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Solicitation options for digital goods

Last updated on August 12, 2025

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The information below outlines solicitation methods that may be available for your procurement depending on your budget, timeline, and business requirements. 

Digital goods could include ebooks, music files, digital images, website template and electronic manuals.

If you still have questions after reviewing these solicitation options, contact your ministry procurement specialist or the Procurement and Supply Division (PSD) for advice. 

All contracts are legally binding agreements (including those for open-source software). If you have questions about legal implications of your procurement, always seek legal advice from your ministry solicitor at Legal Services Branch (LSB).  

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. 

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Non-Binding Request for Quote: a non-binding process for procuring digital goods under $10,000 

The non-binding request for quote (NRQ) is a solicitation that allows staff to procure digital goods by attempting to obtain a minimum of three quotes. This option provides flexibility and allows the buyer to include a range of requirements and the ability to negotiate contract terms and conditions. 

Recommended for 

  • Purchases of digital goods under $10,000 
  • Procurements that need to evaluate multiple factors, not just price 

Why use the NRQ?  

  • Evaluations are informal, giving you the flexibility to determine which quote offers the best value 
  • You can set the timeline and accept late quotes if you choose to, as there are no requirements in the NRQ process to reject late quotes 
  • Evaluations are informal, giving you the flexibility to determine which quote offers the best value 
  • You can include any relevant requirements  
  • You can negotiate the contract terms and conditions 
  • Examples of digital goods include ebooks, website templates, streaming services, music files, 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)

Considerations 

  • You must attempt to get at least three quotes to ensure value for money  
  • You cannot split the contract value into multiple informal solicitations to allow your procurement to use the NRQ 
  • The selection process must be documented, 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 

  • GSA, IT/MC GSA, FRASA 
  • Custom form of contract or supplier-provided contract (consult LSB) 
  • Purchase order 

Next steps 

 

Invitation to Quote: a price-based, binding solicitation used for procurement of digital goods valued at $10,000 or more 

The invitation to quote (ITQ) is a solicitation for purchasing higher value digital goods. It is designed to be awarded to the bidder with the lowest priced quote that meets all requirements. 

Recommended for 

  • Single purchases of digital goods valued at $10,000 or more 
  • Software components built into hardware (e.g. firewall appliances, Cariboo collars) 

Why use the ITQ? 

  • It is a straightforward solicitation for when price is your main consideration 
  • PSD manages the process if the procurement is $10,000 or more 

Considerations  

  • A corporate template is not available, contact PSD to obtain a template  
  • All ITQs include terms and conditions that proponents must agree to. You are not able to change contract terms and conditions when finalizing the contract Not appropriate if you want to evaluate criteria in addition to price, such as experience, quality assurance, or quality control 
  • Not appropriate for software purchases - contact PSD about the Non-Binding Invitation to Quote Software (NITQS) 
  • Not suitable for repeat purchases under one contract 
  • If additional deliveries are required, you will need to contact PSD to post a new ITQ
  • If the maximum budget was not stated in the ITQ and the successful quote exceeds it, you will need to speak to your spending authority (the person who approved the budget) to request additional budget. If you decide to cancel the procurement, seek legal advice
  • If you are considering a purchase for goods under $10,000, use a non-binding request for quote (NRQ) 

Timelines and BC Bid requirements  

  • 2-6 weeks from finalizing specifications to issuing the purchase order 
  • Does not include the time it would take for goods to be delivered 
  • ITQs must be posted to BC Bid for a minimum of 10 calendar days if goods are commercially available in the marketplace (goods available for purchase, lease or license by the general public) 
  • If the goods are not commercially available in the marketplace, such as custom-made products, then the ITQ must be posted for at least 40 calendar days, unless specific circumstances apply 

Contract options 

  • Purchase order 

Next steps 

  • Contact PSD to begin the ITQ process