Understanding & Responding to Government Procurement Processes Course

This course was developed for the Government/Non Profit Initiative by Liz Lowe of Procurement Advisory Services in Shared Services BC. It is designed to be of benefit to both organizations seeking to bid on contracts with the Provincial Government as well as government writers and evaluators of RFPs. The full two-day workshop provides a joint training session to give both government and non-government participants the opportunity to “walk a mile” in each other’s shoes and build a better understanding of all aspects of the government procurement processes.

The videos posted here were recorded at a live classroom session in Vancouver. The course has been broken down into small topic specific sections to enable users to schedule their own learning, or to go to a specific topic of interest.

NOTE: The Sample RFP and Evaluation Handbook are for the sole purpose of the GNPI UNDERSTANDING & RESPONDING TO GOVERNMENT PROCUREMENT PROCESSES Course. They are intended to assist participants with understanding the procurement process. In no way are these samples intended to be an actual representation of services purchased or needed by the Province. By participating in the workshop using this sample RFP and Evaluation Handbook, neither the attendees nor the Province are bound to any representations made as part of the workshop.

1. Introduction to GNPI and Procurement Planning Principles

Maire McAdams, Project Manager for GNPI provides some background on the initiative and the principles guiding procurement planning.

2. Introductions, Roles, Course Objectives (4 min, 47 sec)

Meet the instructor, GNPI staff, and learn about the objectives, structure and focus of the course.

Liz Lowe will explain that:

The example documents (mock RFP, mock evaluation handbook) that accompany this course are designed as learning tools. THIS COURSE DOES NOT PROVIDE examples of “winning” proposals, but an example case study to assist participants in thoroughly reviewing the procurement process from the perspective of those writing RFPs, responders to an RFP, and evaluators of proposals.
The case study used in this course is intentionally not specific to social service organizations.

NOTE: The Sample RFP and Evaluation Handbook are for the sole purpose of the GNPI UNDERSTANDING & RESPONDING TO GOVERNMENT PROCUREMENT PROCESSES Course. They are intended to assist participants with understanding the procurement process. In no way are these samples intended to be an actual representation of services purchased or needed by the Province. By using this sample RFP and Evaluation Handbook, neither the attendees nor the Province are bound to any representations made as part of the workshop.

3. Communication (17 min 48 sec)

One of the objectives identified by participants for the course is “decoding the language”.

Liz explains some of the key language used in RFPs, the communication process with proponents, interpreting and crafting mandatory requirements, and gives real case examples where communication issues lead to problems for government or proponents. She gives her advice on how to manage the communication process to achieve the best outcomes for all.
Topics include:

Understanding the use of mandatory requirements
Proponents’ meetings – how to have a successful session
Asking questions during the bidding process

4. Mandatory Requirements (17 min 39 sec)

Topics include:

Interpreting mandatory requirements
RFP Mandatories versus contract mandatories
Terms and conditions – asking questions and responding to them

5. Terms and Conditions (6 min 9 sec)

Exploring the use of the word “must” in RFPs

Topics include:

Quiz # 1
Best practice in terms and conditions
The role of questions period in the procurement process
Procurement Law
Non Compliant Proposals

6. Procurement Law (12 min 14 sec +)

Topics include:

Legal structure of the bidding process (Contract A and B)
Equal treatment for all proponents
What is negotiable in an RFP
Writing a clear and competitive RFP
Proponents who pass the mandatory requirements enter Contract A

7. Trade Agreements and Policy (3 min 21 sec); Policy (37 seconds); & Direct Awards (3 min 7 sec)

The impact of Trade Agreements and Policy on the procurement process in BC

Topics include:

Out of province proponents
Valuing local knowledge and connections
When a service must go to competition
Exemption for social services delivered on behalf of government, but not on government policy

8. BC Bid (18 min 25 sec)

An introduction to the BC Bid tool.

Topics include:

Searching for opportunities
Services for vendors – eNotification and eBidding
Downloadable guides for suppliers and government staff
Checking for addenda to RFPs during the bidding process
Seeking clarification
The BC Bid RFP Posting Page
Amendments during the bidding period
Communication during the bidding process
Proponent meetings

9. Corporate Supply Arrangements (42 sec)

Quiz #2

When would you use an RFI? And RFP? An ITQ etc.

10. Invitation to Tender (37 sec)

Introduction to the Invitation to Tender

11. RFP Overview (5 min 14 sec)

Using the RFP

Price is not the sole determinant
Other reasons for using an RFP
Sole Source (direct awards)
The RFP process from posting to debriefings of unsuccessful proponents

12. RFP Development (3 min 43 sec)

How the RFP is Developed

Number of staff involved in writing RFPs
Sufficient time to respond

13. RFP Content: Front Page (10 min 36)

Information on the Cover Page of the RFP

Government contact
Delivery of Proposal
Proponents’ meetings
Questions about mandatory requirements
Designing or amending mandatory requirements
Closing date and time
Proponents’ section – legal commitments

14. RFP Content: Definitions & Administrative Requirements (9 min 29 sec)

Introduction to

Terms and Conditions
Addenda & receipt confirmation form
Late proposals
Changes to proposals
No lobbying