Changes

A list of required documents for contract initiation can be found on the [[Procurement Service Standards|Quality Procurement Package and Service Standards]] page.  

A list of required documents for contract initiation can be found on the [[Procurement Service Standards|Quality Procurement Package and Service Standards]] page.  

[https://mysource.hc-sc.gc.ca/en/node/5169 Contracting Guide for Cost Centre Managers and Cost Centre Administrators]  

[https://mysource.hc-sc.gc.ca/en/node/5169 Contracting Guide for Cost Centre Managers and Cost Centre Administrators]

 

 

 

== Standard Documents for Contract Initiation ==

== Standard Documents for Contract Initiation ==

[https://mysource.hc-sc.gc.ca/sites/default/files/2024-01/pmamd-IT-contract-request-form-en.pdf Contract Request Form (CRF) for IT Requirements]

 

| '''Non-Competitive Requirements'''

|[https://mysource.hc-sc.gc.ca/sites/default/files/attachments/hc-phac-sole-source-justification-form-workingjuly5-eng.pdf Sole Source Justification form]

* [https://mysource.hc-sc.gc.ca/sites/default/files/2024-01/pmamd-IT-contract-request-form-en.pdf Contract Request Form (CRF) for IT Requirements]

 

===== <u>Non-Competitive Requirements</u> =====

 

* [https://mysource.hc-sc.gc.ca/sites/default/files/attachments/hc-phac-sole-source-justification-form-workingjuly5-eng.pdf Sole Source Justification form]

===== <u>Security Requirement Checklists (SRCLs)</u> =====

Note: All Security Requirement Checklists (SRCLs) must be sent to the Contracts Security mailbox: [Mailto:hc.security.contracting-soustrait.securite.sc@canada.ca hc.security.contracting-soustrait.securite.sc@canada.ca]

|'''Security Requirement Checklists (SRCLs)'''

|[https://www.tbs-sct.canada.ca/tbsf-fsct/350-103-eng.asp Security Requirement Checklist] (For [https://www.gcpedia.gc.ca/wiki/Methods_of_Supply PSPC Procurement Methods], please use a [https://www.tpsgc-pwgsc.gc.ca/app-acq/spc-cps/31-eng.html Common SRCL])

'''Note:''' All Security Requirement Checklists (SRCLs) must be sent to the Contracts Security mailbox: [Mailto:hc.security.contracting-soustrait.securite.sc@canada.ca hc.security.contracting-soustrait.securite.sc@canada.ca]

|[https://mysource.hc-sc.gc.ca/sites/default/files/statement_of_work_guideline.docx Statement of Work Guideline]

===== <u>Statement of Work (SOW)</u> =====

For Hardware, Software and/or Software Maintenance (except for Software as a Service) the [https://mysource.hc-sc.gc.ca/sites/default/files/attachments/data-classification-form-hardware-software-maintenance-eng.docx Data Classification Form for Hardware, Software and/or Software Maintenance]form must be uploaded in SAP in lieu of the SOW.

See the [[Statement of Work]] page for more information, including do's and don'ts and examples.

'''Note''': All Software as a Service must use the Statement of Work Guideline Template.

'''Note''': All Software as a Service must use the Statement of Work Guideline Template.

* [https://mysource.hc-sc.gc.ca/sites/default/files/attachments/data-classification-form-hardware-software-maintenance-eng.docx Data Classification Form for Hardware, Software and/or Software Maintenance]

* [https://mysource.hc-sc.gc.ca/sites/default/files/attachments/low_dollar_value_contract_for_clients_to_use_only_nov_22_en.docx Low Dollar Value Contract]

* [https://mysource.hc-sc.gc.ca/sites/default/files/checklist_for_ldv_contract_-_en_feb_10_2023.xlsm Checklist for Low dollar Value Contracts]

* [https://mysource.hc-sc.gc.ca/en/node/10338 Low Dollar Value Contracting Guide]

== Solicitation, Evaluation and Contract Award Methodology ==

== Solicitation, Evaluation and Contract Award Methodology ==

== Contractors Performance ==

== Contractors Performance ==

* [https://mysource.hc-sc.gc.ca/sites/default/files/attachments/hc_phac_contract_performance_evaluation_report_2015-10-31.docx Contract Performance Evaluation Report]

See the [[Travel Requirements for Contractors]] page for more information.

