4.100. Canceling and reissuing a solicitation

Attention! As the transition to CanadaBuys is ongoing, Supply Manual references to ABE are to be interpreted as a generic system reference only. Users of the SAP Ariba environment should adapt their activities accordingly.

Buyers are advised to consult the tools available on CanadaBuys for guidance and procedures on completing procurement transactions in the SAP Ariba environment.

  1. If a solicitation is cancelled before the closing date, contracting officers must issue a cancellation notice through the Automated Buyer Environment (ABE) for transmission to the Government Electronic Tendering Service (GETS). The Notice of Proposed Procurement (NPP) will then be marked as "cancelled" on GETS. Contracting officers can no longer cancel solicitations directly on GETS.
  2. Contracting officers must notify the Bid Receiving Unit of the cancellation and provide instructions regarding the disposal of any responses to the original solicitation.
  3. Contracting officers are responsible for internal distribution of solicitations and updates within PWGSC and to the client departments.
  4. If the cancellation takes place after the closing date, suppliers should be advised within 10 calendar days of the cancellation of the solicitation.
  5. Contracting officers may reissue a solicitation, where:
    1. A significant change has occurred in a requirement before a contract is awarded or a standing offer or supply arrangement is issued.
      1. If a significant change affects the procurement strategy or has an impact on the level of risk, another procurement risk assessment must be performed.
      2. For example, if the original strategy was to compete electronically and the revised strategy is to direct (or sole source) the requirement, then another procurement risk assessment must be performed to determine if the change in strategy has an impact on the risks already identified.
      3. At the same time, the procurement risk assessment will also identify the appropriate level of contract entry approval based on the revised identified risks.
      4. Approval of the revised procurement strategy is required even if the risk assessment indicates the same approval level as was originally sought.
      5. The approval document must include the details about the new solicitation.
    2. All bids/offers/arrangements are non-responsive or do not represent fair value or where no bids/offers/arrangements were received in response to a competitive solicitation. The trade agreements permit limited tendering procedure in such circumstances. See 3.25 Trade agreements tendering approaches for further information on limited tendering.
    3. The acceptance period for the bid or offer or arrangement has expired before a contract is awarded or a standing offer or supply arrangement is issued.
  6. For the following procurements, authorization from the appropriate approval authority must be obtained prior to reissuing a solicitation with no change to the requirement or strategy:
    1. Complexity Level 1: Contracting Officer
    2. Complexity Level 2: Manager
    3. Complexity Level 3: Manager
    4. Complexity Level 4: Director/Regional Director
    5. Complexity Level 5: Director General/Regional Director General
  7. Whenever a solicitation is issued to replace an earlier one, the contracting officers must insert Standard Acquisition Clauses and Conditions Manual clause A9043T as the first statement in the reissued solicitation and new Notice of Proposed Procurement (NPP).
  8. For procurements that are subject to the international trade agreements and the Canadian Free Trade Agreement (CFTA), a new NPP should be published when a solicitation is cancelled and reissued. If there were no responsive bids/offers/arrangements received in response to the original competitive solicitation and the requirement is not being changed significantly, contracting officers may send solicitations directly to suppliers without publishing a new NPP. However, when following this approach, it is strongly recommended that contracting officers consider reposting the NPP in the interests of openness and transparency, and include in the notice that some suppliers will be invited directly.
  9. If a solicitation is cancelled or reissued, the procurement file must be documented to provide details on the rationale to support such a decision.