vendor workshops oct 10, 2017 - handouts · gnwt procurement shared services (pss) bidding and...

10/10/2017

1

GNWT Procurement Shared Services (PSS)Bidding and Doing Business with the GNWT

Oct 2017, Art Durkee, PSS

AGENDA1. Procurement Shared Services (PSS)2. How to bid on GNWT Tenders & Proposals3. Recent changes for contracts and purchases

under $25,0004. How to fill out Business Incentive Policy (BIP)

forms when bidding on contracts5. How to Do business with the GNWT.

2Procurement Shared Services

10/10/2017

2

1. Procurement Shared Services (PSS)

Procurement of all goods and services valued over

$25,000 for goods, and $10,000 for services(excludes

construction) from start to finish

Fair, Open & Transparent for vendors/public

adhering to GNWT policies for GNWT depts

Releases against SOA’s over $25,000

Procurement of air charters

4

PSS Responsibilities

10/10/2017

3

How Do I Access/Contact PSS?• Website (when click on Procurement from the PWS home

page)

• https://www.inf.gov.nt.ca/en/services/procurement-shared-

services

• Telephone (867) 767-9044 ext 32118 - General Inquiries

• Email Support [email protected]

5

10/10/2017

4

7

8

PSS

10/10/2017

5

Contract Event Opportunities Website

Website Features

10/10/2017

6

Listings of Event Opportunities

10/10/2017

7

2. How to Bid on GNWT Tenders & Proposals

Common Methods of Procurement

Request for Tenders (RFT)• Price-based bidding process• Evaluation of bids is based

strictly on price• Vendor submissions are

referred to as “bids” and vendors as “bidders”

• Bids must comply with all requirements and specifications unless specifically stated otherwise

Request for Proposals (RFP)• Solution-based process • Evaluation typically involves:

SolutionQualificationsExperiencePrice

• Vendor submissions are referred to as “proposals” and vendors as “proponents”

• Proposals must comply with all Mandatory Submission Requirements stated in the RFP

10/10/2017

8

Common Mistakes in BidsUnlike RFP processes, where proposals areevaluated in accordance with pre-establishedrating criterion, bids are assessed strictly oncompliance and lowest price.Bids must comply with all requirements and/orspecifications provided in the RFT documentation(unless otherwise noted). Consequently, mostmistakes in bids result in the outright rejection ofthe bid.

11. The GNWT reserves the right to negotiate price, scope of work, or both, with the responsibleand responsive bidder determined to have submitted the lowest bid after applying the Business Incentive Policy adjustment(s).

Tender EvaluationResponsible & Responsive

10/10/2017

9

How to Successfully bid on Tenders.

• Ask questions • Read and Follow Instructions and Formats• Accept the stated terms and conditions• Submit your bid on time• Make sure prices are correct• Provide the detailed information as requested.• Do not qualify or make a counter offer on your

bid submission


Tips for writing proposals for Request for Proposals (RFPs)

• Ask questions if unclear• Organize your proposal – same format

as in the RFP• Address the mandatory requirements • Describe how you would do the work • Introduce your team • Explain your quoted price • Address each and every point • Key points to remember


10/10/2017

10

1.3.3 If a contract is to be awarded as a result of this RFP, it shall be awarded to the Proponent who is responsible and responsive and whose Proposal provides the best potential value to the GNWT. Responsible means the capability in all respects to perform fully the contract requirements and the integrity and reliability to assure performance of the contract obligations.

Proposal EvaluationResponsible & Responsive



• Ask questions if unclear• Organize your proposal – same format

as in the RFP• Address the mandatory requirements • Describe how you would do the work • Introduce your team • Explain your quoted price • Address each and every point • Key points to remember

10/10/2017

11



• Key points to remember• Organize and match the RFP sequence• Complete, concise and precise; check & compare• Sell yourself• More points, more complete responses• Don’t forget to sign• Follow the timelines, directions, addendums• No info, no score

Common Mistakes in Proposals• Roles of team members not clearly explained

(including on previous reference projects)• Resumes for team members missing

(if requested in the RFP)• Insufficient information provided for previous

reference project (relevant experience)For example: dates missing, dollar value missing,relevance of the project not sufficiently explained, etc.

• Proposed prices (or fees & expenses) submittedin a format that cannot be evaluated

10/10/2017

12

3. Recent changes for contracts and purchases under $25,000

Red Tape Line

24

10/10/2017

13

Sole Sourcing• What is a Sole Source and why do Governments have

them?

