ProServices
Requesting an exemption: Checklist and next steps

ProServices is a mandatory method of supply. Departments must show that they exercised due diligence using ProServices before an exemption can be considered.

Before requesting an exemption, ensure you have:

• reviewed all ProServices streams and categories
• confirmed whether your requirement could fit under an existing category

Exemption requests will only be reviewed if submitted by a departmental Procurement Team Leader or Procurement Manager.

Situations where an exemption may be required

Use the sections below to determine which situation applies to your requirement and what information is needed.

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

Step 1: Check category coverage

• Is there a ProServices streams or categories that could align with your requirement? If yes, go to step 2

Step 2: Conduct a Preliminary Information Request (PIR)

• Complete a ProServices PIR using the approved template
• Send it to suppliers in the relevant category

Step 3: Review PIR results

• If responses are positive
  • issue a Request for Proposal (RFP) to responding suppliers
• If there are no positive responses, include the following in your exemption request:
  • PIR email and supplier responses (if any)
  • estimated dollar value of the requirement
  • Centralized Professional Services System (CPSS) supplier search results (filtered and final list)
  • Statement of Work (SOW)

2. When a request for proposal is unsuccessful

A) When RFP yielded no results:

• did suppliers provide feedback on why they did not bid?
• was the correct ProServices category used?
• were the evaluation criteria too restrictive?
• was a PIR conducted before issuing the RFP to identify additional suppliers?

After reviewing the bullets and the request for exemption is still needed, please provide the following information in your exemption request to ProServices:

• Statement of Work (SOW)
• RFP, including the list of invited suppliers
• CPSS supplier search results (filtered and final list)
• PIR email showing it was sent to all prequalified suppliers
• Total estimated dollar value of the requirement

B) When no bids were compliant

Before requesting an exemption, consider:

• were the criteria overly restrictive?
• was feedback received from bidders during the solicitation?
• was a PIR conducted prior to the RFP?

After reviewing the bullets and the request for exemption is still needed, please provide the following information in your exemption request to ProServices:

• Statement of Work (SOW)
• RFP and bidder feedback (if applicable)
• CPSS supplier search results (filtered and final list)
• PIR email showing it was sent to all prequalified suppliers
• Total estimated dollar value of the requirement