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Welcoming Your Business
This section is intended to assist potential and existing suppliers by providing critical information you should know in terms of doing business with the Government of Nunavut (GN). If you have additional questions which have not been addressed here, please let us know by contacting us. As well, please check back for further updates to this and new sections (currently under development) which will provide additional information on the GN’s procurement practices.
How does the Government of Nunavut’s purchasing process work?
Each GN department is responsible for identifying and specifying its requirements for goods and services. Where requirements are clear and can be addressed within the territory, a department has the option of purchasing directly from a local supplier using a Local Contract Authority (LCA) providing the dollar value does not exceed $5,000.
Requirements which exceed this threshold are typically handled through a Request for Proposal or Tender. This process is initiated by a request or Requisition Order (RSN) by a GN department to the Department of Community & Government Services (CGS). Experienced buyers within CGS’ Procurement, Contract Support & Logistics Division have in-depth knowledge of procurement and contract practices and are able to work closely with GN departments to ensure their requirements are met.
What do I need to know if I want to submit a bid or proposal?
It is very important that you fully understand the requirements set out in a Request for Proposal or Tender issued by the GN before submitting your proposal. Any questions or points of clarification must be made in writing within the timeframe allowed (typically five days prior to closing). It is important to keep in mind that if your proposal does not adequately address the requirements in the Request, it may be rejected as being “non responsive”.
When responding to a Request, you must also set out your ability, knowledge and capacity to meet the obligations under any contract that may result. You will typically be asked to provide information on your past experience in meeting similar requests. Failure to establish your integrity and ability to carry out the work may result in the proposal being rejected as “non responsible”.
It is also important to identify whether you are a registrant under the GN’s incentive policy -- Nunavummi Nangminiqaqtunik Ikajuuti (NNI) -- for Inuit and northern business and to identify any Inuit content in terms of materials, supplies or employment to be provided under your proposal. Where applicable, favourable adjustments under the NNI Policy will be applied when the proposal is evaluated.
Can I fax my bid or proposal?
Each Request for Proposal or Tender contains its own provisions and restrictions. Therefore it is always important to refer to the contents of the specific Request for direction. Where this is not clear, requests for additional information must be requested within the timeframe provided (typically five days prior to closing).
Where faxes are allowed, it is your responsibility to ensure that the complete proposal is received prior to the response deadline and that confirmation is obtained. The GN does not make any concessions for late submissions resulting from transmission or equipment problems. You must also send an original and the required number of copies as soon as possible after the fax has been sent.
Is the lowest bid or proposal always successful?
The answer depends on the type of Request that the GN has issued. In all cases, however, the appropriate adjustments under the GN’s incentive policy must first be taken into consideration.
A Request for Tender is used when the GN’s requirements are clear and there is little discretion in terms of what is needed. Each proposal to a Request for Tender must meet the minimum standards or be rejected as “non responsive”. All things being equal, the only basis for evaluating the proposals is on price with the lowest (following appropriate adjustments under the GN’s NNI Policy) representing “best value” overall.
A Request for Proposal is used when the GN has identified certain requirements but seeks approaches on how they may be fulfilled. Each proposal is therefore unique and must be assessed on a number of factors. The specific criteria and weighting are set out in advance and should be considered when preparing a proposal for submission. In addition, the provisions of the NNI Policy must also be considered and may result in favourable adjustments for those suppliers which qualify based on location, ownership and residency. Clearly in the case of a Request for Proposal there are many considerations in determining “best value” overall and lowest price is not an overriding factor.
How are bids and proposals evaluated?
All responses are first assessed to determine whether they are “responsive” and “responsible”. A proposal is considered “responsive” if it meets all the requirements specified in a Request for Proposal or Tender. A proposal is considered “responsible” if the supplier has clearly established that it has the experience and ability to perform as required and meet the obligations under any resulting contract. Only those proposals that are deemed responsive and responsible will be considered further by the evaluation committee.
Responses to a Request for Tender are evaluated on a different basis than responses to a Request for Proposal given different objectives. In particular, responses to a Tender must meet certain minimum standards which leaves price as the main differentiating factor for evaluation purposes. Following favourable adjustments of 7% (to a maximum 21%) under the NNI Policy to responses that meet the Inuit ownership, Nunavut residency and local community criteria, the lowest (adjusted) price is selected.
Responses to Requests for Proposal, on the other hand, have a great deal more variability as each provides a different approach for addressing the GN’s requirements. The criteria and weighting for evaluating such responses are provided in advance. Following favourable adjustments for the NNI Policy as noted earlier, the highest scoring proposal is selected.
Once I submit a bid, can I withdraw it?
A proposal can be withdrawn at any time prior to a proposal being formally accepted and a contract formed.
It is also worth noting that a proposal can be amended up to the response deadline but not afterwards, although it may be withdrawn.
What if my bid is late?
Proposals received after the response deadline will not be considered.
How will I be notified of the GN’s decision?
You should receive notice immediately after the evaluation committee has made a decision. However, you may also call the contact person after the closing date and ask when a decision is likely to occur and follow up at that time.
What if I want to appeal the awarding of a contract?
You have five days from the date that the contract is awarded to appeal the decision. For further information on the appeal process, you may contact the Executive Director of the NNI Secretariat at (867) 975-7835.