Tools and Templates
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.
The Quality Procurement Package and Service Standards page defines which documents are required to create the Procurement Package for contract initiation. All documents to create the package can be found below.
For general rules and best practices relevant to procurement consult the Contracting Guide for Cost Centre Managers and Cost Centre Administrators
Contracting for Professional Services
| 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”). |
| 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. |
| 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.
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.
Standard Documents for Contract Initiation
| Contract Requests Forms | GOV - Non Standard IT Request Form |
| 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
Note: All Software as a Service must use the Statement of Work Guideline Template. |
Low Dollar Value Requirements
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 |
Temporary Help Services
See the Temporary Help Services page for more information.
| Temporary Help Services form |
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.
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 |
Memorandum of Agreement
| Memorandum of Agreement HC |
| Memorandum of Agreement PHAC |
Service Agreements with other departments
| Guideline on Service Agreements | Provides an overview to program and service managers of the key concepts and steps in establishing service agreements |
| 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) |
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 |
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 |
|---|---|
| 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 |