PS Online is an automated purchasing tool, which enables suppliers from across Canada to qualify in a database used by Federal Government Departments and Agencies to identify potential pre-qualified suppliers for government professional services requirements whose value is under the NAFTA threshold.
Suppliers who pre-qualified in PS Online sign a Trading Partner Agreement which is a form of a Supply Arrangement. Since April 2005, the use of Standing Offers and Supply Arrangements have been mandatory, which includes PS Online.
As in the case for all Supply Arrangements, users are responsible for obtaining the necessary approval(s) within their department to use PS Online and users will enter into contracts pursuant to the delegated authority of their own responsible ministers.
Any Federal Government Department employee can access the PS Online system if they:
Note: It is recommended that users of this method of supply have a procurement background.
To enroll, you must fill in the email enrollment form found in the Enrollment Process section in the home page and send it to the PS Online Team.
Upon receipt of an enrollment request, it is the responsibility of PWGSC to obtain approval from the applicant's manager by sending an email with some questions to be answered. PWGSC will not proceed with the request until a response to our email is received.
To obtain a user name and password, you are required to attend a one and a half hour training session.
If you are leaving your department, you must notify the PS Online Team as soon as possible.
Should you require access to PS Online with your new department, you must enroll for a new account, as your old account will be deactivated. However, you will not be required to attend another training session. Should you no longer require access to PS Online your account will be deleted.
Note: It is strongly recommended that upon receiving your User ID and Password, that you do NOT share it with anyone. If someone is replacing you and does not have an account, they will have enroll via the enrollment process to be trained by PWGSC and will be subsequently assigned a separate User ID.
PS Online can be used:
Note: PS Online is not to be used for staffing or for Temporary Help Services (THS) requirements.
Examples of information needed for your search include, but are not limited to:
It is time to send your requirement to the pre-qualified suppliers with the lowest rate!
As a minimum, you must invite the 3 lowest priced suppliers that resulted from your search within PS Online. If you wish to invite the seventh ranked supplier that resulted from your search, you must invite the lowest six also. PWGSC is responsible for qualifying suppliers at a corporate level only. You must qualify the consultant and negotiate their rates.
If you do a "competitive" search and it returns only two potential resources, the procurement is still considered competitive.
If you do a "competitive" search that results in the return of only a single resource that meets the search criteria then it can be used as a basis for substantiating a non-competitive procurement.
For more information: Procurement Guidelines
There are 3 documents you must print when doing a search. They are:
The security information for each consultant and company in the PS Online system may not be up to date. Therefore, you must verify the validity of the security clearance of each consultant offered and the company being considered for award (if applicable) prior to contract award by contacting your Department Security Officer. The contract file must be documented appropriately.
Competitive solicitation documents shall include, but are not limited to, the following information:
For more information, please refer to the RFP Checklist.
Note: THE FOLLOWING CLAUSE IS MANDATORY IN DOCUMENTS ISSUED THROUGH PS ONLINE.
PS Online – Trading Partner Agreement
The General Conditions, Supplemental General Conditions applicable to this requirement and Clauses of General application set out in the Trading Partner Agreement shall form part of this Request for Proposal.
Competitive Requirements - Solicitation documents sent to bidders electronically (by facsimile or by email) must have a minimum bidding period of five (5) working days. Solicitation documents sent to bidders by mail or courier must have a minimum bidding period of ten (10) working days.
The rates in the PS Online system are daily, ceiling rates and can be negotiated downwards.
Companies can change the per diem rates shown in the system at any time. Therefore, if your search was completed prior to the issuance of the solicitation document (RFP), it is recommended that, on the date that the solicitation document is issued, you redo your search. If you redo the search, a copy of the search results must be printed and placed on file.
If the per diem rate changes after the solicitation date, the supplier must honor the rate that was in the system on the date the solicitation was issued.
If the per diem rate changed prior to date the solicitation was issued, you must either accept the rate offered or attempt to negotiate a lower rate. However, the company is not obligated to accept a lower per diem rate.
The contract shall include, but not be limited to, the following information:
For more information, please refer to the Contract Checklist.
Note: THE FOLLOWING CLAUSE IS MANDATORY IN DOCUMENTS ISSUED THROUGH PS ONLINE.
PS Online - Trading Partner Agreement
The General Conditions, Supplemental General Conditions applicable to this requirement and Clauses of General application set out in the Trading Partner Agreement shall form part of this Contract.
Examples of when a contract can be amended include, but are not limited to:
Note: The rationale for each amendment must be documented and placed on file. This is especially true in cases where either the period of the contract is being extended or the SOW is being revised.
The contract amendment shall include, but not be limited to, the following:
No. Canada will not accept any charges for statutory holidays, annual leave or sick leave incurred by the Offeror as a consequence of satisfying the terms of the resulting contract.
Yes. The Office of the Auditor General has stated that PWGSC must ensure that users of the PS Online tool:
The PWGSC Online Services Division (OSD) Representative is looking for all the documentation necessary to confirm that the procurement has followed all the applicable policies. The documentation required is described in the Procurement Guidelines document.
Where consultants of the Supplier are providing services on government premises pursuant to a contract issued by a designated user and the said premises become non accessible due to evacuation or closure of government offices, the supplier shall be paid at the applicable regular rates as shown in the contract provided that the supplier submits with its invoice a certification, countersigned by the affected consultant (s), stating that:
All services performed are subject to the acceptance by the Department Project /Technical Authority. The services shall be performed in accordance with the Statement of Work, the terms of the contract, any general or supplemental terms and conditions documents that have been identified in the contract and to the satisfaction of the Department Project /Technical Authority.
If the services provided by a consultant are not acceptable to the Department Project /Technical Authority or if milestone dates specified in the contract are not met, the Department Contracting Authority must consult with their legal council regarding the steps to be taken.
In such situations, the Department Project/Technical Authority and the Contracting Authority must keep records of the non-performance in order to support their case.
At any time there is a non-performance of work by a supplier, PWGSC - PS Online Team is to be advised by e-mail. The email must include all supporting documentation.