The paperwork BC public buyers ask for

Most bids that fail don't lose on price. They're thrown out because a required document was missing. The good news is that the same few documents come up on almost every BC public service contract, so you can have them ready before you bid.

Do I need WorkSafeBC coverage to bid?

For almost every BC public service contract, yes. Buyers ask that you're registered with WorkSafeBC and in good standing, and they check with a clearance letter.

The reason is liability. WorkSafeBC says that if you hire a registered contractor who isn't paying their premiums, you could be liable for the premiums on the work they did for you. A clearance letter addressed to the buyer protects them, so buyers ask for one before they sign, and some ask again before final payment.

How do I get a WorkSafeBC clearance letter?

Clearance letters are requested online through WorkSafeBC's clearance letter service. You look a firm up by its six or nine-digit WorkSafeBC account number or its exact legal or trade name, and the letter can be printed or saved as a PDF. It shows whether the firm is active and in good standing and the date its premiums are paid to.

Usually the buyer or prime contractor requests the letter, because it has to be addressed to them to protect them. Your job is to stay in good standing and give them your account number. If you hire subcontractors yourself, get clearance letters for them too.

What does "prime contractor" mean in a tender?

Many BC tenders say the contractor will be the prime contractor for the site under the Workers Compensation Act. That makes you responsible for coordinating health and safety on the work site, including any subcontractors. If you can't take that on, ask a question before the deadline.

How much liability insurance do I need?

Each tender states it. Look for commercial general liability (CGL), and often automobile liability if you drive to the site. $2 million and $5 million per occurrence are both common on BC municipal service contracts. The City of Coquitlam's 2025 snow removal RFP, for example, asked for $5 million in CGL on the City's own insurance certificate form.

Many buyers also want to be named as an additional insured and to get notice before the policy is cancelled. Call your broker as soon as you decide to bid: raising a limit or adding a certificate can take a few days, and the cost belongs in your price.

What is COR and do I need it?

The Certificate of Recognition (COR) shows you have a working health and safety management system that has passed an audit. WorkSafeBC issues it, and certifying partners like the BC Construction Safety Alliance run the program for their industries. Small COR is for companies with 19 or fewer employees.

COR is voluntary. Some tenders require it, but on service contracts it more often earns points in an RFP or is asked about on the form, as Coquitlam's snow removal RFP did. It also pays: eligible employers can receive an annual WorkSafeBC incentive of 10 percent, with a minimum for small businesses. Getting certified takes time, though. You need at least six months of records, and the BCCSA says some companies need up to 18 months to put every element in place.

Even without COR, have a written safety program you can send. Many tenders ask whether you have one.

When do buyers ask for bonds?

Bonds are more common in construction than in service contracts, but you will see them on larger maintenance, paving and roofing work:

• Bid bond or bid security: proves you'll sign if you win. Often 10 percent of your bid price.
• Performance bond: protects the buyer if you don't finish the work. Often 50 percent of the contract value.
• Labour and material payment bond: protects your workers and suppliers if you don't pay them.

The tender states the amount and form. Bonds come from a surety company, usually through an insurance broker, and you'll need a relationship and financial statements before they'll write one. Start that conversation before you need it.

Do I need a trade licence?

For regulated work, yes. Electrical and gas work in BC needs a contractor licence from Technical Safety BC, with a qualified field safety representative. Tenders for those trades usually ask for your licence number. Other trades may need a Red Seal or provincial certificate for the people doing the work, which the tender will list.

What else do tenders ask for?

• A business licence for the municipality where the work is, sometimes only if you win.
• References: usually two or three clients for similar work, with contact names.
• Criminal record checks for staff working in schools, care homes or other sensitive sites.
• Mandatory site visits: if a tender says attendance is mandatory, missing it usually means your bid isn't accepted.
• Signed forms and addenda acknowledgements: every addendum issued, listed and signed.

A checklist to keep ready

Keep one folder with your WorkSafeBC account number, a current insurance certificate, your safety program, business licence, trade licences, references and a short company profile. With that, most tenders take hours to answer instead of days.

CrewBid flags requirements like these on every bid it summarizes, and if you tell it what you have in your business profile, it marks the bids you can't meet yet. For the rest of the process, see how to win government contracts in BC.