Solicitation options for services

The non-binding request for quote (NRQ) is a type of solicitation you can use to request quotes from suppliers. This option provides flexibility allowing you to include a range of requirements and negotiate contract terms and conditions. The NRQ results in a single contract.  

When to use an NRQ 

• Single purchases of services under $75,000 
• You want to evaluate multiple factors, not just price

Why use an NRQ

• Evaluations are informal, giving you the flexibility to determine which quote offers the best value 
• You can set the timelines
• You can include any relevant requirements 
• You can negotiate the contract terms and conditions 
• You can add social and environmental evaluation criteria to this solicitation option.  Learn more about social purchasing and the Guidelines for Environmentally Responsible Procurement (GERP)

Things to consider 

• You must attempt to get at least three quotes  
• If the total procurement value is more than $75,000, you cannot split the contract value and conduct multiple NRQs to keep the solicitations under this limit  
• You need to document your process, including your rationale for selecting a successful supplier 

Timelines and BC Bid requirements 

• 1-3 months from drafting the NRQ to signing the contract 
• More time may be required depending on the applicable review and approval processes, including if the supplier’s form of contract will be used 
• Not posted on BC Bid 

Contract options 

• Contract templates 
• Custom contract or supplier-provided contract (consult LSB) 
• Purchase order

Next steps 

• Read the NRQ training materials 
• Download the NRQ corporate template

For a low-dollar-value purchase, you may be able to use an informal process for your procurement. Because you select the suppliers to request quotes from, this can be an effective way to support local businesses.  

The non-binding request for quote (NRQ) is the recommended option and best practice for low-dollar-value procurements. Remember that your purchase may be audited. It is essential you document every step of your procurement.  

When to use an informal solicitation 

• The dollar value of your purchase is low
• No existing Corporate Supply Arrangement (CSA), multi-use list, or other supply arrangement) meets the business need 
• Purchase is a one-time, clearly defined expenditure 

Ways to do an informal solicitation 

• When buying basic services you should be able to describe them in a couple sentences. If you intend to choose your contractor based only or primarily on lowest price, consider: 
  • Emailing at least three suppliers  
  • Calling at least three suppliers  
  • Checking at least three websites to obtain prices and specifications 
• If the service you are buying is more complex and/or you want to consider more than just price, consider using a non-binding request for quote (NRQ) when you contact three suppliers 

Why use an informal solicitation 

• Fast and easy for low-dollar-value purchases 
• You can choose the suppliers 
• You can add social and environmental evaluation criteria to this solicitation option. Learn more about social purchasing and the Guidelines for Environmentally Responsible Procurement (GERP)
• Enables you to support local and small businesses 

Do not use informal solicitation when 

• The purchase will create a new standard for future purchases of goods (e.g. buying a proprietary product that will force you to only buy that brand in the future) 
• You want to purchase software 
• You need the supplier to adhere to specific terms and conditions  
• You need a standing arrangement or ongoing services 
• You don’t know how much you will spend overall 
• You plan to change scope or add services later 

Things to consider 

• A low dollar-value does not remove the need for a competitive process or justify a direct award 
• You must attempt to get at least three quotes from suppliers 
• You can find suppliers from sources like qualified lists, past experience, colleague recommendations, or online searches 
• When contacting suppliers or preparing your requirements, avoid using mandatory language (e.g. “must”)  
• Do not share supplier pricing with others 
• You can accept supplier alternatives, but you cannot change the scope of your purchase  
• If you are paying with a purchase card, ensure the purchase card’s limit can cover the cost  
• You must document your process for audit purposes 

How to do an informal solicitation 

• Define your need clearly before contacting any suppliers (this should include specifications and any delivery details and dates)
• Define the payment model (one-time payment, milestone payments, hourly payments) most appropriate for your purchase 
• Attempt to find three or more suppliers. If you can’t find three, you may contact fewer, but you must document why you couldn’t get three
• Do not make any commitments to suppliers 
• Do not ask for any commitments from suppliers, such as requiring them to adhere to their quote for a period of time 
• Collect and document quotes from suppliers (this can be done by email, phone call, and online search)  
• Compare quotes, confirm specifications and delivery dates, and choose the supplier that offers the best value 
• Confirm with the successful supplier in writing. Inform others afterward (this would not apply if you did an online search and did not contact suppliers directly)
• Consider how the purchase agreement will be documented (e.g. general services agreement, purchase order) 
• Save your documentation, including, but not limited to:
  • Requirements
  • Process
  • Screenshots of who you contacted, with phone numbers, duration, and dates
  • Websites you visited with screenshots of dates, prices, and specifications
  • Summaries of conversations
  • Responses from suppliers
  • If an attempt to collect a quote was unsuccessful and why
  • Any other relevant information

Contract options 

• Contract templates 
• Supplier-provided contract (consult LSB) 
• Purchase order 
• Receipt 

Next steps 

• Contact your ministry procurement specialist if you have questions about this process 

The request for proposals (RFP) is a binding solicitation process that allows you to include multiple criteria for evaluation. Contracts are awarded based on the submission with the highest score.

