Supply Arrangements FAQ
The following are frequently asked questions (FAQs) regarding the Corporate Supply Arrangements (CSAs) which have been established by the Province of B.C.
Access is provided through a CSA Access Agreement between the public sector organization and Procurement Services Branch. Visit the CSA Eligibility page to find out if you are eligible and how to apply.
The following organizations are eligible to access supply arrangements:
- All public sector organizations within B.C. (e.g. school district, Crown corporation, municipality)
- First Nations and not-for-profit organizations delivering services on behalf of First Nations
- Group 1, Group 2 or Distributed Learning K-12 independent school, as defined by the Ministry of Education
- Regulatory body created by legislation (e.g. College of Pharmacists)
- Not-for-profit organization delivering services on behalf of government (e.g. social service agencies supporting Ministry of Children and Family Development)
- Private company whose primary business is to deliver services to the general public under contract to government, e.g. bus companies providing Handi-Dart service
Yes, this is the great thing about supply arrangements
There are several ways individual suppliers accept orders and payments
- BMO Purchase Card
- BMO Travel Card
- Invoice for payment by cheque
- Order Form
- Purchases of goods covered by supply arrangements can be made using the purchase document (formerly known as the Purchase Order on Standing Offer - POSO) form
- Purchases of services can be initiated by providing a description of the work to the supplier on ministry letterhead or by Provincial government email, quoting the supply arrangement number
- Organizations in the broader public sector are to use their own purchase order or contract forms
- Retail Locations
- Some supply arrangements, e.g. hardware, are set up to permit purchases at their retail locations. Simply present your government purchase card at the till.
There is no single way to order goods and services covered by supply arrangements. Ordering and payment instructions for specific suppliers can be found on the supply arrangement page for that commodity.
For government ministries, contact your branch/spending authority. After you decide which supplier you are going to use you will need to create a draw down. This purchase document form can be used. Providing the supplier with a completed purchase document means you now have a contract with the supplier.
Public sector organizations follow the purchasing procedure of your organization
If you are new to the supply arrangement you may want to review the terms and conditions (other than the pricing/Schedule B). The link to this information is at the bottom of the webpage under Important Information.
Many suppliers holding supply arrangements will accept the government purchase card for payment. Look for the pCard icon on each individual supply arrangement page.
A second option is to request that the supplier issue an invoice for payment by cheque or electronic funds transfer
Hotel accommodation and daily vehicle rentals are paid for by the employee travelling, usually with the government travel card
Our supply arrangements are established through competitive requests for pricing or qualifications from suppliers. This process is offered on our BC Bid site.
Watch the BC Bid site for a Request for a Corporate Supply Arrangement (RCSA) to get on the supplier list. When the RCSA is posted on BC Bid, respond with your proposal. Once the bid closes, all the bid submissions are collected and evaluated. Upon completion of the evaluations, we negotiate the contract with the winning submissions. Once each contract is signed it then is added to the list of supply arrangements.
A Corporate Supply Arrangement is a convenient method of supply that saves both time and money. Once a supply arrangement is in place, the authorized organization deals with the supplier directly, using prices already negotiated by Procurement Services. This results in faster processing times and reduced paper work because prices and terms have been settled in advance. There is no need for further negotiation. From the taxpayers' point-of-view, the advantages are lower administrative costs and less need for government to carry inventory.
Most supply arrangements are arranged with external suppliers for goods and services, and are available to government and public sector clients. Some supply arrangements are available to ministries only, and some supply arrangements may be further restricted to a single ministry. Availability is noted near the top of each supply arrangement page.
Some internal supply arrangements must be used by ministries. These are listed in the Government Core Policy and Procedures Manual in Chapter 6.3.2 a. These supply arrangements ensure ministries access various services in accordance with government policy. They include services such as printing, advertising, and mail processing and distribution.
Government employees must use supply arrangements for ministry purchases, where available. This is outlined in the Core Policy Manual 6.3.2 which has a directive that ministries must not use any procurement or solicitation instrument to acquire goods or services that are currently available through a supply arrangement.
Broader public sector organizations are welcome to use most supply arrangements.
This depends on the supply arrangement. If a better price can be achieved through a separate competitive process then a limit may be established. For example, some of the supply arrangements for pipe have a per transaction limit of $50,000. Any such limitations are noted in the individual supply arrangement page, usually in Important Information.
As per Chapter 6 of the B.C. Government Core Policy, you are able to buy goods if there is not a supply arrangement available. Goods under $5000 can be bought with your Purchasing Card. Goods over $5000 require you to submit a requisition to Procurement Services Branch.
- Ministry of Transportation complete this eForm requisition
- All other ministries complete a non-catalog request in iProcurement (CAS)
- Contact your Ministry CAS resource if you need help
- Contact the Procurement Services Branch by email or by phone 250 387-7300.