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4.75.45. Use of Source Lists

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4.75.45.1 Solicitation by Direct Invitation

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  1. Source lists are generally the basis for requesting suppliers to bid/provide an offer or arrangement when a competitive procurement is not publicly advertised.
  2. Normally, where source lists are used, other than rotational source lists:
    1. Any other supplier making a request may be provided with a bid solicitation and be considered for evaluation.
    2. These lists may be supplemented by a contracting officer's knowledge of potential sources and recommendations made by the client.

4.75.45.5 Requirements subject to trade agreements

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  1. For requirements subject to the international trade agreements and the Canadian Free Trade Agreement, source lists may be established for particular goods and services, where it is appropriate to establish a list of pre-qualified suppliers. Such lists should be refreshed at a minimum annually.

    Open tendering procedures, using GETS, must be used to invite suppliers to submit their expressions of qualifications for evaluation and placement on the list, if they meet the selection criteria. Suppliers must be allowed to qualify at any time, and all qualified suppliers must be included on the list.

  2. For bid solicitations that are subject to the CFTA only, all suppliers on the source list must be invited to bid, unless the invitation to qualify stated a limitation on the number of suppliers that will be permitted to tender and included the criteria for selecting the limited number of suppliers, in which case a limited number of qualified suppliers may be invited to tender. It is not required to post a NPP on GETS. For further information, see 3.25 Trade agreements tendering approaches, 3.50.5 Applicability of trade agreements to standing offers and supply arrangements, and 4.10.25.15 Canadian Free Trade Agreement and use of supply arrangements.
  3. For bid solicitations that are subject to one or more international trade agreements, a Notice of Proposed Procurement (NPP) must be published on the GETS. All suppliers on the source list must be able to bid. Further, if a supplier that is not included on the source list requests to participate in the bid solicitation, they must be able to apply for qualification. If qualified, the supplier must be included in the SA within a reasonable period of time and be allowed to participate in the procurement in question. For further information, see 3.25 Trade agreements tendering approaches, 3.50.5 Applicability of trade agreements to standing offers and supply arrangements, and 4.10.25.5 International Trade Agreements and Use of Supply Arrangements.

4.75.45.10 Requirements not subject to trade agreements

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  1. For requirements which are not subject to trade agreements and where open competition is not appropriate, due to the nature of the requirement, bids/offers/arrangements may be solicited directly from a list of suppliers. If a source list for the particular good or service does not exist, contracting officers should consider using the Supplier Registration Information service to identify potential sources of supply, especially for low dollar value goods and services. In preparing the source list, the contracting officer may include suppliers suggested by the client department.
  2. Automated Source Lists such as the Automated Vendor Rotation System (AVRS) and SELECT, provide a systematic rotation of vendors in order to ensure equity of opportunity for suppliers, and must be used where they apply.
  3. Whenever a supplier requests an opportunity to submit a bid/offer/arrangement on a specific requirement, that supplier must be given the opportunity, provided that it is not necessary to cancel the existing solicitation and issue a new one. This provision does not generally apply to rotational source lists such as SELECT, which typically limits the solicitation to those suppliers selected for a particular requirement.
  4. Contracting officers are reminded that an effort should be made to ensure best value to Canada in terms of who is invited, and also that the principle of "fairness and access" be displayed in a practical manner by rotating opportunities to submit a bid/offer/arrangement within the suppliers on any given list.