Pilot: Solicitation and contract options tool

When you need to make a purchase for government, you will almost always need to consider using an existing contract or conducting a solicitation. Here you’ll find information about common solicitation and contract options to help you select the most appropriate one for your procurement needs.  

Each option provides information about:  

• When to use each solicitation or contract option 
• Key features and considerations 
• Estimated timelines  
• Experts you may need to engage 

Before you use any solicitation option 

All government procurements must comply with policy. Before you begin any procurement, review the Procurement Policy, Chapter 6.   

If you need assistance, contact your ministry procurement specialist or Procurement and Supply Division (PSD). PSD’s procurement advisory services are available on a cost recovery basis. Learn more about their fee structure.   

All contracts are legally binding agreements. If you have questions about the legal implications of your procurement, seek legal advice from your ministry solicitor at Legal Services Branch (LSB). Note that LSB is a cost recovery service. 

You must consult LSB if you intend to alter a corporate solicitation or contract template, use a supplier-provided contract, or use a custom form of contract. 

If your procurement meets the value threshold required to publicly post the solicitation, policy requires you to use BC Bid. If you are new to BC Bid, learn more about getting started with BC Bid.

If you are new to procurement and want to learn more about procurement processes, please complete PCMP 100 and PCMP 206, available via the LearningHUB.

These options do not include construction procurements, which often have unique, industry-specific considerations. If you are purchasing construction, please visit How to Buy for more information.   

Corporate supply arrangement

If a corporate supply arrangement (CSA), standing arrangement, multi-use list or other existing contract meets the business need, you must use it as required by Procurement Policy, policies 27 and 28. Learn more about using CSAs and standing arrangements. 

Corporate purchase card

If you have a small dollar value procurement, a corporate purchase card (P-Card) may be suitable for your purchase. Note that the P-Card does not replace standard procurement practices.  

Select your procurement need

Goods 

These solicitation options may be available when you need to purchase goods. 

Services 

These solicitation options may be available when you need to purchase services. 

Digital procurement 

Guidance and solicitation options to assist you when you need to purchase digital goods and/or services. 

Setting up a list of qualified vendors 

These solicitation options will create a list of qualified vendors that can be used once or multiple times.  

Solicitation and contract options at-a-glance 

These at-a-glance views provide a summary of the solicitation and contract options. Click on the links below to open and download the PDFs. 

• Solicitation and contract options overview (PDF, 139KB)
• Solicitation options for goods (PDF, 125KB)
• Solicitation options for services (PDF, 127KB)
• Solicitation options to create a list of qualified vendors (PDF, 108KB)
• Using a CSA or standing arrangement – contract options (PDF, 109KB)

Additional notes 

Regardless of the procurement method, buyers should be aware of the following:  

a.  Procurement Value  

Procurement Policy, policy 30 sets out how to estimate the value of a procurement. This includes the consideration of:  

• The entire scope of the opportunity including but not limited to products, services, licensing, installation, maintenance, updates 
• The entire estimated value of the opportunity including: 

1. fees, expenses, and other remuneration 
2. all potential options for extensions or renewals

• Do not include taxes in this estimate.

b.  Engaging Procurement and Supply Division  

Determine if the goods, services, or construction being purchased meet any of the criteria listed in Procurement Policy, policy 9. If the procurement meets any of the criteria listed in the policy, contact PSD.

PSD is also responsible for identifying opportunities for demand aggregation (Procurement Policy, policy 18). Ministries are encouraged to inform PSD about what is being procured.  

c.  Documentation 

Procurement Policy, policies 4 and 7 obligate ministries to document their procurements and procurement decisions. A procurement can be the subject of a request for information pursuant to the Freedom of Information and Protection of Privacy Act (FOIPPA), and a ministry would need to disclose records where required under FOIPPA. 

d.  Procurement timelines 

The timelines set out here are estimates only. Many factors can impact the time it takes to complete a procurement. For example, inadequate advance planning of procurement requirements, process requirements, time to obtain ministry approvals, unanticipated legal issues that may arise, and government/vendor staff availability. 

e.  BC Bid posting timelines 

Under the applicable international trade agreements, the minimum posting period is “not less than” 40 calendar days from date of publication of the solicitation opportunity. However, you may reduce the posting period if your posting meets specific criteria described in Sufficient Time Posting Guidelines.