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Introduction
This Policy Notification (PN)-82 provides instructions and guidance
on obtaining appropriate client review of elements of a bid solicitation.
PN-82 is issued further to the e-mail sent by the Executive Director
of Acquisitions Operations to Directors General and Regional Directors
General on 11 December 2006, and as a result of a recently-released
report by the Office of the Auditor General.
Policy
Contracting officers must follow the instructions in this PN when handling
any procurement which may be considered sensitive or high-risk. When handling
other procurements, contracting officers may use their discretion in determining
whether to follow these instructions, depending on the circumstances and
nature of the procurement.Please refer to Annex
A of this document for changes to the Supply Manual. These changes
will be incorporated in the next release of the Supply Manual.
Contact
N/A
Annex A - Changes to the Supply Manual
Section 7A, Preparing a Bid Solicitation
Client Review of Elements of a Bid Solicitation
7A.150 (xxxx-xx-xx) For sensitive or high-risk procurements, where
the client department has primary responsibility for the requirement
definition and/or evaluation of technical proposals, before issuing
the bid solicitation, the contracting officer must clearly explain to
the client their responsibilities with respect to the bid solicitation
and obtain written confirmation from the client of the following:
- that the Statement of Work, Statement of Requirement and/or the
technical specifications which will be included in the bid solicitation
accurately represent their requirements; and - that they concur with the bid evaluation criteria and contractor
selection methodology detailed in the bid solicitation (including any
percentages with respect to the technical evaluation vs. the price
evaluation).
Contracting officers should direct their clients to Annex 3.1, Annex 3.3, Annex 3.4 or Annex 3.5, as appropriate. The contracting officer must keep a record of all consultations with the client regarding requirements definition
and technical evaluation. (See 6B.142 - 6B.151 for more information
on bid evaluation criteria).
It is the client department's responsibility to determine the required
level of authority of the personnel authorized to provide the client
confirmation detailed above.