Tools and Templates

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The templates and checklists provided on the intranet site are only those forms requiring access by both clients and Procurement Officers. All remaining templates and checklists used by Procurement Officers are retained on a shared drive for their use.

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

Contracting Guide for Cost Centre Managers and Cost Centre Administrators

Standard Documents for Contract Initiation

Contract Requests Forms	GOV - Non Standard IT Request Form Contract Request Form (CRF) for Non IT Requirements Contract Request Form (CRF) for IT Requirements
Non-Competitive Requirements	Sole Source Justification form Price Certification Note: Sole source requirements only – Mandatory for all requirements over $10,000
Security Requirement Checklists (SRCLs)	Security Requirement Checklist (For PSPC Procurement Methods, please use a Common SRCL) Note: All Security Requirement Checklists (SRCLs) must be sent to the Contracts Security mailbox: 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.	Statement of Work Guideline For Hardware, Software and/or Software Maintenance (except for Software as a Service) the Data Classification Form for Hardware, Software and/or Software Maintenanceform 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

• Email Template – Low Dollar Value Request for Quotation (Goods) or Request for Proposals (Services)
  • Note: Not to be used with PSPC Procurement Methods
• Low Dollar Value Contract
• Checklist for Low dollar Value Contracts
• Low Dollar Value Contracting Guide

Solicitation, Evaluation and Contract Award Methodology

See the Evaluation Criteria and Contract Award Methodology page for more information, including examples for evaluation criteria.

• Guideline on Bid Evaluation Criteria and Contractor Selection
• Solicitation Evaluation Summary

Contractors Performance

• Contract Performance Evaluation Report

Amendments

• Amendment Checklist
• Amendment Template

Travel Requirements for Contractors

See the Travel Requirements for Contractors page for more information.

• Contractor Travel Request

Memorandum of Agreement

• Memorandum of Agreement HC
• Memorandum of Agreement PHAC

Temporary Help Services

See the Temporary Help Services page for more information.

• Temporary Help Services form

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.

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.

• How to create a PO
• How to Check the Status of your Request using SAP Workflow
• How to create a PR
• List of GL Codes by GSIN (Material Group) code
• When to Select “Amendment to Contract” or “Correction to Contract” in SAP

Contracting for Professional Services

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 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.

• 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.

Former Public Servant

Public Health Agency of Canada’s Approval Process for Proposed Contracts with Former Public Servants (hc-sc.gc.ca)

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.

• 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.)
• 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.)
• Former Public Servant Certification
  • Note: Sole source service requirements only

Confirming Order

Please send an email to [Order Request|Contracts East] with the details listed in the Confirming Order Process along with the applicable invoice(s).

• Confirming Order Process

Supplies or Services Voucher

• Supplies or Services Voucher

Service Agreements with other departments

The 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 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 Directive on Internal Support Services (rescinded) and will also support organizations in pursuing consolidation and greater efficiencies in the delivery of services.

• Memorandum of Understanding (MOU)
• Master Agreement (MA)
• Service Level Agreement (SLA)

Other

Definition list

Glossary of Terms - Procurement and Contracting (move from Reference Tools Intranet page)

Changes:

Rename page

Remove Wording: A list of required documents for contract initiation can be found on the Required Documents for Contract Initiation page.

Title	Changes
Contracting Guide for Cost Centre Managers and Cost Centre Administrators	Move from Reference Tools Intranet page
Low Dollar Value Contracting Guide*
Guideline on Bid Evaluation Criteria and Contractor Selection*
Managers Guide: Key Considerations when Procuring Professional Services	Move from Contracting for Professional Serivces

Title	Changes
Amendment Checklist*	Link directly to Word document and remove additional Intranet page
Amendment Template*
Contract Performance Evaluation Report
Contract Request forms for Non-IT and IT Requirements
Contractor Travel Request (Information on contractor travel can be found at Travel Requirements for Contractors)*
Email Template – Low Dollar Value Request for Quotation (Goods) or Request for Proposals (Services) (Not to be used with PSPC Procurement Methods)*
Solicitation Evaluation Summary
Low Dollar Value Contract*
GOV - Non Standard IT Request Form*
Sole Source Justification form*
Statement of Work Guideline*
Contract Request Form (CRF) for Non IT Requirements*	Linked to page: Contract Request forms for Non-IT and IT Requirements
Contract Request Form (CRF) for IT Requirements*
Data Classification Form for Hardware, Software and/or Software Maintenance Note: All Software as a Service requests must use the Statement of Work Guideline Template	(remove intranet page and put the links directly on the tools page)
Security Requirement Checklist (For PSPC Procurement Methods, please use a Common SRCL)	External links
Checklist for Low dollar Value Contracts*
Former Public Servant Certification Note: Sole source service requirements only
Price Certification* Note: Sole source requirements only – Mandatory for all requirements over $10,000
Supplies or Services Voucher
Memorandum of Agreement HC
Memorandum of Agreement PHAC
Temporary Help Services form	Move from Temporary Help Services

Title	Changes
How to create a PO	Move from Reference Tools Intranet page
How to P2P	Remove intranet page, the links below are included in this page
How to Check the Status of your Request using SAP Workflow	Move from How to P2P Intranet page
How to create a PR
List of GL Codes by GSIN (Material Group) code (link directly to the word and remove the intranet page)
When to Select “Amendment to Contract” or “Correction to Contract” in SAP