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'''Note for mockup''': Consider putting each header into it's own page similar to [https://www.gcpedia.gc.ca/wiki/Procurement_community/Policies_and_processes Procurement community/Policies and processes - GCpedia]
For questions or concerns please contact:
This page only includes documents that are required for both procurement clients and Officers. Documents required by only the Procurement Officers are retained on a shared drive.
[https://mysource.hc-sc.gc.ca/sites/default/files/attachments/amendment-document-eng.docx Amendment Template]
The [[Procurement Service Standards|Quality Procurement Package and Service Standards]] page defines which documents are required to create the Procurement Package for contract initiation. The documents to create the package can be found below.
For general rules and best practices relevant to procurement consult the [https://mysource.hc-sc.gc.ca/en/node/5169 Contracting Guide for Cost Centre Managers and Cost Centre Administrators]
===== <u>Contract Request Forms</u> =====
== Contracting for Professional Services ==
{| class="wikitable"
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|[https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=32692§ion=procedure&p=C Directive on the Management of Procurement]
|The procurement of professional services is governed by the ''Directive on the Management of Procurement'' and supported by the ''Managers Guide: Key Considerations when Procuring Professional Services'' (“guide”).
|-
|[https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=32775 Managers Guide: Key Considerations when Procuring Professional Services]
|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]
|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.
|}
== SAP Procedures and Processes ==
With the information below you should 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.
===== <u>Non-Competitive Requirements</u> =====
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.
{| class="wikitable"
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|[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/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/7529 When to Select “Amendment to Contract” or “Correction to Contract” in SAP]
|}
== Procedures on the Purchase of Furniture ==
See the [[Procedures for Purchase of Furniture (including Chairs)|Procedure for Purchase of Furniture (including Chairs)]] for more information.
===== <u>Security Requirement Checklists (SRCLs)</u> =====
{| class="wikitable"
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|[https://www.gcpedia.gc.ca/wiki/E60PQ-140003/B_-_Furniture_for_Work_Spaces Workspace Furniture Search Tool]
|-
|[https://www.gcpedia.gc.ca/wiki/Office_Seating_Supply_Arrangements Office Seating Supply Arrangements]
|}
== Standard Documents for Contract Initiation ==
{| class="wikitable"
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|'''Contract Requests Forms'''
|[https://mysource.hc-sc.gc.ca/sites/default/files/non-standard_it_approval_request_en.xlsm GOV - Non Standard IT Request Form]
[https://mysource.hc-sc.gc.ca/sites/default/files/2023-12/pmamd%20non-IT%20contract%20request%20form-eng.pdf Contract Request Form (CRF) for Non IT Requirements]
[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/price_certification_-_attestation_des_prix.docx Price Certification] '''Note:''' Sole source requirements only – Mandatory for all requirements over $10,000
'''Note''': All Software as a Service must use the Statement of Work Guideline Template.
|-
|'''Security Requirement Checklists (SRCLs)'''
|For non-PSPC mandatory tools: [https://www.tbs-sct.canada.ca/tbsf-fsct/350-103-eng.asp Security Requirement Checklist]
For mandatory [https://www.gcpedia.gc.ca/wiki/Methods_of_Supply PSPC Procurement Methods] and tools: [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]
|-
|'''Statement of Work (SOW)'''
For more information, including do's and don'ts and examples of SOWs consult the [[Statement of Work]] page.
|[https://mysource.hc-sc.gc.ca/sites/default/files/statement_of_work_guideline.docx Statement of Work Guideline]
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.
'''Note''': All Software as a Service must use the Statement of Work Guideline Template.
|}
== Low Dollar Value Requirements ==
== Low Dollar Value Requirements ==
{| class="wikitable"
{| class="wikitable"
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|[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)]
'''Note:''' 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/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/attachments/hc_phac_contract_performance_evaluation_report_2015-10-31.docx Contract Performance Evaluation Report]
|[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/hc_sc_phac_aspc_supplies_or_services_voucher.pdf Supplies or Services Voucher]
|[https://mysource.hc-sc.gc.ca/en/node/10338 Low Dollar Value Contracting Guide]
|}
|}
== Guides ==
== Solicitation, Evaluation and Contract Award Methodology ==
See the [https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/contract-processing-15 Evaluation Criteria and Contract Award Methodology] page for more information, including examples for evaluation criteria.
