Step-by-Step Guide for Suppliers

In summary, this step-by-step guide will provide Suppliers with:

• information contained on the web site (information site);
• instructions on how to pre-qualify;
• instructions on how to use the Professional Services (PS) Online database.

Table of Contents

Part 1 - Web Site (information site)

1. Bookmark/Favorites
2. Operations Protocol
3. Assessment Framework
4. Pre-qualification Process

Part II - PS Online

1. User Name and Password
2. Accessing Your Account
3. Misplaced or Forgot your Password
4. Authorized Access Person/Contact Name Change
5. Legal Name Change or Merging of Companies or Assignment of Contracts
6. Quarterly Reports

Selections within a PS Online account:

• Suppliers
• Categories or Skills Searches
• Consultants
• Password
• Reports

account Help
System Maintenance

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Part I - Web Site (information site)

a. Bookmark/Favorites

Due to the importance and need for users to check the web site (information site) for notices/messages relating to PS Online in the News Bulletins, it is each individual user's responsibility to remain informed of changes.

A "bookmark" or "favorite" should be created at this location

b. Operations Protocol

Use of PS Online is subject to the provisions of the Operations Protocol.

c. Assessment Framework

In accordance with the Assessment Framework, the PWGSC, OSD Representative, reserves the right to periodically conduct an assessment on the use of the PS Online by Suppliers.

d. Pre-qualification Process

To qualify in PS Online, Suppliers must follow the instructions of the Pre-qualification Process. All of the requested information must be sent by fax or mail to the PS Online Representative.

Part II - PS Online

a. User Name and Password

Following receipt and acceptance by the PS Online Representative of your proposal and signed TPA signature page, a user name and temporary password will be created and provided to the Supplier's Authorized Access Person (AAP). After obtaining the user name and temporary password, the AAP is requested to access the account in PS Online and change the password.

It is the responsibility of each AAP to protect the user name and password provided for the use of PS Online.

b. Accessing Your Account

The following steps are to be followed to access your account:

1. Access the PS Online — Suppliers' Home Page.
2. At this page it is recommended that a Bookmark/Favorite be created, then select <Suppliers Login>.
3. A password prompt will appear. Enter your user name and password and select <Login>.

c. Misplaced or Forgot your Password

Please contact your PS Online Representative. Accounts will be reset to the default password. After an account has been reset, the Supplier's Authorized Access Person is requested to access PS Online and change their password.

d. Authorized Access Person/Contact Name Change

The Supplier's Authorized Access Person (AAP) or Contact person is identified by the Supplier under Section E of the Trading Partner Agreement (TPA) signature page.

A change in the AAP must be reported by the Supplier by submitting written notification to the PS Online Representative clearly identifying the change to the Authorized Access Person (AAP) or Contact person. You must provide the name of the individual, their telephone and fax number and their e-mail address. The written notification must be signed by a duly authorized representative of the Supplier.

Upon receipt of the written notification by the PS Online Representative, the previous AAP's user ID will be deleted and a new user ID/password will be created. The new AAP will receive by e-mail the information.

e. Legal Name Change or Merging of Companies or Assignment of Contracts

If the legal name of the Supplier changes, including when the Supplier proposes to transfer the contract(s) to another Supplier, the Supplier must send written notification to all Federal Government Department Contracting Authorities with whom the Supplier has outstanding contracts. The supplier must forward a copy of the written notification to the PS Online Representative.

In the case when a Supplier proposes to transfer the contract(s) to another Supplier, an assignment of contract is required and the Supplier must provide the following additional documentation to each Federal Government Department Contracting Authority:

1. A list of all the Federal Government Department contract(s) and a copy of each contract that will be transferred to the new Supplier;
2. A letter from the original Supplier requesting authorization to assign it's contract(s) and;
3. A letter from the proposed Supplier stating that it agrees to perform the contract(s) at the same rates and under the same terms and conditions as the original contract(s).

In the case of a legal name change, the Supplier must complete, sign and forward to the PS Online Representative a new Trading Partner Agreement (TPA) signature page, identifying the new legal name (Section A of the TPA signature page), the Procurement Business Number (PBN), and any other information that has changed.

Following receipt and acceptance by the PS Online Representative of the TPA signature page, the legal name will be changed in PS Online.

f. Quarterly Reports

The Supplier shall provide a Quarterly Usage Report to the PWGSC PS Supply Specialist, on a quarterly basis. The report should include the following information:

1. A list of all contracts issued under PS Online
2. For each contract the following is to be provided:
   1. Department
   2. Region
   3. Contract Number
   4. Amendment Number (if applicable)
   5. Total value of the contract/amendment
   6. Name of the consultant
3. The total value of the contracts per department

Suppliers are to create their own form and submit the report no later than the dates identified below. Even a nil report is to be submitted.

The reporting periods are defined as:
January 01 and March 31 – deadline for the report is April 15; and
April 01 and June 30 – deadline for the report is July 15; and
July 01 and September 30 – deadline for the report is October 15; and
October 01 and December 31 – deadline for the report is January 15.