* [https://mysource.hc-sc.gc.ca/sites/default/files/amendment_request_form.docx Amendment Checklist]

[https://mysource.hc-sc.gc.ca/sites/default/files/email_templates_for_low_dollar_value_request_for_quotes_or_proposals.docx Email Template – Low Dollar Value Request for Quotation (Goods) or Request for Proposals (Services)] (Not to be used with [https://www.gcpedia.gc.ca/wiki/Methods_of_Supply PSPC Procurement Methods])

* [https://mysource.hc-sc.gc.ca/sites/default/files/attachments/amendment-document-eng.docx Amendment Template]

[https://mysource.hc-sc.gc.ca/sites/default/files/attachments/low_dollar_value_contract_for_clients_to_use_only_nov_22_en.docx Low Dollar Value Contract]

See the [[Travel Requirements for Contractors]] page for more information.

[https://mysource.hc-sc.gc.ca/sites/default/files/checklist_for_ldv_contract_-_en_feb_10_2023.xlsm Checklist for Low dollar Value Contracts]

* [https://mysource.hc-sc.gc.ca/sites/default/files/attachments/4.5.1_contractor_travel_request_form.pdf Contractor Travel Request]

== Memorandum of Agreement ==

== Memorandum of Agreement ==

[https://mysource.hc-sc.gc.ca/sites/default/files/attachments/phac_memorandum_of_agreement_2015-10-31.docm Memorandum of Agreement PHAC]

* [https://mysource.hc-sc.gc.ca/sites/default/files/attachments/phac_memorandum_of_agreement_2015-10-31.docm Memorandum of Agreement PHAC]

== Temporary Help Services ==

== Temporary Help Services ==

See the [[Temporary Help Services]] page for more information.

See the [[Temporary Help Services]] page for more information.

[https://mysource.hc-sc.gc.ca/sites/default/files/ths-interactive-form-bilingual.xlsm Temporary Help Services form]

* [https://mysource.hc-sc.gc.ca/sites/default/files/ths-interactive-form-bilingual.xlsm Temporary Help Services form]

== SAP Procedures and Processes ==

== SAP Procedures and Processes ==

With the preceding information provided in this Intranet site you should now be in a position to create either a Purchase Order (PO) document that is subject to review by MAMD or a Purchase Requisition (PR) that would be submitted to MAMD for processing on your behalf.

With the preceding information provided in this Intranet site you should now be in a position to create either a Purchase Order (PO) document that is subject to review by MAMD or a Purchase Requisition (PR) that would be submitted to MAMD for processing on your behalf.

Before you create either a PO or a PR, you should have taken formal SAP training with FIRMS and the information provided is not a substitute for that training. The information provided is a step by step instruction that will help you to navigate in SAP to create these documents.

Before you create either a PO or a PR, you should have taken formal SAP training with FIRMS and the information provided is not a substitute for that training. The information provided is a step by step instruction that will help you to navigate in SAP to create these documents.

[https://mysource.hc-sc.gc.ca/en/node/5100 How to create a PO]

* [https://mysource.hc-sc.gc.ca/en/node/5100 How to create a PO]

 

* [https://mysource.hc-sc.gc.ca/en/node/5105 How to Check the Status of your Request using SAP Workflow]

[https://mysource.hc-sc.gc.ca/en/node/5105 How to Check the Status of your Request using SAP Workflow]

* [https://mysource.hc-sc.gc.ca/en/node/5103 How to create a PR]

 

* [https://mysource.hc-sc.gc.ca/sites/default/files/gl-gsin_mapping_document_sep21-20.xlsx List of GL Codes by GSIN (Material Group) code]

[https://mysource.hc-sc.gc.ca/en/node/5103 How to create a PR]

* [https://mysource.hc-sc.gc.ca/en/node/7529 When to Select “Amendment to Contract” or “Correction to Contract” in SAP]

 

[https://mysource.hc-sc.gc.ca/sites/default/files/gl-gsin_mapping_document_sep21-20.xlsx List of GL Codes by GSIN (Material Group) code]  

 

[https://mysource.hc-sc.gc.ca/en/node/7529 When to Select “Amendment to Contract” or “Correction to Contract” in SAP]

== Contracting for Professional Services ==

== Contracting for Professional Services ==

[https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/procurement-policy-and-0 Contracting for professional services (hc-sc.gc.ca)]

[https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/procurement-policy-and-0 Contracting for professional services (hc-sc.gc.ca)]

The procurement of professional services is governed by the ''Directive on the Management of Procurement'' and supported by the ''[https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=32775 Managers Guide: Key Considerations when Procuring Professional Services]'' (“guide”). The guide includes key factors for business owners to consider when deciding to procure professional services, and best practices to structure and manage these contracts in accordance with policy requirements.

