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.

How can I get access to a supply arrangement?

Who is eligible to access supply arrangements?

Is my branch allowed to deal with these vendors directly?

How do I order from the supplier?

Are there any forms/approvals we need to complete before contacting the vendors?

Is there anything else we need to be aware of, prior to contacting the vendors?

How do I pay the supplier?

How do suppliers get on the supplier list?

Why use a supply arrangement?

Is there only one type of supply arrangement?

Do I have to use the supply arrangements? What if the supplier I’d prefer to use is not listed?

Are there any contractual limitations?

Can I buy goods that are not a part of the Goods and Services Catalogue?

Can government employees get the same pricing for personal use?

How do I get more information?


How can I get access to a supply arrangement?

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.

Who is eligible to access supply arrangements?

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)

Find more information on eligibility and requesting access to supply arrangements

Is my branch allowed to deal with these vendors directly?

Yes, this is the great thing about supply arrangements

How do I order from the supplier?

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 (PDF, 890 KB) (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.

‚ÄčThere 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.

Are there any forms/approvals we need to complete before contacting the vendors?

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 (PDF, 890 KB) form can be used. Providing the supplier with a completed purchase document (PDF, 890 KB) means you now have a contract with the supplier.

Public sector organizations follow the purchasing procedure of your organization.

Is there anything else we need to be aware of, prior to contacting the vendors?

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.

How do I pay the supplier?

Many suppliers holding supply arrangements will accept the government purchase card for payment.

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.

How do suppliers get on the supplier list?

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.

Why use a supply arrangement?

A Corporate Supply Arrangement (CSA) 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.

Is there only one type of supply arrangement?

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.

Do I have to use the supply arrangements? What if the supplier I’d prefer to use is not listed?

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.

Are there any contractual limitations?

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 the Important Information section.

Can I buy goods that are not a part of the Goods and Services Catalogue?

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

Can government employees get the same pricing for personal use?

Some suppliers offer employee pricing. These are outlined in the Employee Discount Store which can be accessed in the Tools & Resources menu on the @Work intranet. IDIR access is required.

How do I get more information?

Email the Procurement Services Branch or phone 250 387-7300.

 

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