How to Apply for the Public Procurement Process in Alberta? [+ 6 Tips to Win Contracts] Other Services

Alberta is the second largest economy in Canada, with a Gross Domestic Product (GDP) of around $356.8 billion, driven by its world-class energy sector, agriculture, forestry, and growing technology and service industry. It is a resource-rich province, widely known for its oil sands, natural gas, and petrochemical strengths, making the sector a key contributor to Canada's overall economic growth and a competitive player in global markets. 

As the provincial economy is diversifying, provincial ministries, municipalities, school boards, health authorities, and broader public sector organizations regularly publish contracting opportunities to procure goods, services, and works. It helps in maintaining public infrastructure, advancing healthcare and education, and supporting Alberta's ambitious growth agenda. 

To manage procurement activities, Alberta has created a procurement framework led by Alberta Infrastructure and Alberta Purchasing Connection (APC) that serves as an official portal for tendering opportunities. Vendors who are interested in the tendering opportunities must adhere to provincial procurement rules and guidelines to remain eligible and avoid disqualification. 

This blog consists of a clear step-by-step process for how public procurement works in Alberta, along with several essential tips that can help you stay compliant with essential regulations. Just reading this 5-minute blog can significantly increase your chances of winning contracts.

How Does the Public Procurement Process Work in Alberta? 

Below, we've mentioned six simple steps that help you understand how to apply for tendering opportunities in Alberta. For more insight, you can download official government documents through Canada’s Document Library. 

1. Need Identification and Acquisition Planning 

When the Alberta government ministries or agencies identify a requirement to acquire goods, services, or works, they begin the procurement process. Following the Procurement Accountability Framework (PAF), agencies primarily create acquisition plans that outline scope, budget, approvals, risk, and sourcing strategy. 

During the initial phase, the procuring agency may issue Requests for Information (RFIs) or Expression of Interests to better understand the supplier capabilities and refine requirements. Vendors should also engage through these RFIs, as it can help them position their offerings aligned with the government's planned procurements. 

2. Solicitation Process 

Once the planning is done, the procuring agency decides on the procurement method depending upon project value, risk, and trade agreement obligations. Some common procurement methods are as follows. 

• Request for Proposal (RFPs)
• Invitation to Bid (ITBs)
• Requests for Quotes (RFQs)
• Vendor of Record arrangements 

All the procurement opportunities in the province are published via: https://purchasing.alberta.ca/. You must be registered here to download documents, submit bids, and receive notifications. 

3. Bid Review and Evaluation Process 

After the bids are submitted by vendors within the stipulated timeframe, the bids go through a structured evaluation process to ensure they are serving fair and best value. During the evaluation process, the procuring agency first reviews compliance with all mandatory requirements, such as forms, signatures, certificates, and more. Later, the time comes for technical and financial evaluations. 

In a Technical review, agencies assess the tenderer's qualifications, capacity, methodology, and compliance with specifications. In the Financial Review, they assess the bid's cost-competitiveness and overall value. The evaluation committee may even ask you for further clarifications, oral presentations, or a best-and-final offer. Therefore, vendors must ensure that their submitted bids are compliant and aligned with the required criteria. 

4.  Award and Contract Formations 

The Procuring Agency awards contracts to the vendor offering the best value while meeting all requirements. You can find the award results posted on the Alberta Purchasing Connection portal. 

After the award, successful bidders finalize the contract terms, provide required documents like insurance, bonds, certifications, etc., and sign agreements. Meanwhile, unsuccessful vendors can request debriefs to analyze their performance and improve for future opportunities.

5. Contract Administration

The vendor starts working on the contract based on the terms agreed. The concerned procurement agency also held a post-award meeting to clear all their expectations. Afterwards, agencies monitor vendor delivery by using milestone tracking, site inspection, progress reports, and invoice reviews.

While working on the project, vendors are required to stay compliant with reporting requirements and maintain strong communication with contract managers. Good contract administration builds credibility and positions vendors for recurring business with Alberta ministries in the future. 

6. Continuous Improvement 

Once the vendor makes the final deliverables, the procuring agency verifies everything, closes the project formally, and releases the final payment and bid bonds. Vendor performance is documented as a part of the PAF to guide future contract decisions. 

For vendors, it is essential to complete the contracts responsibly and on time to earn strong performance evaluations. Because it increases their chances of winning future opportunities, in addition, vendors should also request feedback during debriefs that helps them to continuously improve their bidding and contract management practices. 

Tips for Successful Bidding Practices in Alberta 

Listed below are some useful tips that help vendors to submit successful bids in Alberta. 

• You must ensure submitting bids on/before the time stipulated in the procurement document to make yourself eligible for evaluation. 

• Bidders should submit their proposal or bids under the company's legal name, using the provided forms, and by incorporating all additional changes and requirements.

• Make sure to submit your electronic bid bond in its original, unaltered format, keeping it the same as provided by the surety. Your bid bond should be greater than 10% of your bid's price, and it must be deposited on/before the closing date of the procurement. 

• Regardless of whether you're charging a unit price or hourly rate submissions, you should clearly highlight any item you're providing but not charging. You can write "free of charge" or "included in another item."

• While submitting a bid modification, you should only showcase the deduction or addition to the original amount. Do not show the original amount. This practice will keep the bids confidential until they are opened publicly. 

• You should declare any perceived, potent, or actual conflicts of interest to your procurement's designated inquiries contact for review. Each instance will be carefully reviewed on a case-by-case basis in accordance with the procurement documents. Simply put, a declaration does not automatically result in a bid being disqualified. 

Conclusion 

In summary, Alberta offers numerous procurement opportunities for both domestic and international suppliers. You just need to follow six simple steps to apply for the procurement opportunities in Alberta. Additionally, we have also mentioned several tips that can help you win a contract. We hope you find the blog informative. For more such information, subscribe to TendersOnTime Blogs!

Frequently Asked Questions 

Q1. What does PQR stand for in procurement?

The PQR in procurement stands for Pre-Qualification Requirements. These are the minimum eligibility criteria involving licenses, financial capacity, and past experience that vendors must adhere to before their bids are considered.

Q2. What are the four types of procurement contracts?

The four main types of procurement contracts are: Fixed-Price Contracts, Cost-Reimbursement Contracts, Time and Materials Contracts, and Unit Price Contracts. Each type defines how the payment is structured between the buyer and supplier.

Q3. How to win a tender?

Suppliers must thoroughly read the solicitation documents, adhere to all mandatory requirements, and submit bids before the deadline. A strong bid represents compliance, competitive pricing, clear technical solutions, and past experience. You should also attend pre-bid meetings, ask clarifying questions, and align the proposal with the buyer's evaluation criteria. It significantly increases your chances of winning contracts.

Q4. Are bids and tenders free?

Yes, the majority of government bids and tenders published are free to access and submit through official portals like Ontario Tenders Portal or Alberta Purchasing Connection.

Q5. What is the difference between RFP and tender?

A tender is a formal invitation to the suppliers to submit fixed-price bids, which are generally awarded to the lowest responsive bidder. At the same time, RFP (Request for Proposal) allows suppliers to propose solutions where evaluation considers both technical approach and cost-efficiency.