Procurement Service Standards

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

Quality Procurement Package

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.

Required Documents for Contract Initiation

	Call-Ups for Goods over $10K (Competitive or Sole-Source/Directed)	Call-Ups for Services over $10K (Competitive or Sole-Source/Directed)	Purchase Order Goods over $10K (Competitive or Sole-Source/Directed)	Service Contracts over $10K (Competitive under HC/PHAC delegation or PSPC’s mandatory tools)	Service Contracts over $10K (Sole Source/Directed under HC/PHAC delegation or PSPC’s mandatory tools)	9200 Purchase Requisition for Public Services and Procurement Canada (PSPC) (Competitive or Sole-Source/Directed)
Contract Request Form (CRF) signed by CCM	X	X	X	X	X
Requirement Definition or Statement of Work	X	X	X	Statement of Work	Statement of Work	X
Evaluation Criteria				X
Indigenous Procurement (Copy of Indigenous Directory (IBD) Screenshot of Results)	X	X	X	X	X	X
Travel Authorization Form	If applicable	If applicable	If applicable	If applicable	If applicable	If applicable
Security Requirement Checklist (SRCL) signed by Security Contracting	Mandatory, If installation is required – Regular SRCL	X	Mandatory, If installation is required – Regular SRCL	Regular SRCL (for non-PSPC mandatory tools) PSPC Common Centralized Professional Services (CPSS) Common SRCL (for PSPC mandatory tools like ProServices, TBIPS, etc)	Regular SRCL (for non-PSPC mandatory tools) PSPC Common Centralized Professional Services (CPSS) Common SRCL (for PSPC mandatory tools like ProServices, TBIPS, etc)	Regular SRCL (for non-PSPC mandatory tools) PSPC Common Centralized Professional Services (CPSS) Common SRCL (for PSPC mandatory tools like ProServices, TBIPS, etc)
Professional Services – ADM or VP Approval Email		If applicable		If applicable	If applicable	If applicable
Sole Source Justification (SSJ) signed by CCM			Sole Source/Directed Requirements Only		X	If applicable (include Appendix 1 – Treasury Board Questions for Sole Source)
Quote / Proposal			Sole Source/Directed Requirements Only			If applicable
Price Certification signed by supplier			Sole Source/Directed Requirements Only		X
Former Public Servant (FPS) 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 to be signed by client – Procurement Justification						X

Service Standards

A service standard is a public commitment to a measureable 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.

Contract Type	Procurement type	Contract Requisition required	Delegated Signing Authority	Time required (calendar days)
				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	CCM	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	CCM	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	CCM	21	21
PO	PO (Goods – Non-IT) < $10K	No	CCM	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	CCM	7	7
PS2	Short Form Contracts ($0.0 – $10K)	No	CCM	7	7

Please note: The above timelines are taking into consideration that all required documents are adequately completed and submitted at the time of the initial request. Please refer to Procurement documentation required in SAP (link is not working) which will provide further information to assist Cost Center Managers. Furthermore, it should be noted that timelines do not include the time required to complete the security process or address Comprehensive Land Claim Agreements. Lastly, requests requiring to be processed within shortened timelines (i.e. urgent unpredictable requirements) also 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.