Rule 34:
Minimum time periods by process
Explains the minimum time periods that must be applied to different types of procurement processes.
Changing annual procurement plans to future procurement opportunities
From 1 October 2020, future procurement opportunities (FPOs) replaced annual procurement plans (APPs). Rules 21, 31 and 34 have been impacted by this change, which all refer to APPs. We're treating an FPO as the equivalent of an APP and agencies will still meet their obligations under these rules by using FPOs instead of APPs.
Read more on the impacts on the Rules.
Changing annual procurement plans to future procurement opportunities
Read more on future procurement opportunities.
The following minimum time periods must be applied to the following types of procurement processes detailed in Rules 34.a and 34.b. Days are expressed in clear business days.
34. a. One-step processes
A one-step process can include a Request for Quote (RFQ), Request for Tender (RFT) or Request for Proposal (RFP).
| One-step processes | Business Days | |
|---|---|---|
| RFQ | RFT/RFP | |
| Minimum time periods (Rule 30) | 13 | 25 |
| Allowable reductions (Rule 31) | ||
| a. Prior listing in Annual Procurement Plan | -1 | -3 |
| b. All tender documents available electronically on GETS | -3 | -4 |
| c. Suppliers' tenders or proposals accepted electronically | -1 | -3 |
| New minimum time periods (if all allowable reductions apply) | 8 | 15 |
34. b. Multi-step processes
A multi-step process can include:
- a Registration of Interest followed by a Request for Tender (RFT) or Request for Proposal (RFP), or
- an Invitation to Participate in a Competitive Dialogue process followed by a RFT or RFP.
| Step one | Business Day ROI/ITP |
|---|---|
| Minimum time periods (Rule 30) | 20 |
| Allowable reductions (Rule 31) | |
| a. Prior listing in Annual Procurement Plan | -3 |
| b. All tender documents available electronically on GETS | -4 |
| c. Suppliers' tenders or proposals accepted electronically | -3 |
| New minimum time periods (if all allowable reductions apply) | 10 |
| Step two | Business Day RFT/RFP |
|---|---|
| Minimum time periods (Rule 30) | 25 |
| Allowable reductions (Rule 31) | |
| a. Prior listing in Annual Procurement Plan | N/A |
| b. All tender documents available electronically on GETS | -5 |
| c. Suppliers' tenders or proposals accepted electronically | -5 |
| New minimum time periods (if all allowable reductions apply) | 15 |
More information on tender processes
Agencies should use a Request for Quote when:
- procuring standard goods, services or works that are easy to describe (eg an off-the-shelf product where the supplier can quote a unit price or contractors can provide their hourly rates).
Agencies should use a Request for Tender or Proposal when:
- they need more from the supplier than the unit price, delivery date and delivery costs.