This Guide is intended to provide suppliers with general guidance on the process for submitting bids to Public Services and Procurement Canada Bid Receiving Unit (BRU) in the National Capital Region (NCR) through epost Connect. It is not intended to provide technical support for using the product. You may contact Canada Post’s epost Connect Support and/or refer to the epost Connect Participant Guide produced by CPC for instructions on your role as a participant in using the epost Connect product, including how to navigate through and post messages using epost Connect.
Step 1 - Notify BRU via email that you intend to submit your bid using epost Connect as early as possible, and in any case, at least six business days prior to the Solicitation closing date and time, (in order to ensure a response)
You must send a simple email to BRU’s generic email indicated in the Solicitation document:
National Capital Region (NCR): TPSGC.DGAreceptiondessoumissions-ABBidReceiving.PWGSC@tpsgc-pwgsc.gc.ca
Western Region: ROReceptionSoumissions.WRBidReceiving@tpsgc-pwgsc.gc.ca
stating that you intend to submit your bid using epost Connect. This does not mean that the bid must be ready to send; the email will rather allow BRU to initiate an epost Connect “conversation” with you, so that you will be setup and ready to go when your bid is ready to be sent. Should you send your email after this cut-off period but before bid closing time, the BRU will still attempt to accommodate your request where possible.
Important: Bids will not be accepted if emailed directly to this email address. This email address is to be used to open an epost Connect conversation, as detailed in Standard Instructions 2003, 226 or 2008, or to send bids through an epost Connect message if the bidder is using its own licensing agreement for epost Connect.
The email you send must contain the solicitation number. If no alternative email address is indicated, then BRU will use the email address you used to send your email for the next steps. You should also include your company name and alternate contact information.
Step 2 - Check your email for an epost Connect notification
After BRU has received your email message, an epost Connect conversation will be opened with you using the email address you provided. Once this conversation is opened it will generate an email with a notice that the generic BRU email has sent you a message. The first time you receive an epost Connect message, you must access it by clicking the green “Access the Message” button within the email. This action will activate the epost Connect session between your email address and your Canada Post account (see below).
In order to complete the process, you MUST CLICK on the Access the Message button. This will take you to the online portal for the epost Connect service where you will create a username and password. When you arrive at Canada Post’s portal you will see the following screen.
Important: If you do not see an epost email in your regular email in-box, it is recommended that you check the junk folder, in the event it may have been diverted there by your system settings. You may also wish to discuss these settings with your organization’s IT department.
If you do not already have an epost Connect (Canada Post) profile, you will be prompted to create one at no cost before accessing your message. See below, you would need to complete the form to create your Canada Post online account. When you have filled out the form and clicked on the Continue button, you will be taken directly to your Connect Inbox where our message to you will be waiting.
A note from Canada Post regarding an epost Connect account security functionality:
When you get the epost Connect email invitation and click on the “Access the Message” button to log into epost Connect, the username and password that you use is the only credential that will now work for all epost Connect messages sent to your email address.
Please do not forward the invitation email to another individual with the expectation that they can click on the “Access the Message” button, create a Canada Post profile account, and log in to see the messages that are intended for you. This will not work.
Only the username and password that was used with the very first login will permit access to the messages intended for your email address.
If you choose to delegate the responsibility of managing the epost Connect account linked to your email, then only the username and password used by your delegate will be able to access your epost Connect messages.
Step 3 - To submit your proposal documents to BRU
In order to send your proposal documents to PWGSC, please follow the steps below:
You will see a message from the BRU generic email in the epost Connect inbox. Click on the Name of the conversation for the message from BRU.
The message will open up and look like this whenever viewing a new message. To view the contents of the message, click on the Open button.
The envelope will open and look like this. To send Bid Receiving your bid, click on the Post Message button.
Enter text to indicate you are attaching your bid for the solicitation. Attach your bid document(s). Click the Submit button.
Once you have submitted your bid, you will be able to see a record of your submission by using the epost Connect time and date stamp functionality.
Step 4 - An acknowledge receipt of your bid documents will be provided through ePost Connect.
IMPORTANT: You will have to email BRU to signal your intent to use the product ePost Connect for each individual solicitation.
This will allow BRU to initiate conversations with you specific to the solicitation and ensure your bid is received and processed in an organized and timely manner. When received on time, BRU will transfer a copy of your bid after bid closing to the Contracting Authority to consideration. BRU will close each conversation approximately 120 days after all bids have been processed and the closing date has passed.