Requesting a ProServices exemption: Checklist

As ProServices is a mandatory method of supply, government departments requesting an exemption must demonstrate due diligence in using the method of supply before being granted an exemption.

Before requesting an exemption, please ensure that you have carefully reviewed all the categories (ProServices: Streams and categories) under ProServices to determine if any categories could apply to your requirement.

Things to consider before requesting an exemption:

• when specific expertise is needed or uncertain if the requirement falls under ProServices
• when the request for Proposal process was unsuccessful

When specific expertise is needed or uncertain if the requirement falls under ProServices

1. Is there a specific category that could possibly cover your requirement? (ProServices: Streams and categories)
2. If yes, then it is recommended to do a ProServices Preliminary Information Request (PIR) (ProServices Preliminary Information Request template)
3. If the PIR yields positive responses, send out the Request for Proposal (RFP) to those suppliers
4. If the PIR yields no positive responses, please provide the following information in your exemption request to ProServices:
   • a copy of the PIR email and responses from the prequalified suppliers (if applicable)
   • the dollar value of the requirement
   • Centralized Professional Services System (CPSS) Suppliers search result list (both the filtered and final list)
   • the Statement of Work (SOW)

When the Request for Proposal process was unsuccessful

When RFP yielded no results

1. What did the feedback from suppliers who did not submit a bid indicate?
2. Was the wrong category possibly used for the requirement? Or was the criteria too restrictive?
3. Was there a PIR done prior to the RFP to consider other uninvited suppliers who may be able to fulfill the requirement?
4. If after reviewing the above bullets the request for exemption is still needed, please provide the following information in your exemption request to ProServices:
   • Statement Of Work (SOW)
   • Request For Proposals (RFP) (including the list of invited suppliers)
   • CPSS search result list (both the filtered and final list)
   • PIR email with confirmation that was sent to all pre-qualified suppliers on search list
   • total estimated dollar value of requirement

When no bids were found to be compliant

1. Was the criteria too restrictive?
2. Was there feedback received from bidders during the solicitation process?
3. Was there a PIR done prior to the RFP?
4. If after reviewing the above bullets and the request for exemption is still needed, please provide the following information in your exemption request to ProServices:
   • Statement Of Work (SOW)
   • Request For Proposal (RFP) and feedback if applicable
   • CPSS search result list (both the filtered and final list)
   • PIR email with confirmation that it was sent to all pre-qualified suppliers on search list
   • total estimated dollar value of requirement

Date modified:

2025-02-24