5. Bid solicitation responses—Assessor Guidance Document—Supply Arrangement Requirements
5.01 Bid solicitation responses—documentation (competitive)
Copy of the bid solicitation response from all qualified Suppliers must be maintained on file inclusive of all attachments.
- Treasury Board (TB) Contracting Policy (sub-section 12.3.1)
Assessment guidance and notes
Responses from all Suppliers must be maintained on either the contract file with the Contracting Authority or with their "Client" or a combination of the two. Responses from Suppliers must include, as a minimum, a Technical component, Financial component, Certifications, Additional Information component (if applicable), detailed information (e.g. resume) that will allow for the evaluation of each resource being offered against all evaluation requirements including the Flexible Grid (if applicable) and any other information/documentation required by the bid solicitation document.
Note
Suppliers that respond to a bid solicitation document that includes Standard Acquisition Clauses and Conditions (SACC) clause A3010T, Education and Experience, are not obligated to provide a copy of proof of education or professional designation for each resource offered unless specifically required in the bid solicitation.
| Type | Description | Rationale |
|---|---|---|
| Major non-conformance—policy (documentation) | Copy of the bid solicitation response from all suppliers, inclusive of all required components and supporting documents, are not on file and the Contracting Authority is unable to provide it. | Failure to maintain a copy of all responses prevents a third party from assessing compliance to a number of subsequent elements. (Contravention of TB Contracting Policy sub-section 12.3.1.) |
| Major non-conformance—policy (other) | Copy of the bid solicitation response is missing the resume of the proposed resources (or missing required documentation). | Failure to maintain a copy of the resume of the proposed resources prevents a third party from assessing compliance to a number of subsequent elements. (Contravention of TB Contracting Policy sub-section 12.3.1.) |
| Major non-conformance—policy (other) | Copy of the bid solicitation response from one or more non-qualified suppliers (i.e. suppliers that were not part of the filtered (i.e. initial) search results or the final search results were accepted. | The purpose of the search is to identify a list of Suppliers who have resource(s) that have specific skills and experience required to perform the work. Suppliers that were not returned as a result of a search, presumably, should not be able to provide resources that meet the requirements. (Contravention of TB Contracting Policy sub-section 4.1.3.). |
| Observation (documentation) | Compliance to this requirement cannot be determined because a copy of the documentation required to confirm who was sent the bid solicitation document is not on file. | If the documentation required to determine who was sent the bid solicitation document was not on file, then a Major non-conformance would already have been raised against a previous element (i.e. element 3.17: Supplier's List").
Note: Recurrence of this finding may result in the issuance of a Major non-conformance. |
| Observation (documentation) | Compliance to this requirement cannot be determined because a copy of the bid solicitation document is not on file. | If the bid solicitation document is not on file, then a Major non-conformance would already have been raised against a previous element (i.e. element 3.01: Bid solicitation—Documentation).
Note: Recurrence of this finding may result in the issuance of a Major non-conformance. |
| Observation (documentation) | Compliance to this requirement cannot be determined because a copy of the search results is not on file. | If either the initial or final search results are not on file, then a Major non-conformance would already have been raised against a previous element (i.e. element 2.01: Search Results—Documentation).
Note: Recurrence of this finding may result in the issuance of a Major non-conformance. |
5.02 Bid solicitation responses—documentation (non-competitive)
Copies of the bid solicitation response from the Supplier must be documented on file inclusive of all attachments.
- TB Contracting Policy (sub-section 12.3.1)
Assessment guidance and notes
Non-competitive requirements are ones where the Contracting Authority has invoked the "does not exceed $40,000" rule. The response from the sole Supplier invited must be maintained on either the contract file with the Contracting Authority or with their "Client" or a combination of the two. The response from the sole Supplier invited must contain, as a minimum, the following information:
- Security information for the Supplier and resource(s) (if applicable)
- Technical bid including detailed information (e.g. resume) that will allow for the evaluation of each resource being offered against all evaluation requirements including the Flexible Grid (if applicable)
- Financial bid including firm price for the work or estimated level of effort, number of resources required, per diem rate for each category and level (if applicable), etc.
- Certifications
For assessment purposes, the Contracting Authority must provide complete bid solicitation response documentation submitted by the Supplier issued the contract.
| Type | Description | Rationale |
|---|---|---|
| Major non-conformance—policy (documentation) | Copy of the bid solicitation response from the sole Supplier, inclusive of all required components and supporting documents, are not on file and the Contracting Authority is unable to provide it. | Failure to maintain a copy of all components of a response prevents a third party from assessing compliance to a number of subsequent elements. (Contravention of TB Contracting Policy sub-section 12.3.1.) |
| Major non-conformance—policy (other) | Copy of the bid solicitation response is missing the resume of the proposed resources (or missing required documentation). | Failure to maintain a copy of the resume of the proposed resources prevents a third party from assessing compliance to a number of subsequent elements. (Contravention of TB Contracting Policy sub-section 12.3.1.) |
| Major non-conformance—policy (other) | Copy of the bid solicitation response from a non-qualified supplier (i.e. supplier that was not part of the filtered (i.e. initial) search results or the final search results was accepted. | The purpose of the search is to identify a list of Suppliers who have resource(s) that have specific skills and experience required to perform the work. Suppliers that were not returned as a result of a search, presumably, should not be able to provide resources that meet the requirements (Contravention of TB Contracting Policy sub-section 4.1.3.). |
| Observation (documentation) | Compliance to this requirement cannot be determined because a copy of the bid solicitation document is not on file. | If the bid solicitation document is not on file, then a Major non-conformance would already have been raised against a previous element (i.e. element 3.01: Bid Solicitation—Documentation).
Note: Recurrence of this finding may result in the issuance of a Major non-conformance. |
| Observation (documentation) | Compliance to this requirement cannot be determined because a copy of the search results is not on file. | If either the initial or final search results are not on file, then a Major non-conformance would already have been raised against a previous element (i.e. element 2.01: Search Results—Documentation).
Note: Recurrence of this finding may result in the issuance of a Major non-conformance. |
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