Difference between revisions of "Procurement Service Standards"

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| style="border-left:2px solid white; background-color: #007399; width:500px; height:30px;" |<font size="3" color="white"> [https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/service-standards Mysource Link]</font>
 
| style="border-left:2px solid white; background-color: #007399; width:500px; height:30px;" |<font size="3" color="white"> [https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/service-standards Mysource Link]</font>
 
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</div>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 ==
+
== Quality Procurement Package (QPP) ==
−
Excluding IT hardware, software, software maintenance and printers, the following documents must be uploaded into SAP when initiating a contract. If preliminary documentation, including key details or approvals/signatures are missing, PMAMD 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 requirement can be found in the General Information section within the Contract Request Form (CRF) for IT Requirements.
+
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 ====
 
==== Required Documents for Contract Initiation ====
−
These documents can be found on the [[Tools and Templates]] page.  
+
For IT requirements, including hardware, software, software maintenance and printers consult the [https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/contract-processing-3 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.
 
{| class="wikitable"
 
{| class="wikitable"
 
|+
 
|+
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!9200 Purchase Requisition for Public Services and Procurement Canada (PSPC)
 
!9200 Purchase Requisition for Public Services and Procurement Canada (PSPC)
 
|-
 
|-
 +
!''<small>Sole Source/Directed under HC/PHAC delegation or PSPC’s mandatory tools</small>''
 
!''<small>Competitive under HC/PHAC delegation or PSPC’s mandatory tools</small>''
 
!''<small>Competitive under HC/PHAC delegation or PSPC’s mandatory tools</small>''
−
!''<small>Sole Source/Directed under HC/PHAC delegation or PSPC’s mandatory tools</small>''
 
 
! colspan="4" |''<small>Competitive or Sole-Source/Directed</small>''
 
! colspan="4" |''<small>Competitive or Sole-Source/Directed</small>''
 
|-
 
|-
−
|'''Contract Request Form (CRF) signed by CCM'''
+
|'''Contract Request Form (CRF), must be signed by the required approval level specified on the applicable Contract Request Form'''
 
|X
 
|X
 
|X
 
|X
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|-
 
|-
 
|'''Evaluation Criteria'''
 
|'''Evaluation Criteria'''
 +
|
 
|X
 
|X
−
|
 
 
|
 
|
 
|
 
|
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|
 
|
 
|-
 
|-
−
|'''Security Requirement Checklist (SRCL) signed by Security Contracting'''
+
|'''Security Requirement Checklist (SRCL), must be signed by Security Contracting'''
 
|X
 
|X
 
|X
 
|X
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|X
 
|X
 
|-
 
|-
−
|'''Sole Source Justification (SSJ) form signed by CCM'''
+
|'''Sole Source Justification (SSJ) form, must be signed by the required approval level specified on the applicable sole source exception'''
 +
|X
 
|
 
|
−
|X
 
 
|
 
|
 
|
 
|
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|If applicable
 
|If applicable
 
|-
 
|-
−
|'''Price Certification form signed by supplier'''
+
|'''Price Certification form, must be signed by supplier'''
 +
|X
 
|
 
|
−
|X
 
 
|
 
|
 
|
 
|
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|
 
|
 
|-
 
|-
−
|'''Professional Services – ADM or VP Approval Email'''
+
|'''[https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/procurement-policy-and-1 Professional Services – ADM or VP Approval Email]'''
 
|If applicable
 
|If applicable
 
|If applicable
 
|If applicable
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|-
 
|-
 
|'''Former Public Servant (FPS) Certification signed by supplier'''
 
|'''Former Public Servant (FPS) Certification signed by supplier'''
 +
|X
 
|
 
|
−
|X
 
 
|
 
|
 
|
 
|
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|
 
|
 
|-
 
|-
−
|'''PHAC Only – Former Public Servant – Branch head approval'''
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|'''[https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/public-health-agency PHAC Only – Former Public Servant – Branch head approval]'''
 +
|X
 
|
 
|
−
|X
 
 
|
 
|
 
|
 
|
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|
 
|
 
|
 
|
−
|
+
|Applicable for purchasing a commodity outside the SO, that is on a mandatory SO
−
* Applicable for purchasing a commodity outside the SO, that is on a mandatory SO
+
 
