REQUEST FOR VOLUME DISCOUNT (RVD)

RVD are used when computer equipment is required from the National Master Standing Offers (NMSO) but the dollar value exceeds the Call-up limitations. A RVD is an opportunity for all the vendors within a selected category to submit a “best and final offer” on a specified quantity.

PROCESS AND APPROXIMATE TIMELINE:
(Note: days are in working days with the exception of delivery)

STEP 1 - ALLOCATION TO Public Works and Government Services Canada (PWGSC) 2-4 DAYS

The requisition is sent to the Central Allocations area at PWGSC. Central Allocations inputs the requisition into their system and then assigns it to the Computer Hardware Division where it is then allocated to a contracting officer by the manager of the division.

STEP 2 - REVIEW BY PWGSC CONTRACTING AUTHORITY 3-10 DAYS

The PWGSC Contracting Authority will review the requisition and the information
provided, determine what additional information is required, prepare the RVD document, obtain approvals, etc. Additional information is often required by PWGSC such as further technical or testing specifications, delivery information, selection criteria, or merely clarification of the requirements. The technical specifications will be forwarded to the PWGSC Technical Services Division. The specifications must be agreed upon between the client and PWGSC Technical Authority before inclusion in the RVD.

A draft copy of the RVD shall be sent to the client for review and comments as it is advisable for the client to review the draft RVD before it is sent to the vendors.

STEP 3 - RVD RELEASED TO VENDORS 3-7 DAYS

The eligible NMSO vendors, within the NMSO category specified in the RVD, are sent the RVD document by fax. NMSO RVD are not posted on MERX. The vendors are normally given 5 working days to bid on the requirement. Vendors send their proposal to the Bid Receiving Unit of PWGSC. They are not sent directly to the PWGSC Contracting Authority.

Questions may be asked by vendors during the bid period and are submitted to the PWGSC Contracting Authority in writing. Answers must be provided to all vendors in the NMSO category. This can sometimes cause delays in the procurement process depending on the time required to research and answer the questions accurately.

STEP 4 - BID EVALUATION 1-3 DAYS

The PWGSC Contracting Authority will evaluate the offers, ensuring that all mandatory requirements are met. Both a financial and technical evaluation are conducted. The PWGSC Contracting Authority will conduct the financial evaluation and will send the technical specifications to the PWGSC Technical Services Division for a technical evaluation. The client may wish to conduct their own review of the technical specifications.

Clarifications are sometimes required from vendors to confirm if their bid is compliant. This can cause delays in the procurement process.

The selection criteria may be based on lowest cost or best value as indicated in the RVD. The best value methodology applies desirable and/or benchmark discounts to the bid price(s) (for evaluation purposes only) based on system performance and/or features. Optional systems are included in the evaluation.

STEP 5 - TESTING BY CLIENT (if required) 3-21 DAYS

The vendor has 24-72 hours to provide the test system(s) for testing purposes after being contacted by PWGSC. The testing will be conducted based on the testing specifications provided by the client (approved by PWGSC) and detailed in the RVD document as well as the default NMSO terms and conditions. NMSO may be slightly different for each commodity and should be referenced for specific test instructions.

If a bid meets all the mandatory requirements of a RVD, the Purchase Order can be recommended for award. If not, the PWGSC Contracting Authority will proceed to the next lowest evaluated bidder.

STEP 6 - PURCHASE ORDER AWARD 1-4 DAYS

The PWGSC Contracting Authority will prepare and award the Purchase Order to the lowest evaluated compliant bidder. A draft copy of the Purchase Order shall be sent to the client department for review prior to award to ensure it is acceptable to the client. Please note that the contract is in the form of a Purchase Order from a NMSO.

STEP 7 - DELIVERY 15-30 CALENDAR DAYS

Will vary by commodity and quantity- see appropriate NMSO terms and conditions.

Notes:

• Keep in mind that January 1-March 31 is an extremely busy time for PWGSC due to multiple year-end requirements from numerous departments and the timelines may be adjusted.
  
• Each NMSO may have slightly different terms and conditions and should be reviewed for each requirement.
  
• As NMSO are re-competed approximately every 24 months, the terms and conditions may change and should be revisited.
  
• These timelines are only estimates.