When to use an RFP  

• Contracts valued at $75,000 or more, but can be used for services of any value 
• You want to evaluate more than just price 

Why use an RFP

• Multiple factors can be evaluated (e.g. experience, approach, Indigenous/environmental/social considerations, etc.) and points are allocated to clearly show the relative importance of each 
• You can include a shortlist process 
• Proponents agree to all terms and conditions of the service contract when submitting a proposal, which may result in faster contract finalization 
• You can add social and environmental evaluation criteria to this solicitation option. Learn more about social purchasing and the Guidelines for Environmentally Responsible Procurement (GERP)

Things to consider 

• One contract or more is awarded to the proponent(s) with the highest-scoring submission that has met all mandatory requirements and minimum scores
• You must follow the procurement process as identified in the RFP and the successful proponent must provide the services at the price proposed 
• You disclose the form of contract with the posted opportunity 
• You must notify PSD if the procurement value, including any options, exceeds $250,000, impacts or involves multiple ministries, or the procurement is high risk 
• Proponents can’t alter their proposal after the closing date and time  
• You have limited ability to negotiate changes when finalizing the contract, as material changes are not permitted  
• If your procurement is for services worth less than $75,000, consider the associated costs of using an RFP (e.g. PSD, LSB fees). An NRQ may be more appropriate 
• If the successful submission exceeds the available budget, and the budget is not included in the solicitation as a mandatory requirement, seek advice from LSB if you are not prepared to find additional funding  

Timelines and BC Bid requirements  

• 3-6 months from drafting the RFP to signing the contract 
• Your timeline may need to be longer to include time for your ministry’s approval process and for engaging PSD or LSB, any shortlist processes, and the availability of staff to evaluate submissions and finalize contracts 
• Must be posted to BC Bid for a minimum of 40 calendar days, unless specific circumstances apply 
• RFPs valued at $75,000 or more must be posted on BC Bid to openly compete the opportunity 

Contract options 

• Contract templates
• Custom forms of contract, including ministry-specific forms may be available (involve LSB or your ministry procurement specialist) 

Next steps 

• Download the corporate RFP template from BC Procurement Resources 
• Refer to the Ministry Guide to the Request for Proposals 

The negotiated request for proposals (NRFP) is a non-binding solicitation option where the ministry negotiates a contract with the highest-scoring proponent for procurements valued at $75,000 or more. 

When to use an NRFP 

• Procurements valued at $75,000 or more, where the terms and conditions or the form of contract cannot be determined in advance, or the solution hasn’t been identified yet 

Why use an NRFP

• It’s customizable - your solicitation can include must-have terms and conditions and multiple criteria (e.g. price, experience, approach, etc.) 
• You can work with the successful proponent to develop the solution 
• The NRFP process permits proponents to modify proposals, such as correcting mistakes or adding a forgotten form  
• The NRFP process can be tailored based on your needs and may include a shortlist process 
• You can add social and environmental evaluation criteria to this solicitation option. Learn more about social purchasing and the Guidelines for Environmentally Responsible Procurement (GERP)

Things to consider 

• You must engage PSD and involve LSB 
• If your procurement has a value of $10 million or more, an internal vendor reference check is required 
• Avoid using language in your NRFP that may be perceived as creating binding obligations (e.g. requiring proposals to be irrevocable or using the term “must”), unless absolutely necessary (e.g. requiring proposals to be in English) 
• Contract negotiations happen when one or more proponents are confirmed 

Timelines and BC Bid requirements 

• Timelines can vary and depend on the complexity of the procurement. The process may range from several months to more than a year 
• NRFPs must be posted to BC Bid for a minimum of 40 calendar days, unless specific circumstances apply.  
• Complex NRFPs may require a longer posting period 

Contract options 

• Custom form of contract (involve LSB)  

Next steps 

• Contact PSD for more information  
• Contact LSB to prepare or advise on preparation of the NRFP and the contract 

The request for standing arrangement (RSA) is a formal solicitation process that establishes one or more contracts with one or more suppliers. These contracts allow the ministry to place orders with the suppliers as, if, and when needed. 

