Solicitation processes and templates

The Province uses a range of templates and processes to compete opportunities, create multi-use lists, and gather market information.

Search BC Procurement Resources

When contemplating a procurement, ministries must engage the Ministry of Citizens’ Services Procurement and Supply Division in accordance with Policy 9 in the Core Policy and Procedure Manual (CPPM) Chapter 6.

The terms below are primarily used by the Province; other terms may be used when posting opportunities or notices on BC Bid.

Solicitation processes (new BC Bid)

*These templates are only for use with the new BC Bid, now live for postings and submissions

Explore new solicitation processes and corporate templates that align with new BC Bid and Core Policy and Procedure Manual (CPPM) Chapter 6.

This is the Province’s new Multi-Use List Request for Qualifications (MULRFQ) template for use with new BC Bid. It is used establish a multi-use list of qualified suppliers that may be invited to respond on an ongoing basis for more than one (multiple) subsequent procurements.

Please note that there is a separate Appendix A Respondent Qualification Form, a separate Appendix B Respondent Qualification Form (if specific resources also being qualified), and a separate Appendix C Submission Declaration Form (used only for email or hard copy delivery). These appendices are part of and are required to be used with the new MULRFQ corporate template.

Multi-use List Request for Qualification (MULRFQ) template (DOC, 160KB)

Multi-use List Request for Qualification (MULRFQ) Appendix A Respondent Qualification Form (DOC, 94KB)

Multi-use List Request for Qualification (MULRFQ) Appendix B Resource Qualification Form (DOC, 97KB)

Multi-use List Request for Qualification (MULRFQ) Appendix C Submission Declaration Form (DOC, 40KB)

 

Notice of Intent (NOI) - template with its standard appendices: the Challenge Form and Submission Declaration Form.

This is the Province’s new Notice of Intent (NOI) template for use with new BC Bid. The Province may issue a NOI in some situations when it intends to award a contract without a competition. A NOI will disclose why the direct award is being contemplated, why it is justified, and will invite suppliers to challenge the potential direct award.

A ministry that receives a challenge pursuant to a NOI must assess whether the challenge is justified and whether a competitive process should be undertaken. In any case the issuing Ministry is required to comply with the requirements of CPPM 6 Policy 39 and document its file accordingly. 

Please note that there is a separate Appendix A Challenge Form and a separate Appendix B Submission Declaration Form (used only for email or hard copy delivery). These appendices are part of and are required to be used with the new NOI corporate template. 

Notice of Intent (NOI) template (DOC, 117KB)

Notice of Intent (NOI) Appendix A Challenge Form (DOC, 73KB)

Notice of Intent (NOI) Appendix B Submission Declaration Form (DOC, 40KB)

This is the Province’s new Request for Information (RFI) template for use with new BC Bid. The RFI is intended to solicit information from a particular supplier community regarding specific information being sought. It may be market sounding whether or not the supplier community offers a particular service or product. It may solicit what types of licensing arrangements a supplier community might employ or seek information and market sounding as to whether a supplier community is interested in a particular procurement opportunity that might be described at a high level in the RFI.

RFIs can be used to sound out technical information regarding a contemplated procurement or may enquire if there is supplier interest in a particular opportunity. For example, high interest might help to inform the buyer whether a shortlisting pre-qualification process such as a Single-Use Request for Qualifications (SURFQ) might be used as part of the procurement process.

Please note that there is a separate Appendix A Submission Declaration Form (used only for email or hard copy delivery). This appendix is part of and is required to be used with the new RFI corporate template.

NEW Request for Information (RFI) template (DOC, 117KB)

NEW Request for Information (RFI) Appendix A Submission Declaration Form (DOC, 40KB)

Note: the RFI does NOT have a templated response form.

This is the Province’s new standard Request for Proposals (RFP) template (creates “Contract A”), for use with new BC Bid. Please note that there is a separate Appendix B Proposal Response Form and a separate Appendix C Submission Declaration Form (used only for email or hard copy delivery). These appendices are part of and are required to be used with the new RFP corporate template.

This template is Primarily used for services, the RFP is most often used when price is not the only consideration. However, it is possible to structure an RFP to focus on price-only evaluation subject to mandatory conditions being met.

NEW Request for Proposals (RFP) template (DOC, 156KB)

NEW Request for Proposals (RFP) Appendix B Response Form (DOC, 77KB)

NEW Request for Proposals (RFP) Appendix C Submission Declaration (DOC, 43KB)

This is the Province’s new Single Use Request for Qualifications (SURFQ) template for use with new BC Bid. It is used to establish a shortlist of qualified suppliers that are eligible to respond to a specific procurement that may follow.  

Please note that there is a separate Appendix A Respondent Qualifications Response Form and a separate Appendix B Submission Declaration Form (used only for email or hard copy delivery). These appendices are part of and are required to be used with the new SURFQ corporate template.

