Annex D - Using Advance Contract Awards Notices

Annex D shows a flowchart for "Using Advance Contract Awards Notices".

The chart starts by questioning "How should my requirement be sourced?" for which two options are provided: competitive sourcing method and non-competitive sourcing method. The competitive sourcing method shows three options; electronic tendering process/full tendering, traditional tendering process and advance contract award notice (ACAN). Under ACAN is a question "What are the key steps required for an ACAN?" The chart outlines 3 steps;

1. Documentation of rationale for using ACAN process including; understand, in consultation with the person(s) responsible for the requirement the SOW specification in order to develop the Notice Information; relevant GCR exception and applicable Limited Tendering reason(s) where appropriate, decisions taken regarding other policies such as Intellectual Property and the Procurement Strategy for Aboriginal Businesses and relate the justification of the identification of the pre-identified supplier to the requirement;
2. Prepare the ACAN notice: The notice prepared for posting on MERX must contain sufficient information to allow suppliers to determine if they have the capability to meet the requirements set forth in the Notice. Ensure appropriate contract information is provided.
3. Post Notice on MERX: Notice must be posted for no less that 15 calendar days on MERX, the current Government Electronic Tendering System. Include key information as outlined in the Guide for Manager - Best Practices for Using Advanced Contract Award Notices (ACANS).

The chart then asks "Have you received Statements of Capabilities within the 15 calendar days?" If the answer is No, proceed to Contract Award Phase using electronic bidding authorities.

If the answer is yes, the chart itemizes independent review, may request for more info, consideration of statements and request with requirement holder. The Yes box questions "Does the Statement of Capabilities provide sufficient information indicating the supplier has the capability to meet the requirement? If no (If the Statement of Capabilities is rejected); advise supplier(s) in writing, debriefing to suppliers available on request, once supplier has been informed of decision, award the contract using electronic bidding authorities.

If yes (If Statement of Capabilities is accepted): advise the supplier(s) in writing of acceptance and next steps, cancel the ACAN, proceed to a full tendering, electronic bidding process or traditional tendering process. The chart specifies that the decision to reject a supplier's statement of capabilities will not be made by the same official(s) who originally decided to proceed through an ACAN process. An ACAN is a competitive electronic bidding sourcing methodology.

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