Solicitation processes and templates

This is the Province’s Multi-Use List Request for Qualifications (MULRFQ) template for use with BC Bid. It is used to 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 MULRFQ corporate template.

Multi-use List Request for Qualification (MULRFQ) template (DOC, 131.5KB)

Multi-use List Request for Qualification (MULRFQ) Appendix A Respondent Qualification Form (DOC, 84.3KB)

Multi-use List Request for Qualification (MULRFQ) Appendix B Resource Qualification Form (DOC, 86.7KB)

Multi-use List Request for Qualification (MULRFQ) Appendix C Submission Declaration Form (DOC, 33KB)

This is the Province’s Notice of Intent (NOI) template to use with 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 Section 39 of the Procurement Policy 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 NOI corporate template. 

Notice of Intent (NOI) template (DOC, 104.5KB)

Notice of Intent (NOI) Appendix A Challenge Form (DOC, 63.6KB)

Notice of Intent (NOI) Appendix B Submission Declaration Form (DOC, 33.3KB)

This is the Province's Non-Binding Request for Quote (NRQ) template that enables buyers to make low value purchases using a consistent and flexible process. This template is not used with BC Bid.

Ministry buyers can use the NRQ when:

• A corporate supply arrangement, multi-use list, or other internal resource does not exist for the goods or services they need.
• For goods when the gross estimated value of the procurement is less than $10,000.
• For services when the gross estimated value of the procurement is less than $75,000.
• The quote obtained by using the NRQ does not bind the Province as it would through a binding procurement process, such as RFP, RFQ, ITT, or others.

For more information on the NRQ and how to use it, please see the guidance and training material, including instructions and case studies.

New Non-Binding Request for Quote (NRQ) template (DOC, 58KB)

New NRQ Quote Selection Letter template (DOC, 100KB)

New NRQ Regret Letter Template (DOC, 100KB)

This is the Province’s Request for Information (RFI) template to use with 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 RFI corporate template.

Request for Information (RFI) template (DOC, 104.4KB)

Request for Information (RFI) Appendix A Submission Declaration Form (DOC, 33.3KB)

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

This is the Province’s standard Request for Proposals (RFP) template (creates “Contract A”); to use with 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 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.

*Updated* Request for Proposals (RFP) template (DOC, 150.2KB)

*Updated* Request for Proposals (RFP) Appendix B Response Form (DOC, 70KB)

*Updated* Request for Proposals (RFP) Appendix C Submission Declaration (DOC, 33.5KB)

Summary of RFP solicitation process changes_January 2024 (PDF, 62.4KB)

This is the Province’s Single Use Request for Qualifications (SURFQ) template to use with 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 SURFQ corporate template.

Single-use Request for Qualifications (SURFQ) template (DOC, 139.7KB)

Single-use Request for Qualifications (SURFQ) Appendix A Respondent Qualifications Response (DOC, 83.2KB)

Single-use Request for Qualifications (SURFQ) Appendix B Submission Declaration (DOC, 32.8KB)

Primarily used for construction services and BC Timber Sales’ (BCTS) contracted services, the ITT generally results in a contract awarded to the lowest-priced bidder that satisfies the buyer’s specifications.

Please contact the Procurement Services Branch for information about construction services.

Please contact BC Timber Sales for BCTS contracted services.

Primarily used to acquire goods in a contract awarded to the lowest-priced bidder that satisfies the buyer's specifications.

Please contact the Procurement Services Branch for more information.

An arrangement where suppliers agree to provide goods or services, on an as requested basis, in accordance with an established contractual framework. This is a custom form of solicitation created for the particular opportunity by the Ministry of Citizens’ Services Procurement and Supply Division together with legal advice from Legal Services Branch.

Please contact the Procurement Services Branch for more information.

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 the Procurement Policy (CPPM), Section 39 (b).

A direct award is a contract awarded to a supplier without a competitive process. Section 39 of the Procurement Policy (CPPM), describes when the Province may issue a direct award.

Summaries of directly awarded contracts are posted to the Province’s Open Information website under the applicable Ministerial directives for the release of government information.

When an opportunity is valued below specified monetary thresholds set out in Section 39 of the Procurement Policy (CPPM), 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.

In circumstances where the Province may want to negotiate the price, scope, or any other aspect of the contract with the selected supplier before signing, the Province might use the Non-binding Request for Quote (NRQ) template to invite three or more suppliers to provide quotes on an opportunity.

*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.

• Technology and Management Consulting Professional Services Agreement (DOC, 145KB) template.

*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.

• Financial Review and Assurance Services Agreement (DOC, 147KB) template.

*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.

• General Service Agreement (DOC, 136KB) template.

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.