Getting Compliant Proposals Public Works and Government Services Canada (PWGSC) Jul 2013

2 Background Increasing concern with the number of high-value procurements cancelled due to no compliant bids (e.g. Integrated Soldier Systems Project (ISSP)) Resolicitation results in delays and extra costs for government and industry Bidders often found non-compliant due to mistakes in the information provided or missing information Submitting corrective or missing information after bid close normally not allowed – unfair to other bidders In Jan 2013 a Working Group (WG) was convened by PWGSC to propose measures to reduce risk of non-compliant bids

3 Recommendations from WG Reduce the number of mandatory requirements to the bare minimum Build in provisions for the submission of some documents (e.g. certifications, test reports) after bid close Include a formal, two-step, bid evaluation process that identifies where bidders are non-compliant and gives non-compliant bidders a second chance to demonstrate compliance. To be used for paper-based evaluation elements only (not for hands-on equipment evaluation)

4 Doing the Two-Step Two-Step Bid Evaluation Process supported by all stakeholders consulted (Legal, Policy, Fairness Monitor and National Defence). Key considerations in garnering stakeholder support were: –transparency and fairness – specify in the Request For Proposal (RFP) the process to be followed, make it well understood and apply it in the same way to all bidders –limiting information provided to non-compliant bidders – just the criteria that had been failed, and for rated criteria, the score attained –regarding the final score to be awarded in the case of failed, rated criteria, limiting the score to the one originally received

5 Pilot of Two-Step Bid Evaluation Process Integrated Soldier Systems Project (ISSP) re-solicitation selected to pilot the Two-Step Bid Evaluation Process Briefed to ISSP Industry Day one month before RFP release and to Bidders’ Conference one month after RFP release Industry feedback so far has been enthusiastically positive Wider industry consultation to be undertaken.

6 Next Steps Monitor the pilot and assess the implications Consult more widely with Industry to assess support for new bid evaluation process (through webinars and online feedback process) If Industry consultation is positive, consider use of the Two-step Bid Evaluation Process for other upcoming procurements