Procurement Procedures Training for Open Competitions

Procurement Procedures Manual
for Public Sector Organizations covering various topics like Procurement Protocols, Procedures, Methods, and Planning including Purchasing Agreements, Contract Management, SRM, Bidding process, RFX process and Open Tendering process

1. Deployment Training Procurement Procedures Manual Procurement Advisory Office

2. Procurement Procedures Manual

3. Procurement Protocols

4. Procurement Method and Applicable Protocols Procurement Method Applicable Protocols All Procurements Methods Procurement Planning Protocol All Procurement Methods Contract Management Protocol Supplier Performance Evaluation Protocol Supplier Suspension Protocol (if required)

5. Procurement Method and Applicable Protocols Procurement Method Applicable Protocols Order from Supply Arrangement No additional protocols Roster Competition Qualified Supplier Roster Protocol Document Drafting Protocol Non-Competitive Procurement Non-Competitive Procurement Protocol   Negotiation Protocol Low Value Procurement No additional protocols Invitational Competition Invitational Competition Protocol Document Drafting Protocol

6. Procurement Method and Applicable Protocols Procurement Method Applicable Protocols Open Competition Open Competition Protocol Format Selection Protocol Document Drafting Protocol Qualified Supplier Roster Protocol (if applicable) Enhanced Consensus Scoring Protocol (if applicable) Negotiation Protocol (if applicable) Debriefing Protocol (if required) Bid Dispute Resolution Protocol (if required)

7. Procurement Planning

8. Initial Planning Steps

9. Existing Supply Arrangement Procurement Method Existing Standing Offer or Cooperative Purchasing Arrangement Order Process Existing Qualified Supplier Roster Roster Competition Special Circumstances Procurement Method Single Source / Sole Source Non-Competitive Procurement Procurement Value Procurement Method Not exceeding $10,000 Low Value Procurement Greater than $ 10,000 to $50,000 Invitational Competition Greater than $50,000 Open Competition

10. Procurement Method and Applicable Protocols Procurement Method Applicable Protocols Order from Supply Arrangement No additional protocols Roster Competition Qualified Supplier Roster Protocol Document Drafting Protocol Non-Competitive Procurement Non-Competitive Procurement Protocol   Negotiation Protocol Low Value Procurement No additional protocols Invitational Competition Invitational Competition Protocol Document Drafting Protocol

11. Procurement Method and Applicable Protocols Procurement Method Applicable Protocols Open Competition Open Competition Protocol Format Selection Protocol Document Drafting Protocol Qualified Supplier Roster Protocol (if applicable) Enhanced Consensus Scoring Protocol (if applicable) Negotiation Protocol (if applicable) Debriefing Protocol (if required) Bid Dispute Resolution Protocol (if required)

12. Standing Offer or Cooperative Purchasing Arrangement Submit Procurement Requisition Form to Procurement Office. Procurement Office will place the order in accordance with the terms of the Standing Offer or Cooperative Purchasing Arrangement.

13. Roster Competition Submit Procurement Requisition Form to Procurement Office. Refer to the Qualified Supplier Roster Protocol. The Procurement Office will manage the Roster Competition by inviting quotes from the suppliers on the roster.

14. Non-Competitive Procurement Follow the Non-Competitive Procurement Protocol . Complete the Non-Competitive Procurement Requisition Form. If a Notice of Intent to Award is required, it must be prepared and posted for a minimum of 7 days. If objections are received in response to a Notice of Intent to Award and there is evidence of competition, a competitive process will be required. If no valid objections are received, obtain authorization from the Director and the Manager of Financial Services (if the value is between $10,000 and $50,000) or the Company’s Manager (if the value is over $50,000).

15. Non-Competitive Procurement If the Non-Competitive Procurement is authorized, proceed with negotiation of contract. Refer to Document Drafting Protocol and Negotiation Protocol for guidance. File and retain the approved Non-Competitive Procurement Requisition Form and all supporting documentation. If required, the Procurement Office will post a notice of award.

16. Low Value Procurement (up to $10,000) There are no additional protocols to follow. Low Value Purchases are addressed in section 5.2 of the Procurement Policy. Determine supplier - obtain multiple quotes if practicable. Ensure you have delegated approval authority. Proceed with purchase using P-Card, PO or petty cash.

17. Invitational Competition ($10,000 - $50,000) Follow the Invitational Competition Protocol . Prepare IRFQ/P document, refer to Document Drafting Protocol for guidance. Email IRFQ/P to at least three suppliers. If necessary, prepare an addendum to revise the IRFQ/P or respond to questions from suppliers. Email the addendum to all invited suppliers. Receive and evaluate bids (minimum of two evaluators). Apply the local preference policy, if applicable and disclosed in the solicitation document. Obtain approval to award the contract and send the Contract Award Approval form to the Procurement Office. Issue Purchase Order to successful supplier and notify unsuccessful suppliers. Retain all documentation related to the procurement.

