The university engages in competitive bidding of all procurement where practical, advantageous and required under legislative requirements; however, in certain circumstances, and as governed by the applicable trade obligations, approval for limited tendering provisions may be sought. Limited tendering is a non-competitive procurement process where only one vendor exists or might be engaged (e.g., single sourcing, sole sourcing). A Limited Tendering Justification Form, signed by the Department Head and the appropriate Vice-President, must be received and reviewed by Procurement Services along with the purchase requisition in advance of engaging the vendor. The circumstances where limited tendering may be permitted are outlined in the Limited Tender Justification Form.
- Limited Tendering Justification Form
- Table 1 – Limited Tendering Exception Codes
- Table 2 – Non-Application Provision Codes
What is a Sole Source?
A sole source is a non-competitive process used to acquire goods or services from a specific vendor because there are no other vendors available or capable of providing the required goods or services. Valid exceptions for using a limited tender sole source process are found in TABLE 1 of the Limited Tendering Justification Form.
What is a Single Source?
A single source is a non-competitive process used to acquire goods or services from a specific vendor, even though there may be more than one vendor capable of delivering the same goods or services. Valid exceptions for using a limited tender single source process are found in TABLE 1 of the Limited Tendering Justification Form.
What is an Advanced Contract Award Notice (ACAN)?
An Advance Contract Award Notice (ACAN) is a public notice indicating to the vendor community that Carleton intends to award a good or service to a pre-identified vendor, believed to be the only one capable of performing the work, thereby allowing other vendors to signal their interest in bidding by submitting a statement of capabilities. If no other vendor submits a statement of capabilities that meets the requirements set out in the ACAN, we may then proceed with awarding the contract to the pre-identified vendor. It is important to note that an ACAN is not a “competitive” process. Also of note is that an ACAN process does not constitute a “competitive” process for the purposes of the trade agreements and any Canadian International Trade Tribunal (CITT) challenge. If there is doubt as to whether a single or sole sourcing exception is valid, Procurement Services may post an ACAN to ensure an open, fair and transparent process prior to awarding the contract.
What is a Non-application Provision?
Non-application Provisions are provisions that exempt a given procurement from the application of the government procurement chapter obligations of the applicable trade agreement (CFTA, CETA or OQCTA). Valid reasons for non-application of the procurement process are found in TABLE 2 of the Limited Tendering Justification Form.
If you have questions about the process or need assistance with the form, please contact us to discuss your specific situation.
Public Award Notices
As per Article 516(2) of the Canadian Free Trade Agreement, procuring entities covered by the Agreement shall post a notice of award within 72 days after the award of contract, including any limited tendering. Carleton University posts a monthly report containing the contracts awarded during that month, and for a period of 30 days.