Information to submit with a bid or offer and update as required

Section 13 of the policy requires suppliers to provide a list of names for verification when submitting a bid or offer for contracts and real property agreements subject to the policy.

The names provided will be verified prior to contract or real property agreement award to ensure that the supplier is not ineligible or suspended from doing business with the Government of Canada.

Regardless of a supplier’s status under the policy, this is a mandatory requirement for the award of a contract or real property agreement to which the policy applies.

The following names must be provided for verification:

• For a sole proprietor, the name of the owner
• For a private corporation, the names of all directors and the names of all individuals or entities that hold 5% or more of ownership
• For a public corporation, the names of all directors
• For a non-profit, the names of all directors
• For a general partnership, the names of all of the partners
• For limited partnerships (LP) and limited liability partnerships (LLP):
  • the names of all the general partners, in addition:
    • if the general partner is a public or non-profit corporation, the names of all directors
    • if the general partner is a private corporation, the names of all of the directors as well as the names of all individuals or entities that hold 5% or more of ownership
  • For a trust:
    • the names of the trustees, in addition:
      • if the trustee is a public or non-profit corporation, the names of all directors
      • if the trustee is a private corporation, the names of all of the directors as well as the names of all individuals or entities that hold 5% or more of ownership

This information is to be included with the supplier’s bid or offer. Failure to submit this information with a bid or offer, where required, will render the bid or offer non-compliant, or the supplier otherwise disqualified for award of a contract or real property agreement. This information may be provided by using the List of names for integrity verification form.

By submitting a bid or offer in response to a bid solicitation or real property agreement, a supplier is certifying the following:

1. it has read and understands the Ineligibility and Suspension Policy (the policy)
2. it understands that certain circumstances, as described in the policy, will or may result in a determination of ineligibility or suspension under the policy
3. it is aware that Canada may request additional information, certifications, and validations from the supplier or a third party for the purpose of making a determination of ineligibility or suspension
4. none of the circumstances listed under “Information on Charges, Convictions and Other Circumstances” in the Integrity declaration form, and described in Appendix 2 of the policy, that will or may result in a determination of ineligibility or suspension, apply to itself, its affiliates or its proposed first tier subcontractors, and
5. it is not aware of a determination of ineligibility or suspension issued by Canada that applies to it

If a supplier is unable to provide all of the certifications listed above, it must submit a completed Integrity declaration form to the Office of Supplier Integrity and Compliance.

If a supplier is able to certify compliance as part of their bid or offer, they do not need to complete an Integrity declaration form.

In cases where the supplier is asked to provide additional information, including third-party validations, certifications, consent forms, etc., the supplier must provide the requested information within the time specified. Failure to do so may render the supplier ineligible to contract or enter into a real property agreement with Canada.

In the event that the information the supplier submitted with a bid or offer changes at any point, it is the responsibility of the supplier to submit updated information, in writing.

• During the bid or offer evaluation stage, a supplier must, within 10 business days, inform the contracting authority in writing of any changes affecting the list of names that was submitted
• Following contract award and during the performance of a contract or real property agreement, a supplier has a continuing obligation to inform the Office of Supplier Integrity and Compliance, within 22 working days, of:
  • any charge, conviction or other circumstance relevant to the policy with respect to itself, its affiliates and its first-tier subcontractors, and
  • any change affecting the list of names submitted with the bid or offer

The Registrar can be contacted by mail using the address provided on the Contact the Office of Supplier Integrity and Compliance page, indicating C/O the Registrar of Ineligibility and Suspension.