18. Open Competition (above $50,000) Submit Procurement Requisition Form to Procurement Office. Begin completing the detailed Procurement Plan using the template provided. Detailed procurement planning is focused on five key design planning questions: What are you buying? (requirements, specifications, material disclosures) What is the pricing structure? What is the evaluation plan? What are the contract terms? (pre-defined or negotiated) What is the appropriate form of solicitation document? Refer to the Document Drafting Protocol for guidance when completing the Procurement Plan.

19. Open Competition (above $50,000) Use the Format Selection Protocol to select the appropriate form of solicitation document. SRFQ/SRFP ($10,000 - $50,000, if conducting Open Competition) RFQ ($50,000 - $100,000, based on lowest price) RFT (over $100,000, based on lowest price) No-Negotiation RFP (irrevocable bids, based on highest scoring) Negotiated RFP (non-binding, based on highest scoring ) RFPQ followed by RFT or RFP (two-stage competition) RFSO (to establish Standing Offer) RFSQ (to establish Qualified Supplier Roster)

20. Open Competition (above $50,000)   Determine whether the procurement is a “major project” based on value, complexity, risk level and public profile. Any procurement of goods and non-consulting services with a procurement value greater than $3M or for consulting services with a procurement value greater than $500,000, will be considered a major project, unless the Service Area can establish that the procurement is of a routine nature. If it is a major project, consider the need for: the retention of external advisors; the appointment of an internal project lead to coordinate input from multiple Service Areas or stakeholders; the early involvement of legal counsel; and the engagement of a Fairness Monitor.

21. Open Competition (above $50,000)   Work with the Procurement Office to finalize the Procurement Plan and follow the Open Competition Protocol Work with the Procurement Office to prepare the solicitation document based on the template for the selected format. If the intent of the Open Competition is to establish a Qualified Supplier Roster, refer to the Qualified Supplier Roster Protocol for additional guidance in preparing the RFSQ document. Use the Solicitation Document Checklist in order to finalize the solicitation document.

22. Open Competition (above $50,000) The Procurement Office will post the solicitation document and manage all communications with potential bidders. Following the submission deadline, the Procurement Office will review all bids to ensure compliance with mandatory submission requirements and, if applicable, will manage the rectification process. All evaluators will sign the Conflict of Interest and Confidentiality Declaration. In a low bid evaluation process, the evaluation team will review the compliant bids and determine the lowest submitted price. Apply the local preference policy, if applicable and disclosed in the solicitation document. In a high score evaluation process, bids will be evaluated in accordance with the Enhanced Consensus Scoring Protocol

23. Open Competition (above $50,000) In the case of a Negotiated RFP process, the evaluation team will recommend the selection of the short-listed bidders. The Procurement Office will notify the selected bidders and schedule the negotiation sessions. Those involved in conducting the negotiations should refer to the Negotiation Protocol for guidance. The Procurement Office will manage the submission process for the Best and Final Offers (BAFOs). The BAFOs will be evaluated in accordance with the Enhanced Consensus Scoring Protocol.

24. Open Competition (above $50,000) The preferred bidder(s) will be determined based on the results of the evaluation process in accordance with the solicitation document. In the case of a prequalification process, to prequalify bidders for a second-stage competitive process, the Procurement Office will notify the bidders of the outcome of the pre-qualification process. In the case of a contract award, the Contract Award Approval form must be completed and submitted to the Procurement Office. When all required approvals have been obtained, the Procurement Office will notify the selected bidder and ask the bidder to satisfy any conditions of award and sign the contract.

25. Open Competition (above $50,000) Once the contract is finalized, the Procurement Office will notify unsuccessful suppliers and publish the notice of award. Unsuccessful bidders may request a debriefing. Debriefings will be managed in accordance with the Bidder Debriefing Protocol. If a bidder makes a formal complaint about the procurement process, the dispute will be managed in accordance with the Bid Dispute Resolution Protocol.

26. Procurement Method and Applicable Protocols Procurement Method Applicable Protocols Open Competition Open Competition Protocol Format Selection Protocol Document Drafting Protocol Qualified Supplier Roster Protocol (if applicable) Enhanced Consensus Scoring Protocol (if applicable) Negotiation Protocol (if applicable) Debriefing Protocol (if required) Bid Dispute Resolution Protocol (if required)

27. Format Selection Protocol Purpose and Interpretation Forms of Template Solicitation Documents Selection Factors Selection Tools Market Research Tool Appendix A - FSQ: Format Selection Questionnaire Appendix B - PFC: Procurement Format Checklist

28. Document Drafting Protocol Purpose and Interpretation General Drafting Principles Initial Mapping Statement Describing the Requirements and Specifications Material Disclosures Pricing Structure Selection Evaluation Methodology Integration of Components Version Control – Reviewing and Revising

