Solicitation options for services

The non-binding request for quote (NRQ) is a solicitation that allows staff to procure 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 services under $75,000 
• 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 
• 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 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 valued at $75,000 or above, 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, Indigenous/environmental/social considerations, 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. If no submissions achieve this, no award can be made  
• 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 
• 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 after the closing date and time  
• 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, seek advice from LSB if you are not prepared to find additional funding  

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 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  

Why use the NRFP? 

• It’s customizable - your solicitation can include select terms and conditions and multiple criteria (e.g. price, experience, approach, etc.) 
• You can work with the successful proponent to develop the solution 
• 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 is required 
• 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 proponents, 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 
• 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 form of contract (consult LSB)  

Next steps 

• Contact PSD for more information  
• Contact LSB to prepare or advise on preparation of the NRFP and the contract 

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 

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 
• 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) 
• You must follow the procurement process identified in the RSA.  
• 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 vary depending on the complexity of the RSA. 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  

The request for corporate supply arrangement (RCSA) is a binding process that establishes agreements to purchase from one or more suppliers. These corporate supply arrangements (CSAs) can be used by more than one ministry and by broader public sector organizations to make multiple purchases, without having to negotiate terms each time a purchase is made. 

Existing CSAs can be found in the Goods and Services Catalogue. If a CSA exists that will meet the business need, it must be used.  

Recommended for 

• Purchases that will need to be made more than once by multiple ministries or broader public sector organizations 

Why use the RCSA? 

• Can be used for purchases of any value 
• Can be used for multiple or reoccurring purchases 
• Once established, CSAs can be used by more than one ministry or broader public sector organization 
• Multiple factors can be evaluated, such as warranties, delivery lead times, quality control, quality assurance, 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  

• PSD manages the RCSA process. No corporate template is available. 
• PSD manages most CSAs. Some are managed by other ministries 
• The RCSA framework can be “open” (suppliers can apply any time until the RCSA is terminated) or “closed” (suppliers must apply before the closing date deadline to be eligible for evaluation) 
• Ministries and broader public sector entities must have a signed access agreement to use a CSA 
• Buyers must follow the ordering process you set out in the CSA, and the successful supplier must provide the services at the price listed 
• You have limited ability to negotiate terms and conditions when finalizing the contract. If you want to negotiate terms and conditions, contact LSB 
• If you do not state the maximum budget in the CSA second stage competitive order process and the successful submission exceeds it, you will need to speak to your spending authority to find additional funding and award at the price listed. If you decide to cancel the competition, seek legal advice.   

Timelines and BC Bid requirements  

• Drafting an RCSA to signing the agreement can take several months to more than a year 
• 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 corporate supply arrangement (CSA) 

Next steps 

• Check the Goods and Services Catalogue for an existing agreement that meets your needs 
• Contact PSD for next steps 
• Learn about how to use an existing corporate supply arrangement.