Supply Manual Update
Synopsis - Version 10-2

1. Overview

This version of the Supply Manual was revised and released as the second edition for 2010. The main goals of this project were:

• Pertinence – include new subject matter and delete outdated material
• Correction – correct errors and discrepancies
• Precision – clarify the language to use standard terminology.

2. Chapters (No change)

The new Supply Manual is divided into 10 chapters and a Glossary. Chapters and chapter text are now organized to more closely follow the chronological order of the steps in the procurement process. Chapter numbering has now been changed as well for ease of reference. Readers will note that the numbering will often jump by 5 which allows for future insertions.

The organization of the chapters is described as follows:

1. Chapter 1, Public Procurement, provides an overview of the context and the legal framework for public procurement for the acquisition of goods or services, including construction.
2. Chapter 2, Defining the Requirement and Requisition Receipt, defines the requirement for the bid solicitation. While this is often the responsibility of the client department, Public Works and Government Services Canada (PWGSC) involvement is still important.
3. Chapter 3, Procurement Strategy, describes what the procurement strategy is and how the requirement will be satisfied.
4. Chapter 4, Solicitation Process, outlines the actual bid solicitation preparation and process. The various methods of solicitation and items that need to be included in the bid solicitation are found in this chapter.
5. Chapter 5, Evaluation and Selecting the Contractor, explains how to evaluate and select the contractor based on the bid solicitation.
6. Chapter 6, Approvals and Authorities, provides the details of the approvals that need to be obtained before awarding a contract.
7. Chapter 7, Award of Contracts and Issuance of Standing Offers and Supply Arrangements, relates to the award of contracts, issuance of standing offers and supply arrangements, debriefings, notification to unsuccessful bidders, and other related matters.
8. Chapter 8, Contract Management, offers different information on contract management. Non-exhaustive examples of this information are vendor performance, progress payments, subcontracting, warranty work, disputes and terminations.
9. Chapter 9, Special Procurements, details procurements where PWGSC has implemented special procedures applicable to particular commodities, situations, or identified clients or projects.
10. Chapter 10, Cost and Profit, is generally used when a contract is to be awarded on a non-competitive basis for non-commercial goods or services, or in the case of a competitive process for such goods or services, only one responsive bid is received, so price negotiations with this bidder may be required.
11. The Glossary includes definitions, terminology, and concepts, used throughout the Manual.

3. Highlights of Changes

As this is a complete new manual with revised or new text for all subjects, it is not feasible to highlight all changes so the following sections form a summary of the significant changes.

3.1 Significant Additions

Some of the significant additions are identified as follows:

1. Complement information to Chapter 2, paragraph 2.30.1 on funding.
2. Text added to the modified clauses on Financial Capability to make reference to financial viability under Supply Arrangements.
3. A paragraph containing information on Technical Data have now been added.
4. Shipbuilding, Repair, Refit and Modernization has now been addressed in length.
5. New addition to Requirements not Subject to Trade Agreements to include more complete instructions about the use of source lists.
6. More information added for suppliers as to whom to contact in regard to procurement Enquiries.
7. New information added to Revision to Standing Offers.
8. Additional information for Contracting Officers as to who to contact when dealing with bid submissions for construction contracts.
9. More information was added to best inform the Contracting Officers to consult with the Cost and Price Analysis Group in the Policy, Risk, Integrity and Strategic Management Sector and to determinate what financial information may be required from the Bidder/Offeror/Supplier.

3.2 Significant Revisions

Various sections of the Manual have undergone revisions with more significant changes to the following:

1. New generic address for Procurement Process Tool Division.
2. Text revised to update the name of Federal Accountability Act to Lobbying Act.
3. The text related to Contracts with Former Public Servants has been revised for clarity.
4. Text revised to replace the reference to "Buying and Selling" Web site by the new name "Contracts Canada".
5. Revision of the text on Mandatory Procurement Instruments.
6. Acquisitions Systems Supports Desk has been renamed as Acquisitions Services Support Desk.
7. Solicitation Checklist and Solicitation Document paragraph updated to clarify the handling of these documents.
8. Section on Debriefings to Unsuccessful bidders, Offerors/Suppliers was slightly modified to make it more explicit.
9. Text revised to provide additional information to Contracting Officers on the clause to be used for submission of bids.
10. Revision and addition of information to ensure the inclusion of references to the new E-Form, PWGSC-603 (Request for Financial Review).
11. Text revised to clarify Supplier Qualification Process.

3.3 Deletions

The following topics have been deleted:

1. Existing Procurement Instruments referred to as "Pre-Competed Procurement Instrument was deleted.
2. Deletion of text on Bids/Offers and arrangements received in writing and solicited by phone should not be opened publicly.
3. Deletion of part of text to better clarify to whom Request for Financial Review must be submitted and which form to use.
4. A number of other texts or sections have been deleted and identified, and any portions of valid instructions will be included in the appropriate chapter in a future review.
5. Communication Notification deleted.

4. Glossary

1. Editorial changes and corrections to some terms.