29. Qualified Supplier Roster Protocol Purpose Interpretation Establishing a Qualified Supplier Roster Preparing the RFSQ Conducting the RFSQ Process Posting of Solicitation Document Time Period for Bid Submission Roster Refresh Process Removing Suppliers from the Qualified Supplier Roster Roster Competitions

30. Enhanced Consensus Scoring Protocol Purpose and Interpretation Objectives Overview of the Enhanced Consensus Scoring Method Setting the Variation Tolerance Scheduling and Preparing for the ECS Sessions Conducting the ECS Sessions Finalizing the Scores Recordkeeping Appendix A-ES: Example Scenario

31. Negotiation Protocol Purpose and Interpretation Negotiation with Supplier in a Non-Competitive Procurement Negotiation with Bidders in a Competitive Process Planning for Negotiations Initiating Negotiations Conducting Negotiations Recordkeeping Finalizing the Agreement

32. Bidder Debriefing Protocol Purpose and Interpretation Bidder’s Right to a Debriefing Responsibility for Conducting Debriefing Initiation and Scheduling of a Debriefing Preparing for the Debriefing Conducting the Debriefing Debriefing Follow-Up

33. Bid Dispute Resolution Protocol Purpose and Interpretation Scope of the Procurement Protest Process Application Procurement Protest Process

34. Contract Management   Manage all contracts in accordance with the Contract Management Protocol. Provide the supplier with copies of the Interim and Final Performance Evaluation Reports that will be used to rate the supplier’s performance in accordance with the Supplier Performance Evaluation Protocol. Complete Interim Performance Evaluation Reports annually and/or at time of renewal. Prepare Incident Reports in the event of specific incidents of poor performance. If performance issues are identified, prepare Performance Corrective Action Plan.

35. Contract Management   Complete the Final Performance Evaluation Report upon completion or termination of the contract. If the evaluation results in a recommendation to suspend the supplier from participating in future procurement processes, review the recommendation with the Service Area Head, notify the Procurement Office and follow the Supplier Suspension Protocol. Retain all original Interim and Final Performance Evaluation Reports, as well as any Incident Reports and Performance Corrective Action Plans and provide copies to the Procurement Office.

36. Contract Management Protocol Purpose and Interpretation General Principles Roles and Responsibilities Role of Service Area Heads and Designates Role of Contract Administrator Role of the Procurement Office Contract Renewals, Amendments and Scope Changes Contract Disputes Document Retention and Contract File Appendix A-CO: Contract Change Order

37. Supplier Performance Evaluation Protocol Purpose and Interpretation Performance Evaluation Incident Reports Performance Corrective Action Plan Interim Performance Evaluation Report Final Performance Evaluation Report Decision to Suspend

38. Supplier Performance Evaluation Protocol Retention of Evaluation Reports Disclosure of Results to Others Consideration of Performance in Evaluation of Bids Appendix A - IPE: Interim Performance Evaluation Report Appendix B - FPE: Final Performance Evaluation Report Appendix C - IR: Incident Report Appendix D - PCAP: Performance Corrective Action Plan

39. Supplier Suspension Protocol Purpose and Interpretation Application Reasons for Suspension Process for Suspension Appeal Suspension Decision Application for Reinstatement Appeal Reinstatement Decision Suspended Suppliers List Appendix A-SR: Suspension Recommendation Report

40. Procurement Protocols

41. Existing Supply Arrangement Procurement Method Existing Standing Offer or Cooperative Purchasing Arrangement Order Process Existing Qualified Supplier Roster Roster Competition Special Circumstances Procurement Method Single Source / Sole Source Non-Competitive Procurement Procurement Value Procurement Method Not exceeding $10,000 Low Value Procurement Greater than $10,000 to $50,000 Invitational Competition Greater than $50,000 Open Competition

42. Procurement Method and Applicable Protocols Procurement Method Applicable Protocols All Procurements Methods Procurement Planning Protocol All Procurement Methods Contract Management Protocol Supplier Performance Evaluation Protocol Supplier Suspension Protocol (if required)

43. Procurement Method and Applicable Protocols Procurement Method Applicable Protocols Order from Supply Arrangement No additional protocols Roster Competition Qualified Supplier Roster Protocol Document Drafting Protocol Non-Competitive Non-Competitive Procurement Protocol   Negotiation Protocol Low Value Procurement No additional protocols Invitational Competition Invitational Competition Protocol Document Drafting Protocol

44. Procurement Method and Applicable Protocols Procurement Method Applicable Protocols Open Competition Open Competition Protocol Format Selection Protocol Document Drafting Protocol Qualified Supplier Roster Protocol (if applicable) Enhanced Consensus Scoring Protocol (if applicable) Negotiation Protocol (if applicable) Debriefing Protocol (if required) Bid Dispute Resolution Protocol (if required)

45. Procurement Protocols