Supply Manual Update Synopsis - Version 11-1

The following provides a summary of the revisions made to this version (V. 11-1) of the Supply Manual. Many of the changes were due to the incorporation of changes made through Policy Notifications.

Chapter 1 – Public Procurement

1.25.10 h) (iv)(B) WTO-AGP – The erroneous reference to Annex 4.1 was removed, as the annex being referred to was removed in Version 10-2.

Chapter 2 – Defining the Requirement and Requisition Receipt

2.30 Requisition Receipt – New text was added (a to c), as per PN-99, December 10, 2010, to describe the requisition receipt process, to highlight an optional requisition checklist for clients, and to add a service standard for acknowledgement of requisition receipt.

2.30.5 c) (viii) Requisition Allocation within PWGSC – Text was deleted, as per PN-99, to remove inconsistency with the rest of the section.

Annex 2.1 Requisition Checklist – A new note was added to paragraph 15, as per PN-99, directing contracting officers to ensure that GSINs submitted by client departments are accurate.

Annex 2.3 List of PWGSC Allocation units – A new annex was added, as per PN-99, to provide contact information for PWGSC Allocations Units in Canada.

Chapter 3 – Procurement Strategy

3.21 Managing Urgent Acquisitions – A new section was added, as per PN-102, December 20, 2010, providing guidance to contracting officers on acquiring goods and services for an urgent requirement.

3.30 Methods of Supply to 3.35.1.60 Reporting- A major rewrite of this section was incorporated, as per PN-75R1, December 15, 2010, in order to provide new direction to procurement personnel regarding contracts with tasks authorizations. The revision also introduces new tools and guidelines that were included in Annex 3.4.1 A Guide to Preparing and Administering Task Authorization for PWGSC Clients and Annex 3.4.2:Record of Agreement Template for PWGSC Clients.

3.105.5 (e) Texts of the National Security Exceptions - New text was added directing contracting officers to insert a new mandatory statement on all notifications and tender documents when the National Security Exception has been invoked.

Chapter 4 – Solicitation Process

4.10.25.1 (g) Supply Arrangement Procedures New text was added confirming that identified users authorized to use supply arrangements could include any government department, agency or Crown corporation listed in Schedule I, Schedule II, Schedule III of the Financial Administration Act.

4.30.5 Solicitation Checklist – The section on Solicitation Checklist was deleted, as per PN-100, November 8, 2010, thereby removing the requirement from the procurement process.

4.40 (b) Evaluation Process and Method of Selection - For the basis of selection, new SACC clause A0027T was added for contracting officers' use as required.

4.30.10 Industrial Security in Contracts – The text was revised to clarify procedures when utilizing the SRCL in contracting.

4.50.5(b) Bid Financial Security – Two new SACC clauses E0005C and E0008C were added for use when a contract financial security is required under the resulting contract.

4.70.1 Security Requirement – This section was deleted as the topic is addressed in the Supply Manual at 4.30.10.

Chapter 6 – Approvals and Authorities

6.15 Solicitation Checklist – The section was deleted, as per PN-100.

6.25.40 Contract with Task Authorizations – The section was deleted, as per PN-75R1, as the topic is now addressed in The Supply Manual at 3.30 Method of Supply.

Annex 6.4.2 Basic Contracting Limits – As per PN-87U, March 24 2011, the Contract Approval and Signing Authority Limit tables were updated for both Construction and A&E.

Chapter 7 – Award of Contracts and Issuance of Standing Offers and Supply Arrangements

7.30 Procurement Reporting and Posting of Award Notices –The section was updated, as per PN-98, January 6, 2011 to clarify the reporting requirements for procurement activities.

7.30.1 Use of the National Security Indicator – The section was added to clarify the usage of the National Security Indicator in ABE.

Chapter 8 – Contract Management

8.70.20 Administration of Contracts with Task Authorizations – The text was significantly revised, as per PN-75R1, to update the procedures used in the administration of these contracts.

Annex 8.1 Guidelines on File Organization and Make-up – The reference to Bid Solicitation Checklist was removed as per PN-100.

Chapter 9 - Special Procurements

9.5.1 General – The text was updated to better reflect Treasury Board requirements regarding approval and management of Major Crown Projects.

9.50 (b) Communication Procurement – The text was revised to update the list of services offered on a cost recovery basis by the Communication Procurement Directorate.

Glossary

The below definitions were updated. They now read as follows:

former public servant
Any former member of a department as defined in the Financial Administration Act, former member of the Canadian Armed Forces or former member of the Royal Canadian Mounted Police. (2011-05-16) (ancien fonctionnaire)

task authorization
A TA is a structured administrative tool enabling PWGSC or a client to authorize work by a contractor on an "as and when requested" basis in accordance with the conditions of the contract. TAs are not individual contracts. (2011-01-11) (autorisation de tâches) (PN-75R1, Dec 15, 2010).

task authorization contracts

A contract with task authorizations (TAs), is a method of supply for services under which all of the work or a portion of the work will be performed on an “as and when requested basis” through predetermined conditions including an administrative process involving task authorizations. Contracts with TAs are used in service contracting situations when there is a defined need by a client to rapidly have access to one or more category of service(s) that are expected to be needed on a repetitive basis during the period of the contract. Under contracts with TAs, the work to be carried out can be defined but the exact nature and timeframes of the required services, activities and deliverables will only be known as and when the service(s) will be required during the period of the contract. (2011-01-11) (contrats avec autorisation de tâches) (PN-75R1, Dec 15, 2010).