Sufficient time posting guidelines

Policy states that the response time must be sufficient to allow interested vendors a reasonable opportunity to assess a procurement opportunity and compete or otherwise respond (see Procurement Policy 37(c)).

What does “sufficient” mean? As an overarching standard, a procuring entity shall, consistent with its own reasonable needs, provide a reasonable period of time for suppliers to prepare and submit responsive tenders, taking into account factors such as:

(a) the nature and complexity of the procurement;

(b) the extent of subcontracting anticipated; and

(c) the time necessary for transmitting tender documentation by non-electronic means.

For a procurement that has not reached the applicable monetary threshold for an international trade agreement to apply, see the Procurement Policy (CPPM) Practice Standard for a table that sets out the potentially applicable trade agreements and their respective monetary thresholds that if reached would engage the procurement (if the subject matter of the procurement is covered by the trade agreement).

If an applicable international trade agreement applies, the above overarching principles involving reasonableness, complexity, etc. apply as well as the counting rules set out below. So long as a longer period is not required based upon the general considerations set out above, its possible to reduce the minimum posting time of 40 calendar days to 27 calendar days calculated as described below.

Under the applicable international trade agreements, the minimum posting period is “not less than” 40 calendar days from date of publication of the solicitation opportunity. However, a procuring entity may reduce the time-period for responses by 5 days for each one of the following circumstances:

1. the solicitation opportunity is published by electronic means (e-bidding through BC Bid or email);
2. all the tender documentation is made available by electronic means from the date of the publication of the solicitation opportunity; and
3. the entity accepts response to the solicitation opportunity by electronic means.

Assuming, e.g. each of the above (a), (b), and (c) apply, you can subtract 15 days from 40 arriving at 25 calendar days, but then 2 calendar days needs to be added because we have to exclude the first and last days of posting when a trade agreement uses the word “not less than” a certain number of days. Thus 25 plus 2 equals 27 calendar days as the minimum posting period.  

You can meet (a) if you post your opportunity on BC Bid, (b) if you include all of your solicitation documents when you initially post (and any addenda that may be posted don’t warrant an extension of time given the nature of the particular addendum), and (c) if you allow e-bidding and/or email submissions.

The minimum posting periods in the Table below apply the default 40 calendar days, subject to reduction as detailed above, on the assumption that the overarching standard and factors to consider do not point to a longer posting period.

If there is an unforeseeable emergency, it may be possible to shorten the posting period; and it may be that limited tendering (direct award) could also be explored and considered. See Procurement Policy 39 (d) and (e) (CPPM).

Finally, please take note: the above guidance does not apply to solicitations that are originated from a multi-use list, where a different minimum time period applies within which a qualified supplier may respond to a solicitation. See also Procurement Policy 38 and 39 (b) (CPPM) with respect to multi-use lists and posting.

If unsure about a planned timeline for a specific solicitation, contact the ministry's procurement specialist or the Procurement Services Branch.

Refer to solicitation processes and templates for more information about when to use each of these solicitation types.

SOLICITATION TYPE	MINIMUM POSTING PERIOD
Invitation to Quote for Goods (ITQ) Procurement and Supply Division of the Ministry of Citizens’ Services Only	10 calendar days (so long as the goods are “commercial goods” meaning type generally sold or offered for sale in the commercial marketplace to, and customarily purchased by, non-government buyers for non-government purposes. Otherwise, the 40-day rule kicks in subject to reduction as described above.
Invitation to Tender (ITT)	40 calendar days
Request for Corporate Supply Arrangement (RCSA) – Closed framework, i.e. closes, does not stay open like the Multi-use List Request for Qualifications.   Procurement and Supply Division of the Ministry of Citizens’ Services Only.	40 calendar days
Requests for Proposal (RFP)	40 calendar days
Request for Standing Arrangement (RSA)	40 calendar days
Multi-use List Request for Qualifications (MULRFQ)	These remain posted and open until the period of validity expires. For the initial intake 27 calendar days as stated in the MULRFQ corporate template (this is not a hard closing).
Single Use Request for Qualifications (SURFQ)	40 calendar days
Request for Information (RFI)	15 calendar days as stated in the RFI corporate template
Notice of Intent (NOI)	10 calendar days as stated in the NOI corporate template

 

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The information contained in these BC Procurement Resources is provided as general information related to the Province's procurement resources. This information is not exhaustive and may become out of date. This information is not legal, policy, or business advice and users should make such further enquiries they deem necessary with their legal, policy, business or other advisors. The provisions of the Procurement Policy (CPPM) and the associated Practice Standard take precedence over any information contained in these resources that may be inconsistent.