When to use an RSA 

• You need to purchase services, but can’t guarantee if or when any orders will be placed 

Why use an RSA

• RSAs can allow for purchases of any value 
• You can evaluate multiple factors including price and other criteria such as warranties, delivery lead times, quality control, quality assurance, etc.  
• You can include a shortlist process that may include interviews, site visits etc.  
• You can customize the contract and ordering processes under the contract  
• Standing arrangements with multiple suppliers increase the chance that at least one will be available to meet your needs 
• You can add social and environmental evaluation criteria to this solicitation option.  Learn more about social purchasing and the Guidelines for Environmentally Responsible Procurement (GERP)

Things to consider  

• This is a customized procurement process with a customized contract, so you must engage PSD and involve LSB 
• Standing arrangements are designed to be used by one ministry, and can only be used by that ministry 
• To set up an arrangement that can be accessed by multiple ministries, see Request for Corporate Supply Arrangement (RCSA) below 
• You must follow the procurement process identified in the RSA 
• The contract with the successful supplier(s) must include the proposed pricing for the services, which will apply for the term of the contract 
• The RSA process is designed to award the contract to one or more highest scoring respondents that meet all mandatory criteria and minimum scores 
• Proponents cannot alter their proposal once it is submitted 
• You have limited ability to negotiate terms and conditions when finalizing the contract  
• Some suppliers may not be interested in participating in the solicitation as there is no guarantee any orders will be placed 
• Pricing included in the contract is firm, although the contract may allow for periodic pricing adjustments  

Timelines and BC Bid requirements  

• 3-6 months from drafting to having the main agreements in place, though timelines vary depending on the complexity of the RSA. This may not include the ordering process under the contract  
• RSAs must be posted to BC Bid for a minimum of 40 calendar days unless specific circumstances apply 

Contract options 

• Custom form of contract called a standing arrangement (involve LSB) 

Next steps 

• Contact PSD to start the RSA process 
• Learn about how to use an existing standing arrangement

The request for corporate supply arrangement (RCSA) is the solicitation process that establishes corporate supply arrangements (CSAs). CSAs are established by the Ministry of Citizens’ Services for goods and services frequently purchased by government. CSAs can be used by more than one ministry and typically by broader public sector organizations to make multiple purchases from one or more suppliers. CSAs simplify the procurement process so not every ministry has to finalize terms each time a purchase is made.  

Existing CSAs can be found in the Goods and Services Catalogue. If a CSA exists that will meet your business need, you are required to use it.  

This section describes when you may need to work with PSD to create a CSA and what you would need to consider. If you are interested in using an existing CSA, please see Using a corporate supply arrangement or standing arrangement.  

When to use an RCSA  

• You need to establish an arrangement that will allow for multiple purchases by multiple ministries or broader public sector organizations 

Why use an RCSA

• Can be used for purchases of any value 
• Can be used for multiple or reoccurring purchases 
• Once established, CSAs can be used by more than one ministry or typically by broader public sector organizations 
• Multiple factors can be evaluated, such as warranties, delivery lead times, quality control, quality assurance, etc. 
• You can add social and environmental evaluation criteria to this solicitation option.  Learn more about social purchasing and the Guidelines for Environmentally Responsible Procurement (GERP)

Things to consider   

• PSD assesses the need for new CSAs and manages the RCSA process. No corporate template is available 
• PSD manages most CSAs. Some are managed by other ministries 
• The RCSA framework can be “open” (suppliers can apply any time to become prequalified suppliers until the RCSA is terminated) or “closed” (suppliers must apply before the closing date deadline to be eligible to become prequalified suppliers) 
• Buyers must follow the ordering process set out in the CSA, and the successful supplier must provide the services at the price listed 
• You have limited ability to negotiate terms and conditions when finalizing the contract. If you want to negotiate terms and conditions, contact LSB 
• If you do not state the maximum budget in the CSA second stage competitive order process and the successful submission exceeds it, you will need to speak to your spending authority to find additional funding and award at the price listed. If you decide to cancel the competition, seek legal advice before doing so

Timelines and BC Bid requirements  

• Drafting an RCSA to signing the agreement can take several months to more than a year 
• Must be posted to BC Bid for a minimum of 40 calendar days unless specific circumstances apply 

Contract options 

• Custom form of contract called a corporate supply arrangement (CSA) - involve LSB

Next steps 

• Check the Goods and Services Catalogue for an existing agreement that meets your needs 
• If you have an idea for a new CSA, contact PSD for an assessment 
• Learn about how to use an existing corporate supply arrangement