The procurement of professional services is governed by the ''Directive on the Management of Procurement'' and supported by the ''[https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=32775 Managers Guide: Key Considerations when Procuring Professional Services]'' (“guide”). The guide includes key factors for business owners to consider when deciding to procure professional services, and best practices to structure and manage these contracts in accordance with policy requirements.

[https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/procurement-policy-and-1 Operating Instruction - Approval requirements for proposed professional services contracts]

* [https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/procurement-policy-and-1 Operating Instruction - Approval requirements for proposed professional services contracts] The Operating Instruction identifies the requirements in place at Health Canada and the Public Health Agency of Canada to further strengthen oversight, and support implementation of requirements and considerations when procuring professional services.

 

The Operating Instruction identifies the requirements in place at Health Canada and the Public Health Agency of Canada to further strengthen oversight, and support implementation of requirements and considerations when procuring professional services.

== Former Public Servant ==

== Former Public Servant ==

Effective July 1st, 2023, proposed contracts with former public servants, that were not included in the annual agency procurement planning exercise, must be approved by senior management prior to contract award. The following information is provided to support business owners and contracting authorities at the Public Health Agency of Canada in seeking the required approvals.

Effective July 1st, 2023, proposed contracts with former public servants, that were not included in the annual agency procurement planning exercise, must be approved by senior management prior to contract award. The following information is provided to support business owners and contracting authorities at the Public Health Agency of Canada in seeking the required approvals.

[https://mysource.hc-sc.gc.ca/en/node/10564 Operating Instruction – Approval Process for Proposed Contracts with Former Public Servants]

* [https://mysource.hc-sc.gc.ca/en/node/10564 Operating Instruction – Approval Process for Proposed Contracts with Former Public Servants] (Learn about the requirements for seeking approval prior to entering into a contract with a former public servant, roles and responsibilities, and associated Policy and reporting requirements.)

 

* [https://mysource.hc-sc.gc.ca/sites/default/files/2023-06/for_intranet_-_memo_template_-_en%20%282%29.docx Approval Memo Template] (Use the Approval Memo template to seek approval in accordance with the Operating Instruction, prior to entering into a proposed contract with a former public servant.)

Learn about the requirements for seeking approval prior to entering into a contract with a former public servant, roles and responsibilities, and associated Policy and reporting requirements.

* [https://mysource.hc-sc.gc.ca/sites/default/files/former-public-servant-certification-eng.docx Former Public Servant Certification]  

 

** '''Note:''' Sole source service requirements only

[https://mysource.hc-sc.gc.ca/sites/default/files/2023-06/for_intranet_-_memo_template_-_en%20%282%29.docx Approval Memo Template]

 

Use the Approval Memo template to seek approval in accordance with the Operating Instruction, prior to entering into a proposed contract with a former public servant.

 

[https://mysource.hc-sc.gc.ca/sites/default/files/former-public-servant-certification-eng.docx Former Public Servant Certification] '''Note:''' Sole source service requirements only

 

 

 

 

[https://mysource.hc-sc.gc.ca/sites/default/files/attachments/hc_sc_phac_aspc_supplies_or_services_voucher.pdf Supplies or Services Voucher]

Please send an email to [[Mailto:hc.contracts.east-est.contrats.sc@canada.ca?subject=Confirming Order Request|Contracts East]] with the details listed in the Confirming Order Process along with the applicable invoice(s).

The [https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=25748 Guideline on Service Agreements] provides an overview to program and service managers of the key concepts and steps in establishing service agreements. A companion document, the [https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=25761 Guideline on Service Agreements: Essential Elements] provides detailed advice with practical examples and templates that can be used to develop service agreements. This Guideline supports the [https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=25594 Directive on Internal Support Services] '''(rescinded)''' and will also support organizations in pursuing consolidation and greater efficiencies in the delivery of services.

The [https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=25748 Guideline on Service Agreements] provides an overview to program and service managers of the key concepts and steps in establishing service agreements. A companion document, the [https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=25761 Guideline on Service Agreements: Essential Elements] provides detailed advice with practical examples and templates that can be used to develop service agreements. This Guideline supports the [https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=25594 Directive on Internal Support Services] '''(rescinded)''' and will also support organizations in pursuing consolidation and greater efficiencies in the delivery of services.

* [https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=25761#appD Service Level Agreement (SLA)]

* [https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=25761#appD Service Level Agreement (SLA)]

<u>Changes:</u>

<u>Changes:</u>