Reference sheet: Preparing to bid on an opportunity

Learn the basic process for bidding on opportunities

Many Government of Canada contracts are awarded through a competitive process, which requires that you submit a bid. Requirements can be quite specific. Bids must meet all of the requirements in the solicitation document and offer the best value for money.

Understand the bidding process

Review and understand an opportunity

Every bid solicitation is unique. Read all the terms and conditions and follow the instructions thoroughly. Solicitation documents are usually divided into six parts, plus annexes.

You must fulfill all mandatory criteria in order to move forward in the evaluation process.

Monitor the solicitation for any amendments. It is your responsibility to make sure you are aware of any amendments or questions and answers posted during the bidding process.

• Attend a Bidder’s Conference to seek clarification
• Review the policy for communications during a solicitation period
• Follow tender notices
• Signal your interest in partnering for an active tender

Learn about your responsibilities as a bidder: Review the clauses, general conditions and standard instructions in the solicitation, and consult the Standard Acquisition Clauses and Conditions (SACC) Manual for more detailed explanations.

Decide to bid on the opportunity

When deciding whether or not to bid on an opportunity, consider:

• Is my business capable of offering the service or product requested?
• Does my business meet the evaluation criteria?
• Is my business willing to accept all the terms and conditions?
• Is my business prepared to accept the basis of payment or pricing method?
• Should you partner with another supplier?

Determine who could be your competition and whether or not you are capable of winning against them.

• Learn about searching for award notices and contract history

Obtain security clearance

A security clearance is necessary when a Government of Canada contract requires your personnel to access classified or protected information, assets or sensitive federal work sites. Security requirements are identified in the solicitation document.

For contracts that require organization clearance, you must submit your application for screening when you bid.

For contracts that require personnel clearance, you can generally apply for screening once you have been awarded a contract or qualified for a Standing Offer or Supply Arrangement.

Contact the contracting authority listed in the solicitation document for questions about the security requirements of a specific opportunity.

• Understand security clearance requirements
• Review the security requirements checklist
• Contact the Contract Security Program

Prepare your bid document

When preparing your bid, be sure to follow the format stipulated in the solicitation document, including signing to indicate that you have accepted the Terms and Conditions.

Answer each item in accordance with the evaluation criteria, making sure you provide all requested information and clearly demonstrate your ability to do the work.

You will need to include all necessary supporting information that shows you meet the required criteria. This could include technical specifications, proof of certification, resumes, or descriptions of past projects. The solicitation document will specify the documents required.

Sample approach to preparing a submission

Note: Every bid solicitation is unique. This sample is based on common solicitation documents.

1. Look for any deliverables required prior to closing date (Samples, site visits, bidder’s conferences, security clearance.)
2. Review the solicitation to find information on the question period.
3. Look for closing date, time, acceptable submission methods and Bid Preparation Instructions.
4. Review the mandatory criteria, including the standard clauses that are applicable to the solicitation.
5. If you are submitting your bid using Canada Post's Connect service, open a Connect conversation with the bid receiving unit.
6. Review the Statement of Work, including any mandatory and rated requirements.
7. Review the basis of selection and evaluation criteria.
8. Understand the pricing structure and basis of payment.
9. Complete all necessary certifications.
10. Assemble your bid document.

Pro tip: The Bid Prep Instructions section of a solicitation document explains which sections to include in your submission, along with instructions on how to create and submit your bid.

Submit your bid

Verify how your bid can be submitted. For some Public Services and Procurement Canada tenders, bids can be submitted electronically using Canada Post’s Connect online service. Create your Connect account in advance so you’re ready to submit your bid documents on time. You will need a confirmation email from Connect to verify that your bid has been submitted.

• Register for Connect

Note: Connect is used only to submit your bid and receive a confirmation email. If you need to contact the Contracting Authority, follow the communication instructions in the solicitation documents.

Tender opportunities posted to the electronic procurement solution require bid submission through SAP Ariba. Each procurement opportunity will clearly detail the delivery method to submit a bid.

• Learn about responding to opportunities on SAP Ariba

After the bid is submitted

During the evaluation process, the buyer may contact you for clarification on your bid. A request for clarification does not delay the evaluation or contract award process. Respond to any questions by the date and time stipulated in the request.

When the bid evaluation is complete, an Award Notice is posted online. You will be notified of the result whether or not your organization was awarded the contract. Notifications are given by telephone, followed by a letter.

• Review the process for notifying bidders
• Request a debrief from the contracting authority
• Learn the rules and process for bidder debrief sessions
• Learn about the procurement dispute management and complaint processes

Note: There are strict deadlines for bringing bid protests, and the time periods vary depending on where the bid protest is brought. Suppliers may wish to consult their own lawyers on the appropriate forum for bringing a bid protest.

Electronic procurement

The Government is moving federal procurement online. You may be able to bid on some tender opportunities through the electronic procurement solution. Learn about electronic procurement.

Get assistance

Attend a seminar to learn more about doing business with the Government of Canada.

If you need help understanding the federal procurement process or registering for a procurement business number:

• Contact the National InfoLine 1‑800‑811‑1148 (Monday to Friday 8:00 am to 5:00 pm ET);
• Request a callback from Procurement Assistance Canada; or,
• Find a regional office near you. We have a network of offices across Canada.