Solicitation options for digital services
Last updated on August 20, 2025On this page
The information below outlines solicitation methods that may be available for your procurement depending on your budget, timeline and business requirements.
If you need to purchase software, please contact PSD.
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, 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.
For more information on purchasing cloud-based software or SaaS, visit Cloud services in the B.C. government.
The non-binding request for quote (NRQ) is a solicitation that allows staff to procure digital services 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 services under $75,000
- Procurements that need to evaluate multiple factors, not just price
- Purchases of small version software (e.g. Time Machine) and designed for end-to-end contracts
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 chose to
- 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)
Considerations
- You must attempt to get at least three quotes
- You cannot split the contract value and conduct 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 (generated by the Corporate Financial System [CFS]
Next steps
- Read the NRQ training materials
- Download the NRQ corporate template
The Request for Proposals (RFP) is a binding solicitation process that allows buyers to include multiple factors for evaluation. Submissions are ranked based on overall score, not just price, and awarded to the highest scoring submission.
Recommended for
- Contracts for professional digital services valued at $75,000 or more, but can be used for services of any value
- Contracts where considerations other than price are important
Why use the RFP?
- Multiple factors can be evaluated (e.g. experience, approach, and Indigenous/environmental/social considerations such as energy consumption or potential to support rural communities, etc.) and points are allocated to clearly show the relative importance of each section
- You can include a shortlist process (e.g. interviews, site visits, demonstrations, etc.)
- 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)
Considerations
- The contract is awarded to the proponent with the highest-scoring submission that has met all mandatory requirements and minimum scores
- You must follow the binding 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
- If your procurement is for software only, use a non-binding invitation to quote software or a standing arrangement
- Proposals are irrevocable for a specified time
- Notify PSD if the procurement value, including any options, exceeds $250,000, impacts or involves multiple ministries, or the procurement is high risk
- As this is a binding process, proponents cannot alter their proposal or add forgotten forms after they have submitted
- You have limited ability to negotiate changes when finalizing the contract, as material changes are not permitted if your procurement is 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 disclosed as a mandatory requirement, you should seek advice from LSB if you are not prepared to find additional funding
- Submissions must meet all mandatory requirements and minimum scores. If no submissions achieve this, no award can be made
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
- GSA, IT/MC GSA, FRASA
- Custom forms of contract, including ministry-specific forms may be available (contact 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 digital procurements valued at $75,000 or more.
Recommended for
- Procurements valued at $75,000 or more, where the terms and conditions or the form of contract cannot be determined in advance, the solution hasn’t been identified yet, or if you intend to sign a supplier’s form of contract
- Purchases of an e-commerce platform, firewalls, etc.
Why use the NRFP?
- It’s customizable - your solicitation can include select terms and conditions and multiple criteria, including price, experience, approach, etc.
- You can work with the successful proponent to develop the solution
- The supplier will not use the Province’s standard contract template
- The NRFP process permits proponents to modify proposals, such as correcting mistakes or adding a forgotten form
- The NRPF 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)
Considerations
- You must engage PSD and involve LSB
- If your procurement has a value of $10 million or more, an Internal Vendor Reference Check (IVRC) is required
- Service levels allow for negotiation (i.e. data processing, appropriate use)
- 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 the proponent, and the second highest scoring proponent, are confirmed
Timelines and BC Bid requirements
- Timelines can vary and depend on the complexity of what is being procured. The process may range from several months to more than a year
- The NRFP process may include multiple steps and unpredictable contract negotiations, which can take considerable time
- As the NRFP is used for procurements with an estimated value of $75,000 or more, it must be posted on BC Bid
- NRFPs must be posted to BC Bid for a minimum of 40 calendar days, unless specific circumstances apply
- The complexity of the NRFP may require a longer posting period
Contract options
- Custom for of contract (consult LSB)
Next steps
The request for standing arrangement (RSA) is a formal process that establishes one or more contracts with one or more suppliers. These contracts allow the ministry to place orders with the suppliers on an as, if, and when needed basis.
Recommended for
- Purchases of any value when you cannot guarantee when orders will be placed or if any orders will be placed at all
- Used often to purchase software
Why use an RSA? 
- You can evaluate multiple factors including pricing 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 to fit your needs
- Standing arrangements with multiple suppliers increase the chance that at least one will be available to meet your needs
- Can be used for net new software purchases or software extensions
- 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 
- This is a customized procurement process with a customized contract, so you must engage PSD and seek advice from LSB
- If a standing arrangement is created to be used by one ministry, it 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)
- Only PSD is authorized to sign contracts if the standing arrangement is to be used by multiple ministries. If one ministry needs to make purchases on behalf of several ministries, contact PSD   
- You must follow the procurement process identified in the RSA, and 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 the minimum scores
- This is a binding process, so proponents cannot alter their proposal once it is submitted
- You have limited ability to negotiate terms and conditions when finalizing the contract as it may cause significant legal risk 
- Some suppliers may not be interested in participating in the solicitation as there is no guarantee that 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 
- An RSA usually requires 3 to 6 months from drafting to having the main agreements in place, though timelines will vary depending on the complexity of the RSA (The ordering process under the contract is not included in this timeline) 
- The ordering process under the contract is not included in this timeline 
- 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 (Consult LSB)
Next steps
- Contact PSD to start the RSA process
- Learn about how to use an existing standing arrangement
Provide Feedback
Take the Solicitation and Contract Options Tool survey or contact Procurement.Resources@gov.bc.ca.