{| class="wikitable"
{| class="wikitable"
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|[https://mysource.hc-sc.gc.ca/en/node/10892 Guideline on Bid Evaluation Criteria and Contractor Selection]
|-
|-
|[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/sites/default/files/evaluation_summary.docx Solicitation Evaluation Summary]
|}
|}
== SAP Procedures and Processes ==
== Contractors Performance ==
{| class="wikitable"
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|[https://mysource.hc-sc.gc.ca/sites/default/files/attachments/hc_phac_contract_performance_evaluation_report_2015-10-31.docx Contract Performance Evaluation Report]
|}
== Amendments ==
{| class="wikitable"
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|[https://mysource.hc-sc.gc.ca/sites/default/files/amendment_request_form.docx Amendment Checklist]
|-
|[https://mysource.hc-sc.gc.ca/sites/default/files/attachments/amendment-document-eng.docx Amendment Template]
|}
[https://mysource.hc-sc.gc.ca/en/node/5100 How to create a PO]
== Travel Requirements for Contractors ==
See the [[Travel Requirements for Contractors]] page for more information.
{| class="wikitable"
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|[https://mysource.hc-sc.gc.ca/sites/default/files/attachments/4.5.1_contractor_travel_request_form.pdf Contractor Travel Request]
|}
[https://mysource.hc-sc.gc.ca/en/node/5105 How to Check the Status of your Request using SAP Workflow]
== Standing Offers, Supply Arrangements, Task Authorizations ==
See the [[Standing Offers and Supply Arrangements|Standing Offers, Supply Arrangements and Task Authorizations]] page for more information.
{| class="wikitable"
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|[https://mysource.hc-sc.gc.ca/sites/default/files/2024-04/Task%20Authorization%20Form%20-%20template%20eng.docx Task Authorization Form template]
|-
|Task Authorization: [https://mysource.hc-sc.gc.ca/sites/default/files/2024-04/RECORD%20OF%20AGREEMENT%20template%20-%20en.docx Record of Agreement template]
|}
== Temporary Help Services ==
See the [[Temporary Help Services]] page for more information.
{| class="wikitable"
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|[https://mysource.hc-sc.gc.ca/sites/default/files/ths-interactive-form-bilingual.xlsm Temporary Help Services form]
== 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-1 Operating Instruction - Approval requirements for proposed professional services contracts]
== Former Public Servant ==
== Former Public Servant ==
Contracts with former public servants bear the closest public scrutiny and must reflect fairness in the spending of public funds. As such, additional oversight is necessary to prevent favouritism, preferential treatment, and/or the perception of either.
Contracts with former public servants bear the closest public scrutiny and must reflect fairness in the spending of public funds. As such, additional oversight is necessary to prevent favouritism, preferential treatment, and/or the perception of either.
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.
{| class="wikitable"
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|[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.)
|-
|[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/en/node/10564 Operating Instruction – Approval Process for Proposed Contracts with Former Public Servants]
== Memorandum of Agreement ==
{| class="wikitable"
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|[https://mysource.hc-sc.gc.ca/sites/default/files/attachments/hc_memorandum_of_agreement_2015-10-31.docm Memorandum of Agreement HC]
|-
|[https://mysource.hc-sc.gc.ca/sites/default/files/attachments/phac_memorandum_of_agreement_2015-10-31.docm Memorandum of Agreement PHAC]
|}
== Service Agreements with other departments ==
{| class="wikitable"
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|[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
|-
|[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.
|-
| colspan="2" |[https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=25761#appB Memorandum of Understanding (MOU)]
|-
| colspan="2" |[https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=25761#appC Master Agreement (MA)]
|-
| colspan="2" |[https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=25761#appD Service Level Agreement (SLA)]
|}
== Supplies or Services Voucher ==
{| class="wikitable"
|+
|[https://mysource.hc-sc.gc.ca/sites/default/files/attachments/hc_sc_phac_aspc_supplies_or_services_voucher.pdf Supplies or Services Voucher]
[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
|}
== 9200 Purchase Requisition Accessibility Form ==
{| class="wikitable"
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|[https://www.tpsgc-pwgsc.gc.ca/app-acq/sat-ths/clients/approvisionnement-procurement-justification-eng.html Procurement Justification]
|}
== Other ==
{| class="wikitable"
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|-
|[https://mysource.hc-sc.gc.ca/en/node/5106 Glossary of Terms]
|-
|[https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/glossary-terms/definition Definition list]
|}
<u>Changes:</u>
<u>Changes:</u>