−
* Technical exceptions and Duty to accommodate exceptions are most common. The SO authority (typically PSPC) will need to approve.
+
 
 +
Technical exceptions and Duty to accommodate exceptions are most common. The SO authority (typically PSPC) will need to approve.
 
|
 
|
 
|-
 
|-
−
|'''Accessibility Form to be signed by client – [https://www.tpsgc-pwgsc.gc.ca/app-acq/sat-ths/clients/approvisionnement-procurement-justification-eng.html Procurement Justification]'''
+
|'''Accessibility Form, must be signed by client – Procurement Justification'''
 
|
 
|
 
|
 
|
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|X
 
|X
 
|}
 
|}
 +
X Indicates the document is required for the QPP
  
 
== Service Standards ==
 
== Service Standards ==
−
A service standard is a public commitment to a measureable level of performance that clients can expect under normal circumstances.
+
''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 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.
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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.
 
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.
  
−
The service standards reflect the expected timelines once a quality procurement package is received taking into consideration that all required documents are adequately completed and submitted at the time of the initial request.  
+
'''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.  
−
 
 
−
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.
 
 
{| class="wikitable"
 
{| class="wikitable"
 
! rowspan="2" |Contract Type
 
! rowspan="2" |Contract Type
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Authority
 
Authority
 
! colspan="2" |Time required
 
! colspan="2" |Time required
−
(calendar days)
+
(Calculated in working days, excluding statutory holidays)
 
|-
 
|-
 
!Competitive Process (where applicable TC, OB or ACAN)
 
!Competitive Process (where applicable TC, OB or ACAN)
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(excluding IT goods) (942, CS, TT) < $10K
 
(excluding IT goods) (942, CS, TT) < $10K
 
|No
 
|No
−
|CCM
+
|BO*
 
|7
 
|7
 
|7
 
|7
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(all values $)
 
(all values $)
 
|No
 
|No
−
|CCM
+
|BO
 
|7
 
|7
 
|7
 
|7
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Inter-departmental Letter of Agreement (ILA)
 
Inter-departmental Letter of Agreement (ILA)
 
|No
 
|No
−
|CCM
+
|BO
 
|21
 
|21
 
|21
 
|21
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|PO (Goods – Non-IT) < $10K
 
|PO (Goods – Non-IT) < $10K
 
|No
 
|No
−
|CCM
+
|BO
 
|14
 
|14
 
|7
 
|7
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|Local Purchase Order ($0.0 – $5K)
 
|Local Purchase Order ($0.0 – $5K)
 
|No
 
|No
−
|CCM
+
|BO
 
|7
 
|7
 
|7
 
|7
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|Short Form Contracts ($0.0 – $10K)
 
|Short Form Contracts ($0.0 – $10K)
 
|No
 
|No
−
|CCM
+
|BO
−
|7
 
 
|7
 
|7
 +
|
 
|}
 
|}
  
−
 
+
<nowiki>*</nowiki>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 ''[https://can01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.tbs-sct.canada.ca%2Fpol%2Fdoc-eng.aspx%3Fid%3D32593&data=05%7C02%7CChandra-Lee.Martin%40hc-sc.gc.ca%7C537b243c5a004c35bbae08dc84c5fa74%7C42fd9015de4d4223a368baeacab48927%7C0%7C0%7C638531233045144803%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=FViYoIrGeOffZi%2BUs10NuqTFy6LLUGyX7q8xXLU5yDs%3D&reserved=0 Policy on the Planning and Management of Investments].''
  
 
Mysource pages linked:
 
Mysource pages linked:
  
 
[https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/templates-forms-and-0 Required Documents for Contract Initiation (hc-sc.gc.ca)]
 
[https://mysource.hc-sc.gc.ca/en/ss/programs-and-services/financial-operations/procurement-and-contracting/templates-forms-and-0 Required Documents for Contract Initiation (hc-sc.gc.ca)]

Latest revision as of 09:44, 7 June 2024

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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


Technical exceptions and Duty to accommodate exceptions are most common. The SO authority (typically PSPC) will need to approve.

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.

Mysource pages linked:

Required Documents for Contract Initiation (hc-sc.gc.ca)

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