Phases of the Procurement Process

Table of Contents

Pre-contractual phase: Planning

Includes activities related to requirement definition and preliminary procurement planning up to issuance of bid solicitation. During this phase, various activities may arise such as:

  • Verify the requisition form for goods and services, the funding and the security requirements
  • Review the requirement and analyze options
  • Verify the statement of work
  • Identify environmental performance considerations
  • Choose the appropriate procurement instrument
  • Verify the Intellectual Property Considerations
  • Develop the procurement strategy
  • Review the non-competitive justification
  • Review the evaluation criteria
  • Develop the solicitation document
  • Determine the appropriate contractor selection methodology
  • Approval of the procurement process

The pre-contractual phase is addressed in the PWGSC Supply Manual, in the following chapters:

Contracting phase : Bidding and awarding of contract

Includes all activities from issuance of bid solicitation to contract award and debriefing. During this phase, various activities may arise such as:

  • Solicit competitive bids
  • Publish an Advance Contract Award Notice and address statements of capabilities from interested suppliers
  • Solicit a non-competitive proposal
  • Respond to inquiries from potential bidders
  • Hold Bidders' Conferences
  • Conduct Site Visits
  • Evaluate competitive bids
  • Evaluate a non-competitive proposal
  • Confirm security clearances
  • Award a contract
  • Debrief unsuccessful bidders
  • Respond to challenges to procurement decisions

The contracting phase is addressed in the PWGSC Supply Manual, in the following chapters:

Responsibility for the elements of the contracting phase fall generally to the contracting officer, though client departments have lead responsibility for some elements (see Annex 1.2 of the PWGSC Supply Manual).

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Contract management phase: After the contract is awarded

Includes activities such as progress monitoring, delivery follow-up, payment action, monitoring, exercise optional periods/quantity, etc. During this phase, various activities may arise such as:

  • ‘Kick off’ meeting (Meeting minutes)
  • Task Authorizations
  • Follow-up on the progress of the work
  • Resolve disputes
  • Amend the contract

For more information, please see the PWGSC Supply Manual, Chapter 8: Contract Management.

Postcontract phase: Close out, warranty and audit

Includes file final action. During this phase, some activities may arise such as:

  • Final amendment on contract
  • Approval on last payment
  • Final payments
  • Proof of delivery
  • Return contract financial security and holdbacks
  • Initiate an audit of a cost-reimbursable contract
  • Make sure that all Crown-owned Intellectual Property and Government Furnished Equipment are returned
  • Address Contractor claims
  • Receive the contractor performance
  • Client satisfaction
  • Ensure your file is properly documented
  • Put away your file

For more information, please see the PWGSC Supply Manual, Chapter 8: Contract Management.