Solicitation process

The solicitation process is the structured set of steps a public buyer follows to request bids, proposals or quotations from suppliers. NATO's procurement policy defines a solicitation as the formal process used to request bids, proposals or quotations for goods, services or works. It describes the solicitation documentation as the totality of documents the procurement authority shares as part of that process (NATO procurement policy).

In Canada, the Office of the Procurement Ombudsman describes solicitation as the design and execution of the solicitation process, including the clarity and completeness of the solicitation documents (Office of the Procurement Ombudsman). Suppliers meet the process whenever a tender notice is posted, a Request for Proposal is downloaded, or a submission is evaluated against published criteria.

What the solicitation process covers

The process is broader than issuing a document. It includes preparing the solicitation documents, publishing the notice or inviting suppliers directly, managing questions and amendments during the bidding period, receiving bids and evaluating them. Federal guidance requires contracting authorities to issue a formal bid solicitation and keep a complete copy on file. That copy includes the Statement of Work, security requirements, mandatory and point-rated criteria, the basis of selection, certifications and resulting contract clauses (PSPC bid solicitation guidance).

On CanadaBuys, a tender notice displays the bidding details and all downloadable solicitation documents. Those documents explain how to bid, when bids are due and how they will be evaluated (How to bid on tender opportunities).

Where solicitation sits in the procurement lifecycle

Solicitation is the stage where competition takes place. British Columbia lists "Solicitation" as the first step in its procurement process. The government issues and advertises the solicitation and gives suppliers a chance to ask questions before closing. After closing, submissions are evaluated against the criteria in the solicitation documents, and results lead toward contract award (BC government procurement processes).

The Canadian Forces non-public property guidelines draw the same line. Simple purchases rely on three quotes, while complex ones require a Statement of Work and a formal RFP or RFQ (NPP Contracting Guidelines).

Methods and tendering approaches

Federal buyers choose how to solicit offers as part of their sourcing strategy. The Government Contracts Regulations require offers to be solicited before a contract is entered into, subject to exceptions. Open tendering, where a Notice of Proposed Procurement invites all interested businesses, is the preferred approach. Selective tendering uses prequalified suppliers, and limited tendering applies only under specified exceptions (CanadaBuys sourcing strategy guide).

Offers can be solicited through public advertisement, by direct invitation from a source list where allowed, or from a single source when conditions for a non-competitive process are met. A Request for Proposal is used when selection is based on best value rather than price alone (Solicitation of offers).

Solicitation rules in NATO procurement

NATO competitive procurement sets detailed rules. Solicitation documentation must state the solicitation method, such as an Invitation for Bids or a Request for Proposals. It must also include a clear Statement of Work or technical specifications, and the evaluation and award criteria. Deadlines are typically a minimum of 35 calendar days from publication, or 20 days for Council-approved operations and missions. A vendor who asks for a translation-related extension at least 14 days before the deadline is entitled to a one-time extension of up to 15 days (Procedure for NATO Competitive Procurement).

What it means for a supplier

For a bidder, the solicitation documents are the rulebook. Read the bidder instructions, bid preparation instructions, evaluation procedures and basis of selection before drafting. Submit questions inside the clarification window and follow the stated delivery method. Federal tender notices commonly come as RFPs, Requests for Standing Offer or Requests for Supply Arrangement, and bids are normally evaluated on technical merit and overall best value (PSPC bidding guidance).