• Reasons for a Sole Source:(a) performance of the contract is urgently required

and delay would be injurious to the public interest and safety;(b) only one party is available and capable of

performing the contract;(c) the contract is for professional consulting or legal

services, and will not exceed a max value; or(d) the contract will not exceed a min threshold value.

25

26

• Reasons for a Sole Source:(a) performance of the contract is urgently required

and delay would be injurious to the public interest and safety;

Sole Sourcing

10/10/2017

14

27

• Reasons for a Sole Source:(b) only one party is available and capable of

performing the contract;• a legal cooperative agreement exists • geographic limits • prototype, experiment or original development• statutory monopoly• an absence of competition • compatibility, copyright, patent rights, or warranty • NWT Manufactured Product

Sole Sourcing

28

• Reasons for a Sole Source:(c) the contract is for professional consulting or legal

services, and will not exceed a max value; • Professional services $50,000• Architectural or Engineering services $100,000

or(d) the contract will not exceed a min threshold value.

$5,000 $10,000 or $25,000services goods

Sole Sourcing

10/10/2017

15

Contract Regulations

• Effective April 01, 2016 the GNWT revised Contract Regulations came into effect:

• Changes to the Contract Regulations were:revised sole source limits;identifies what is a professional service.

• BIP was also revised to match Contract Regulationsreporting limits

29

• Best Value• Supporting Local &

Northern Businesses

Sole Source Limits

An increase from $5,000 to under $25,000 for the procurement of untendered general goods and services;

An increase from $25,000 to under $50,000 for the procurement of untendered professional services;

A further increase from $25,000 to under $100,000 if the professional services procured are for Architectural or Engineering Services.

30

10/10/2017

16

Goals of the revised Limits• The revised procurement levels mirror practices in some

other jurisdictions, such as Canada and Ontario, andstrikes an appropriate balance between internal controlsand modern management.

• The GNWT policies needed to keep pace with inflation and modern management practices in other jurisdictions.

• The intent of the revised increases is to help supportnorthern businesses by procuring goods and servicesunder the thresholds, whenever possible, directly fromnorthern business.

31

Goals of the revised Limits• The Government will be able to improve efficiencies as

significant effort is currently expended on low-value contracts.

The Government can now focus on higher value, and more complex contracts and standing offer agreements.

Vendors now will not have to spend as much time and resources doing formal competitions for low valued purchases.

Reporting: Goods over $25K; Services over $10K

32

10/10/2017

17

BIP - Order of Preference

1. Local BIP Registered business2. Regional BIP Registered business3. NWT BIP Registered business4. NWT Non-BIP business5. Non NWT businesses• If there is more than one BIP registered

business• Obtain at least 2 quotes • Ensure best value and fair opportunity

33

Procuring Goods and Services under $25,000

34

Process Goods North. ManufProd.

Services Prof.Services

A&EServices

Depts. on their own -Invoice, credit or contract OR use PSS

Under $25K

Under $5K

Under $10K

Under $10K

Under $10K

Req. & PSS2 quotes recommended;

$5K to $25K

$10K to $25K

$10K to $50K

$10K to $100K

NeedSole Source Form

Over $25K

Over $25K

Over $25K

Over $25K

Over $25K

Formal Tender or RFP - PSS

All values

All values All values All values

Reporting Quarterly Over $25K

Over $5K

Over $10K

Over $10K

Over $10K

10/10/2017

18

Procuring Goods under $25,000• Goods Procurement

Client departments can procure goods valued under $25k directly from vendors. Excluding leases and services and products listed under the GNWT Northern Manufactured PolicyCan use phone call or simple contract and pay by invoiceCan pay by Credit CardUse Standing Offer Agreement (SOA)Must follow BIP priority – Client responsibilityRecommended to get 2 quotes

35

Procuring Services under $10,000• Services Procurement

Client departments can procure services valued under $10k directly from vendors. Excluding leases and services and products listed under the GNWT Northern Manufactured PolicyCan use phone call or simple contract and pay by invoiceCan pay by Credit CardUse Standing Offer Agreement (SOA)Must follow BIP priority – Client responsibilityRecommended to get 2 quotes

36

10/10/2017

19

Procuring Services between $10,000 - $25,000

• Services ProcurementClient departments can procure services valued under $10k directly from vendorsServices estimated to be valued over $10k must be coordinated through Procurement Shared Services including leases and services and products listed under the GNWT Northern Manufactured PolicyPSS will issue and obtain 2 informal quotesPayment by invoice to Financial Shared ServicesUse Standing Offer Agreement (SOA)Must follow BIP priority – Client responsibilityRecommended to get 2 quotes

