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Information Technology

Process Flow Chart

Process Requirements

Value of Labour	# of suppliers to contact	Documentation Required	Procurement Deliverables
$75,000 or greater	All (8)	Short form RFP for callout SSRFP Clarification/Addenda (If Applicable) Letters of Regret	Statement of Work Purchase Order
$3,500 - $75,000	At least 3	SSRFP Clarification/Addenda (If Applicable) Letters of Regret
Less than $3,500	No requirement	No requirement

FAQ

Question	Answer
Do I really need to contact ALL 8 suppliers?	Yes, this is a minimum compliance requirements of all procurement requests above $75,000 as outlined in the Canadian Free Trade Agreement.
Am I required to provide my response to clarifications to all 8 suppliers?	Yes, if the response has material affect to the original request and impacts the scope for all 8 suppliers, this is the minimum requirement for all procurement requests.
Am I required to advise if I am not accepting the candidates?	You should notify the supplier if their candidate is not successful. Most often, the supplier will put that candidate on reserve and it may prevent that candidate from accepting another position elsewhere.
What if I there are no suitable candidates found in my initial callout? Am I required to contact all the suppliers again or is it acceptable to reach out only to the most promising supplier?	If your initial call out did not yield a qualified candidate, you may reach out to the most promising supplier. Just ensure that you're following a fair process.
One or more suppliers consistently provides poor candidate proposals. Am I required to contact them when I have a need?	Yes, you are required to contact them while they remain on the list. If they are consistently providing poor candidates, you put this issue forward with Contract Management and they will advise as to the next steps within vendor performance management.
I would like to hire a known independent contractor. Is it a requirement to ONLY use suppliers who are prequalified?	If you are wanting to hire outside of the prequalified list, you can, providing you can justify why you're hiring outside of the list.