them, but should not send multiple versions of the proposal (i.e. one in hard copy and the other electronically through BC Bid). 

If the SRFP allows for email submissions, refer to the Guidelines for Vendors for Submissions Via Email to assist you to manage the risks associated with email.

Proponents are solely responsible for ensuring that their proposal arrives on time, regardless of the delivery method used.

Detailed information about how vendors respond to an SRFP is outlined in the Proponents’ Guide: How to Respond to the Short-Form Request for Proposals ("SRFP"). This guide assists vendors to understand how the SRFP works, and explains how they can respond to SRFP opportunities. Following the information and suggestions it contains may assist proponents to present their information in the most advantageous manner.

 

3.  What kinds of opportunities use an SRFP?

Although the SRFP has many advantages, including reducing the time required for both proponents and government staff, it is not suitable for all competitive procurement processes.

The following kinds of opportunities will typically use the SRFP:

  • Ministry contracts
  • No more than $250k value per year, on average
  • Contract format is known
  • Primarily services
  • Direct award does not apply
  • More than price is evaluated
  • Lower risk procurements

Ministries are encouraged to use the SRFP for opportunities that meet these criteria, except for the following: 

  • software licensing
  • software acquisitions
  • IT maintenance or support services
  • help desk services
  • data processing services
  • telecommunications services
  • equipment support services
  • software or code development
  • cloud computing
  • open source software
  • a combination of IT goods and services
  • any vendor’s form of contract that the Province is expected to sign.

4. Components of an SRFP, including Rules: Terms and Conditions

All SRFPs are composed of at least two documents:  the SRFP itself (which includes by reference the SRFP Rules: Terms and Conditions) and the corresponding SRFP Appendix A Proposal Form. 

  • The SRFP describes what is being purchased; and
  • The SRFP Appendix A Proposal Form is the document that proponents fill out to respond to the SRFP. 

Additional appendices may be included, at the discretion of the Province.

Proponents must use the SRFP Appendix A Proposal Form for their proposals, as it has been designed to work specifically with the SRFP and will help proponents to provide complete and pertinent information.

There are rules that apply to the SRFP, which are located on a separate website. Vendors intending to respond to any Short-form Request for Proposals are strongly encouraged to read and understand the SRFP Rules: Terms and Conditions, as submission of a proposal constitutes acceptance of those rules, terms and conditions and the proponent's agreement to be bound by these rules. Proponents should note that there are multiple sets of rules and that they need to be mindful to be sure to refer to the set of rules that apply to the SRFP within the date range specified on the linked webpage.

 

5. Other Frequently Asked Questions

5.1 Do I have to use the SRFP Proposal Form (Appendix A)?

Yes.  Use of the SRFP Appendix A Proposal Form is a mandatory requirement of the SRFP process. Proponents may make non-material changes such as minor formatting changes, e.g. adjusting font size or adding their own logo, but must not change the wording of the Proposal Form and should not add or delete sections.

5.2 I have a question regarding an SRFP.  Who can I contact for more information?

For questions specific to a particular SRFP, send an email or fax to the named government contact for that particular SRFP. Be specific to the part(s) of the process that is confusing or unclear, in order to obtain the information needed.  Be sure to identify the SRFP name and number in the correspondence. Answers to questions will be posted as addenda on BC Bid with the specific SRFP, or will be directly sent to all proponents for those SRFPs that are not posted on BC Bid.

If the questions are applicable to SRFPs generally, please email us

5.3 I have questions about an SRFP.  Why can’t I ask the ministry staff that I know?

To maintain the integrity and fairness of the process, all proponents must have the same information available to them at the same time. Consulting with ministry staff (other than the government contact) may result in information sharing that is not available to all proponents, which creates unfairness in the process. In addition, these other staff may not be fully aware of all important aspects of the SRFP and any information that they provide may not be accurate resulting in negative consequences for the proponent.

5.4 Do I need to meet all mandatory requirements?

Yes, because the Province will only consider proposals that meet all the mandatory requirements set out in the SRFP, including those stated in the SRFP rules. 

If you do not meet certain mandatory requirements, your proposal will not be further evaluated.

5.5 Can I negotiate changes to the Contract Format clauses if I’m successful?

No. By submitting a proposal, proponents are agreeing to be bound by all the applicable Rules: Terms and Conditions of the SRFP including the form of contract presented in the SRFP.