37

Procuring Goods & Services over $25,000

• Goods & Services Procurement over $25,000Handled through PSSPublic competitive procurement processOr need a signed Sole Source Authorization Form

Professional Services up to $50,000Architectural and Engineering Services up to $100,000

38

10/10/2017

20

Procuring Goods & Services over $25,000

• Goods & Services Procurement over $25,000

• Professional Services up to $50,000• Architectural and Engineering Services up to $100,000

PSS will issue and obtain 2 informal quotesPayment by invoice to Financial Shared ServicesUse Standing Offer Agreement (SOA)Must follow BIP priority – Client responsibilityRecommended to get 2 quotes

39

Note:Professional Services defined as those professionals regulated by NWT legislation.

Any professional service not regulated by NWT legislation would be subject to the $25K sole source limit for goods and services.

40

Procuring Services over $25,000Professional Services

10/10/2017

21

Procuring Goods and Services under the Limits

• Client department responsibilities when procuring goods and services under the $10k limit for services and $25k limit for goods must:

take reasonable steps to obtain the best value possible within GNWT policies;comply with the Business Incentive Policy;comply with the Northern Manufacturers Policy;comply with the Financial Administration Manual;be able to demonstrate that all reasonable steps were taken to obtain the best value possible;

41


42

• EXCEPTIONS

Leases

GNWT Northern Manufactured Products

10/10/2017

22


43

Best Value

Supporting Local & Northern Businesses

4. How to fill out BIP forms

10/10/2017

23

Business Incentive Policy

Registered NWT Businesses can receive a bidincentive of:

15% Northern – anywhere in the NWT5% Local – local to where the work is

being done (as per tender documents)


To comply with the requirements of theBusiness Incentive Policy (BIP), and to receivecredit, bidders and proponents must submitthe BIP forms (as applicable)

• BIP Forms will be included with the RFT or RFPdocumentation.

• Note: Currently RFT’s for goods do not require thecompletion of any BIP forms

10/10/2017

24



10/10/2017

25


Important Notes:

• Credit under the BIP for the NWT and Local LabourContent involved in the provision of services, will beallowed for any company, whether BIP registered ornot.

• Indicate the full business name as it appears on theBIP Registry (www.bipregistry.nt.ca)

• Provide dollar values, don’t use percentages• “Labour” is defined as the fully burdened payroll cost• Declare all subcontractors – if business names are

not included credit will not be given


10/10/2017

26

5. How to Do business with the GNWT.

a) Tips on how to do business with the GNWTb) Where to Find Out About Opportunitiesc) How to market yourself to the GNWT

d) What Happens after you Submit a Bid


5. How to Do business with the GNWT.

10/10/2017

27

Tips on How to do Business with the GNWT

• Watch for our contract opportunities• Over $25,000 = competitive website• Under $25,000

• Submit quotes when asked• Accept credit card and invoice

transactions• Use GNWT phone directory, contact

department representatives in your community, sell yourself as a business

• BIP registered53

Procurement Shared Services

• Watch for our contract opportunities• Respond to a Request for Tenders

(RFT) or a Request for Proposals (RFP)

• Understand the Rules • Focus on how the bids will be evaluated



10/10/2017

28

• Watch for our contract opportunities• Respond to a Request for Tenders

(RFT) or a Request for Proposals (RFP) • Understand the Rules • Focus on how the bids will be

evaluated



Where to Find Out About Opportunities

• Contract Event Opportunities website


• Register for the Commodity

• Search thru the advertisements

• Register for that event• Download the

documents• Bid online or

hardcopy/fax

10/10/2017

29


• Contract Event Opportunities website• Newspaper Advertising • NWT and Nunavut Construction

Associationwww.nwtca.ca

• Other Advertising Media

Where to Find Out About Opportunities

How to Market Yourselfto the GNWT

• Contract Event Opportunities Website• Under $25,000

• Respond to Quotes• Use the phone directory / org charts• Make contacts, attend conferences, etc.


10/10/2017

30

What Happens After You Submit a Bid

• Who evaluates my bid? • How do I find out tender or RFP results? • How am I paid?



Contract Event

Opportunities Website

10/10/2017

31

Closed and Awarded

Views


• Who evaluates my bid? • How do I find out tender or RFP results? • How am I paid?


What Happens After You Submit a Bid

10/10/2017

32

63

Regional Contacts

Yellowknife

Hay River

Fort Smith

Inuvik

64

Departmental Contacts

vendor workshops oct 10, 2017 - handouts · gnwt procurement shared services (pss) bidding and...

Documents