How to Respond to Procurement Solutions RFSOs
1. Supplier Guide
Procurement Solutions establishes Standing Offers and Framework Agreements through structured, competitive procurement processes aligned with Canadian trade agreements and public-sector procurement standards.
This guide is intended to help suppliers submit clear, compliant, and competitive responses to our Requests for Standing Offers (RFSOs).
Our RFSOs are designed to be transparent, defensible, and fair to all participants. Evaluation criteria, submission requirements, and contractual terms are disclosed in advance.
Awards are based strictly on the published criteria. There are no preferred suppliers, no volume guarantees, and no informal negotiations outside the defined process.
2. Read the Entire RFSO Carefully
Before preparing your submission:
• Review all sections, appendices, and attachments
• Note all mandatory requirements
• Confirm submission deadlines and time zone
• Identify required forms and certifications
Public-sector procurements are compliance-based. Failure to meet a mandatory requirement may result in disqualification.
3. Understand What a Standing Offer Means
A Standing Offer:
• Establishes pre-qualified suppliers
• Sets pricing and contractual terms in advance
• Does not guarantee purchase volumes
• Allows participating organizations to issue call-ups as needed
Your submission should demonstrate sustainable pricing, operational capacity, and long-term reliability.
4. Meet All Mandatory Requirements
Mandatory requirements are applied as written.
Before submitting, confirm:
• All required forms are completed and signed
• Insurance and compliance documentation is included (if required)
• Your pricing is submitted in the prescribed format
• You meet eligibility and qualification thresholds
If a requirement is unclear, use the formal question period to request clarification.
5. Use the Formal Question Process
All supplier inquiries must be submitted through the designated contact identified in the RFSO and within the stated question period.
Best practice:
• Submit questions early
• Reference specific section numbers
• Do not contact Procurement Solutions staff outside the formal process
All responses to supplier questions are shared transparently to ensure equal access to information.
6. Structure Your Response to Match the Evaluation Criteria
Evaluators score submissions based on the criteria set out in the RFSO.
To strengthen your response:
• Mirror the structure of the rated criteria
• Use headings that correspond to evaluation sections
• Provide clear, measurable examples
• Avoid general marketing language
Make it easy for evaluators to locate and assess your responses.
7. Follow the Pricing Instructions Exactly
Pricing schedules must be completed exactly as provided.
Ensure:
• All requested pricing fields are completed
• Unit pricing and extensions are accurate
• Taxes are treated as specified
• Any permitted escalation rules are clearly understood
Pricing must be commercially sustainable for the full term of the Standing Offer.
8. Review the Master Agreement Terms
Our RFSOs include a draft Master Agreement. This agreement establishes the baseline contractual framework for awarded suppliers.
Before submission:
• Review indemnity and liability provisions
• Confirm insurance coverage requirements
• Ensure internal approval authority
• Assess operational capacity to meet performance obligations
Submission of a bid indicates acceptance of the agreement framework, subject only to the process described in the RFSO.
9. Submit in Accordance with the Stated Instructions
Late or improperly submitted responses may not be accepted.
Before submitting:
• Confirm file format requirements
• Follow file naming conventions
• Verify digital signature requirements (if applicable)
• Submit in advance of the deadline
Suppliers are responsible for ensuring successful delivery of their submission.
10. After Award
If awarded a Standing Offer, suppliers are expected to:
• Honour pricing and contractual commitments
• Respond to call-ups from participating organizations
• Meet performance and reporting expectations
• Maintain required insurance and compliance documentation
Ongoing performance may influence future eligibility.
Our Commitment to Fairness
Procurement Solutions conducts all competitive processes in alignment with trade agreements and public-sector procurement principles, including fairness, transparency, and equal treatment of suppliers.
All suppliers are provided equal access to information. Awards are based solely on published criteria and documented evaluation results.
We encourage suppliers to approach our RFSOs with clarity, discipline, and respect for process. A compliant, well-structured submission strengthens your opportunity — and contributes to a defensible procurement outcome for all parties.1.