Single-use Request for Qualifications (SURFQ) template (DOC, 154KB)

Single-use Request for Qualifications (SURFQ) Appendix A Respondent Qualifications Response (DOC, 91KB)

Single-use Request for Qualifications (SURFQ) Appendix B Submission Declaration (DOC, 40KB)

 

Transition Guide: From legacy to new processes and templates (PDF, 66.1KB)

Solicitation processes (legacy BC Bid)

Only Ministry Invitation to Tender (ITT) and Engineering Equipment Services (EES) will continue in the current BC BID after May 30, 2022.

Primarily used for construction services, the ITT results in a contract awarded to the lowest-priced bidder that satisfies the buyer's specifications.

 

​Contracts

Corporate templates

Subject to Policies 44 and 45 in the Core Policy and Procedure Manual Chapter 6, the Province will use one of the following corporate templates for all of its contracts. Legal Services Branch must prepare or advise on new contract templates or changes to existing contract templates. Other forms of contracts, including those provided by suppliers, may be used only if Legal Services Branch has prepared or advised on the alternative.

*Note: the links/pages below work better in Google Chrome*

The IT/MC-GSA is used for the following:

  • Information technology services
  • Human resources benefits services
  • Accounting services
  • Management consulting services

Further guidance is available for the appropriate use of the IT/MC-GSA, or contact Legal Services Branch.

*Note: the links/pages below work better in Google Chrome*

Used for contracts for financial assurance services requesting a financial opinion, including financial audits and review engagements that are provided by people with a recognized professional accounting designation.

*Note: the links/pages below work better in Google Chrome*

Used for all general service contracts, including professional services, except for services that require the use of the Information Technology and Management Consulting Professional Agreement template or for financial review and assurance services.

 

Other types of agreements

A purchase order is a written authorization from a buyer to acquire goods or services. The document authorizes a supplier to deliver to the buyer at the price, quality level, delivery date, and certain other terms specified in the agreement terms that are incorporated into the purchase order. A purchase order and the associated contractual terms set out the purchase order is issued to the successful bidder resulting from an Invitation to Quote for goods. Purchase Orders may be issued in other circumstances.

University research agreements are unique to those situations where the Province enters into an agreement directly with a university (or universities) to have research conducted in an area directly related to government priorities, policies, or individual ministry mandates. More specifically:

  • Research services, investigation, testing, analysis, and evaluation to:
    • Increase generalized knowledge or understanding
    • Recommend advice or solutions for a particular subject matter/issue for overall benefit to British Columbia
  • A defined research project with specific objectives and deliverables that is for the direct benefit or implementation in ministry programs or operations

The objectives of these resources are to:

  • Facilitate negotiations between the British Columbia provincial ministries and public universities
  • Reduce the time and effort required to secure an agreement
  • Provide educational material and examples of best practice

These resources do not address:

  • Research funding provided by independent research funding agencies such as the Michael Smith Foundation for Health Research, Genome BC
  • The Forest Investment Account and the British Columbia Knowledge Development Fund
  • Staffing, secondments, or hiring of co-op students
  • Purchase of finished research papers, reports, or products
  • Websites or training delivery programs
  • Personal consulting arrangements between individual faculty members and the Province
  • Educational services contracts (e.g. to develop curriculum)

NOTE: These sample agreements are ONLY to be used for research agreements with BC universities. These agreements are NOT to be used for contracts that do not involve research work. Due to the special nature of the provisions of these agreements, clauses are NOT to be extracted for use in other contracts or agreements.

 

Opportunities not posted on BC Bid

Solicitations must be posted on BC Bid unless one or more of the conditions in Policy 39 of the Core Policy and Procedure Manual Chapter 6 apply.

Certain procurement processes compete opportunities only among suppliers who met the criteria for pre-qualification, such as through a Multi-Use List Request for Qualifications or a Single Use Request for Qualifications. Procurement opportunities made available to pre-qualified suppliers are not posted to BC Bid. See CPPM 6 Policy 39 (b).

A direct award is a contract awarded to a supplier without a competitive process. Policy 39 of the Core Policy and Procedures Manual Chapter 6 describes when the Province may issue a direct award.

Directly awarded contracts that are covered by trade agreements are posted on the Province's Open Information website.

When an opportunity is valued below specified monetary thresholds set out in Core Policy and Procedures Manual Chapter 6, the Province may not be required to post the procurement opportunity on BC Bid, but may compete it otherwise in accordance with policy. For example, in certain circumstances the Province might invite three or more suppliers to provide quotes on an opportunity. See CPPM 6 Policy 39.

 


The information contained in these BC Procurement Resources is provided as general information related to the Province's procurement resources. This information is not exhaustive and may become out of date. This information is not legal, policy, or business advice and users should make such further enquiries they deem necessary with their legal, policy, business or other advisors. The provisions of Chapter 6 of the Province's Core Policy and Procedures Manual and the associated Practice Standard take precedence over any information contained in these resources that may be inconsistent.