Failure to comply may result in the setting aside of the Supplier's TPA and the termination of the Supplier's account.

The quarterly report is to be submitted to Public Works and Government Services Canada, to the attention of rcnspenligne.ncrpsonline@tpsgc-pwgsc.gc.ca.

Selections within a PS Online account:

Note: Changes to the legal name, Procurement Business Number or the contact name must be sent to the PS Online Representative.

The following selections are available from the menu bar within PS Online:

Supplier

• This screen is to detail particulars concerning the Supplier.
• The first time the Supplier's Authorized Access Person accesses their account, information is to be input in each of the fields and then select <Save>.
• Information completed in this screen is automatically input in documents prepared within the PS Online system.
  1. Input all required information
  2. verify that all fields have the correct information, including mandatory fields
  3. select <save>

Note: Sole proprietorship/self employed suppliers must also enter their information under consultant's information. Suppliers must identify regions of activity and must enter a consultant for their account to be active.

Categories or Skills Search

When <Categories> or <Skills> are selected, a separate browser window opens. To return to the previous screen, close the window by selecting <Close this Window>.

Categories

To 'Search for a Category':

1. From the side navigation bar, click on <Category>
2. Enter the duty related to the work to be performed.

   Note: Only a few letters of the first word are required for an automatic search through the list and to locate the category.

3. Select <Go>.
4. The system will identify the category the duty belongs to.

Skills

To 'Search for Skill Groups':

1. From the side navigation bar click on <skills>
2. Enter the skill.

   Note: Only a few letters of the first word are required for an automatic search through the list and to locate the category.

3. Select <Go>.
4. The system will identify the Skill Group it belongs to.

Consultants

Under this option, information on the Consultant(s) is entered. The default screen is a summary of the information that has been entered/saved. Information can be saved at any time.

Note: A date must be entered if <available> is not selected. <Available By> is reserved only for when the consultant will be coming back from his/her leave. Date of return must be entered.

Add a consultant:

1. From the side navigation bar, select <Consultants> and then select <Add>.
2. Enter all pertinent information on the consultant, select <Save>. Two additional radio buttons are activated under consultants, these are to be used to complete data entry.
3. From the bottom navigation bar, select <Categories> (with a black dot beside). Enter all pertinent information, select <Save>.
4. From the bottom navigation bar, select <Skills> (with a black dot beside).
5. From the 'Skill Group' drop down list, select the skill group you wish to obtain the list in the 'Skills' box.
6. From the 'Skills' box — highlight the skill you wish to add to the 'Selected Skill' box. This function is completed by selecting <Add>. The skills that were highlighted should now appear below the heading 'Consultants Skills' for that consultant.

Note: Suppliers must complete their consultant's profiles in order to qualify in a search result.

Note: When entering a consultant's name such as: “O’Brien”, you must first enter the last name without the apostrophe as the system will not allow it. Once the consultant is saved you may re-enter into that consultant's profile and add the apostrophe.

Amend a consultant's information:

1. From the side navigation bar, select <Consultants>.
2. Select the consultant whose information is to be modified.
3. To modify the rates or years of experience or to add categories — select from the bottom navigation bar <Categories> (with a black dot beside). Modify any of the information, then select <Save>.
4. To add or remove skills — select from the bottom navigation bar <Skills> (with a black dot beside). To add skills, select the 'Skill Group' from the drop down list and click on the skills from the 'Skill' box and then select <Add>. The skills will be added to the 'Consultants Skills' box.
5. To remove skills, select the skill from the 'Consultants Skills' box and select <Remove>.

Note: It is your responsibility to keep your consultants profiles to date.

Password

Passwords should be a minimum of ten (10) characters, preferably alpha numeric and is case sensitive. Passwords should not be:

• words from a dictionary;
• names of relatives or pets name;
• date of birth; or
• something easily associated with the user's preference.

To change your password in PS Online:

• Type in your old password.
• Type in your new password.
• Again, type in your new password to verify your choice.
• Select <Change Password>

Reports

The following reports are available:

• Supplier Data
  This is the information to input on the Supplier, i.e. legal name, address, etc.
• Summary of Rates
  This is a list summarizing the rates for the categories based on groups of experience, e.g. 1-2 years, 3-4 years, etc.
• Consultant List
  This is a list showing information input for the each consultant, i.e. category, rate, experience, etc.
• Status Report
  This report shows the status of the information input by the Supplier's Authorized Access Person and is a quick reference to identify missing details.

account Help

This link will open a new window to the Step-by-Step guide for the Supplier.

System Maintenance

PWGSC reserves every Sunday morning, from 8:00 to 8:30 a.m. to perform Server/System Maintenance, as determined by PWGSC. Due to possible maintenance activities by PWGSC, Suppliers and Federal Government Department Users may experience difficulties in accessing PS Online during this timeframe.

Excluding emergency situations, a notice will be posted on the web site (information site), informing Users of planned maintenance which may extend beyond the period stated above.