Procurement Service Standards
The TB Directive on the Management of Procurement requires the creation of accurate and comprehensive procurement records to provide a complete history of the procurement process, and facilitate management oversight and audit. This includes documentation of the required approvals, rationale for any deviations from policy or competition, justification for business decisions, the bid evaluation process, and interactions with potential vendors and contractors, etc.
Quality Procurement Package (QPP)
A QPP consists of high-quality documents as per the following table. In order to help you create high-quality documents please consult the Tools and Templates page.
If preliminary documentation, including key details or approvals/signatures are missing, Procurement Operations may reject or cancel the request. In such cases, the request will need to be resubmitted with the required information and a new Section 32 approval will be required.
Required Documents for Contract Initiation
For IT requirements, including hardware, software, software maintenance and printers consult the Documentation required for IT approval process as well as the General Information section within the Contract Request Form (CRF) for IT requirements which contains the required documents for contract initiation for IT requirements.
For requirements excluding IT hardware, software, software maintenance and printers, the following documents must be uploaded into SAP when initiating a contract. These documents can be found on the Tools and Templates page.
| Service Contracts over $10K | Service Contracts over $10K | Call-Ups for Goods over $10K | Call-Ups for Services over $10K | Purchase Order Goods over $10K | 9200 Purchase Requisition for Public Services and Procurement Canada (PSPC) | |
|---|---|---|---|---|---|---|
| Sole Source/Directed under HC/PHAC delegation or PSPC’s mandatory tools | Competitive under HC/PHAC delegation or PSPC’s mandatory tools | Competitive or Sole-Source/Directed | ||||
| Contract Request Form (CRF), must be signed by the required approval level specified on the applicable Contract Request Form | X | X | X | X | X | |
| Requirement Definition or Statement of Work | Statement of Work | Statement of Work | X | X | X | X |
| Evaluation Criteria | X | |||||
| Security Requirement Checklist (SRCL), must be signed by Security Contracting | X | X | Mandatory, If installation is required | X | Mandatory, If installation is required | X |
| Indigenous Procurement (Copy of Indigenous Directory (IBD) Screenshot of Results) | X | X | X | X | X | X |
| Sole Source Justification (SSJ) form, must be signed by the required approval level specified on the applicable sole source exception | X | Sole Source/Directed Requirements Only | If applicable
(include Appendix 1 – Treasury Board Questions for Sole Source) | |||
| Quote / Proposal | Sole Source/Directed Requirements Only | If applicable | ||||
| Price Certification form, must be signed by supplier | X | Sole Source/Directed Requirements Only | ||||
| Professional Services – ADM or VP Approval Email | If applicable | If applicable | If applicable | If applicable | ||
| Travel Authorization Form | If applicable | If applicable | If applicable | If applicable | If applicable | If applicable |
| Former Public Servant (FPS) Certification signed by supplier | X | |||||
| PHAC Only – Former Public Servant – Branch head approval | X | |||||
| SOSA Exemption | Applicable for purchasing a commodity outside the SO, that is on a mandatory SO
|
|||||
| Accessibility Form, must be signed by client – Procurement Justification | X | |||||
X Indicates the document is required for the QPP
Service Standards
The service standards are under review and can be used for planning purposes. They will be updated once the new and evolving policy requirements and recommendations from recent reviews are implemented and there is clarity on the additional work and time required to implement the new procedures.
A service standard is a public commitment to a measurable level of performance that clients can expect under normal circumstances.
Service standards are an important element of service management excellence; they help to clarify expectations for those involved in the procurement of goods and services. They also enable performance management and support client satisfaction.
Service standards provide valuable information to managers to properly plan to acquire goods and services in support of programs and operations.
It should be noted that detailed service standards provided to Treasury Board on behalf of Health Canada and the Public Health Agency of Canada, were recognized as a notable practice in this years (2014) UNAF assessment.
These procurement service standards are subject to the receipt of a Quality Procurement Package (including finalized high-quality documents) and third party dependencies. The procurement service standards do not include consultation time for the development of client documents. It should be noted that timelines do not include the time required to complete the security process or address Comprehensive Land Claim Agreements. Also, requests requiring to be processed within shortened timelines (i.e. urgent unpredictable requirements) directly impact on the processing of other requests. Taking these factors into account, the Department/Agency target has been set and monitored toward the achievement of meeting timelines on an combined/aggregated basis between 70% to 85% for all procurement requests received.
| Contract Type | Procurement type | Contract Requisition required | Delegated Signing
Authority |
Time required
(Calculated in working days, excluding statutory holidays) | |
|---|---|---|---|---|---|
| Competitive Process (where applicable TC, OB or ACAN) | Non-Competitive Process (TN) | ||||
| 942/CS/TT | Call-ups Against a Standing Offer
(excluding IT goods) (942, CS, TT) < $10K |
No | BO* | 7 | 7 |
| 942/CS/TT | Call-ups Against a Standing Offer
(excluding IT Goods) (942, CS, TT) > $10K+ |
Yes | PG | 28 | 28 |
| 942 | Call-ups Against a Standing Offer
(all IT) (all values $) |
Yes
(except under $10K) |
PG | 28 | 28 |
| TH | Calls-ups Against a Temporary Help Standing Offer
(all values $) |
No | BO | 7 | 7 |
| 9200 | PWGSC Purchase Requisition | Yes (all values) | PW | 14 | 14 |
| MOA/ILA | Memorandum of Agreement (MOA) /
Inter-departmental Letter of Agreement (ILA) |
No | BO | 21 | 21 |
| PO | PO (Goods – Non-IT) < $10K | No | BO | 14 | 7 |
| PO | PO (Goods – Non-IT) > $10K+ | Yes | PG | 14 | 7 |
| PO | PO (Goods IT) ($0.0 - $25K) | Yes (all values) | PG | 21 | 14 |
| PS1 | PS1 (Services) ($10K +) | Yes (all values) | PG | TC = 70 | TN = 30 |
| PS1 | PS1 (Services) Open Bidding Requirements (OB) | Yes (all values) | PG | 105 | N/A |
| PS1 | PS1 (Services) Open Bidding Requirements (ACAN) | Yes (all values) | PG | 63 | N/A |
| SAC | Supply Arrangement Contract
Services & Construction (all values $) (i.e. PASS; PS Online; TBIPS and TSPS) |
Yes (all values) | PG | 77 | 30 |
| SAC | Supply Arrangement Contract
Goods only (which includes IT) (all values $) |
Yes (all values) | PG | 21 | 14 |
| LPO | Local Purchase Order ($0.0 – $5K) | No | BO | 7 | 7 |
| PS2 | Short Form Contracts ($0.0 – $10K) | No | BO | 7 | |
*Note: a business owner (BO) is the individual responsible for operational requirement or project for which the procurement is being conducted. The business owner can be a project authority, program authority, technical authority, manager, or a cost centre manager. The definition can be found in the Treasury Board Policy on the Planning and Management of Investments.
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