Operations Protocol

1. System Description
2. System Parameters
3. Operations Protocol for Suppliers
4. Operations Protocol for Federal Government Department Users
5. Operations Protocol for PWGSC OSD Representative
6. Operations Protocol for Representatives
7. System Maintenance

System Description

Professional Services (PS) Online is an automated purchasing tool, which enables Suppliers across Canada to register in a database used by Federal Government Departments and Agencies to identify potential Suppliers for government professional services requirements under the NAFTA threshold.

PS Online was developed by the Information Technology Services Branch (ITSB) and the Technology Acquisition Management Sector (STAMS), Professional Services Business Initiatives Directorate (PSBID) of Public Works and Government Services Canada (PWGSC), and has three main elements:

• a Supplier Module;
• a Client Module;
• and a Maintenance Module (for use by PSBID System Administrators only).

The Supplier Module allows suppliers from across Canada to input and update their data on PS Online. Suppliers can only view their own data in their own account while in the Supplier Module. Statistical information on the rates in the PS Online is available to Suppliers. This information helps Suppliers with regards to the rates they quote.

The Client Module includes a search component and a document preparation component. In the search component, Federal Government Department Users are able to produce a list of qualified suppliers/consultants. In the document preparation component, Federal Government Department Users can create a Request for Proposal, Contract and/or Amendment. The Client Module is not available to Suppliers.

The Maintenance Module is only available to the PWGSC System Administrator and Database Administrators. This module allows the administrators to create accounts, conduct assessments, activate or de-activate accounts and add new categories or new skills.

Note: A password is required to access the module require.

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System Parameters

PS Online:

• meets the requirements under the NAFTA threshold and is available for use with Canadian firms only. Contracts with U.S. firms must be handled through the user's Department's Materiel Management.
• contains information proprietary to the individuals and companies who provide it. Release of the information is prohibited by the Access to Information Act and the Privacy Act, without the permission of the individuals or companies who provided the information. Access to and use of the information in PS Online is restricted to Federal Government employees only. In exceptional situations and subject to consultation with Legal Counsel, information may be shared with third parties following execution by those third parties of a non-disclosure agreement.

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Operations Protocol for Suppliers

In accordance to the Trading Partner Agreement, suppliers are responsible for the information in the account. Below identifies a list of the responsibilities:

1. must complete the Registration Process;
2. agrees that the contents of the TPA, the Operations Protocol and the Assessment Framework are not subject to negotiation;
3. agrees that an evaluation must be completed and the request accepted by PWGSC, prior to receipt of a username and temporary password;
4. agrees that it is the Supplier's responsibility to identify an Authorized Access Person (AAP), who will receive the user name and temporary password;
5. agrees that it is the Supplier's responsibility to input and maintain accurate data on PS Online;
6. must only enter on PS Online, information for consultants (names, rates, categories and specific skills) from whom they have received written consent;
7. agrees to post all inclusive, ceiling per diem rates (all inclusive includes displacement costs and GST/HST)and may be subject to downward negotiation by Federal Government Department users;
8. agrees that on the date of the solicitation, the rate(s) must not be higher than the rate posted on PS Online for that date;
9. agrees that use of PS Online will be assessed by PWGSC in accordance with the Assessment Framework and that incorrect use could result in the Supplier being deactivated;
10. agrees that it is solely responsible for checking the "News Bulletins" to remain informed of any changes to policies or to PS Online;
11. will have access to a User Guide (Step by Step Guide), which is posted on the PS Online web site - at the Supplier Homepage;
12. agrees that the Supplier is solely responsible for changing the Supplier's temporary password and that this password should be changed immediately after it is obtained from PWGSC;
13. agrees that the Supplier is solely responsible for safeguarding the user name and passwords and controlling access to PS Online;
14. agrees that consultants may register as individuals or with other suppliers on PS Online;
15. agrees to send written notifications to the PWGSC - PS Online Representative informing them of any changes in the Supplier's Authorized Access Person (AAP). A new user name and temporary password will be created for the new AAP and the previous AAP's account will be de-activated; again the new temporary password must be changed by the new AAP;
16. agrees that only one Authorized Access Person (AAP) account is created/active for each Supplier; and
17. agrees to send written notification to the PWGSC - PS Online Representative of any company name change (including address and contact numbers), and the Supplier further agrees to notify all Federal Government Departments with whom the Supplier has contracts.
18. agrees that they will not be given access to the PS Online Client Module or Maintenance Module.

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Operations Protocol for Federal Government Department Users

In accordance to the PS Online method of supply, below is a list of the responsibilities for Federal Government Department users:

1. are responsible for obtaining the necessary approval(s) within each Department to use PS Online;
2. agree that registration on PS Online is complete only after: the registration form has been completed, reviewed and accepted by the PWGSC - PS Online Representative, approval from the director has been obtained, and training has been provided by the PWGSC - PS Online Representative;
3. will enter into contracts pursuant to the authority of their own responsible Ministers;
4. will approve and sign contracts at their own delegated level of authority. If the contract supersedes their level of authority, they will approach the person with the appropriate level of delegated authority;
5. will have the flexibility to use the templates provided on the website or to use their own systems to create contractual documents.
6. agree that requirements processed through PS Online are subject to Government Contract Regulations, Treasury Board Guidelines and internal departmental procurement directives;
7. agree that, notwithstanding the requirements of paragraph f. above, requirements processed through PS Online are subject to the requirements specified in the Procurement Guidelines document;
8. agree that the use of PS Online will be periodically reviewed by the PWGSC, OSD Representative in accordance with the Assessment Framework;
9. agree that failure to abide by the terms outlined in this Operations Protocol or failure to comply with the Assessment Framework will result in the suspension of access to PS Online or the deletion of the PS Online Account;
10. agree to respond to enquiries received through the Access To Information Act office, for information pertaining to the User's department;
11. agree that it is solely responsible for the administration and dispute resolution of a Contract created using the PS Online;
12. agree that it is solely responsible for checking the PS "News Bulletins" segment of the PS Online web site to remain informed of any changes to policies or to the PS Online application;
13. has access to a User Guide (Step by Step Guide), which is posted on the PS Online web site - Federal Departments - Home Page;
14. agree that it is solely responsible for changing its temporary password and that this password should be changed immediately after it is obtained from the PWGSC - PS Online Representative;
15. agree that it is solely responsible for safeguarding their user name and password and controlling access to PS Online;
16. agree that as a Federal Government Department User of PS Online, they will not provide access to this database to non-government individuals working at Government sites; and
17. do not have access to the PS Online Supplier Module and the PS Online Maintenance Module.

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Operations Protocol for PWGSC OSD Representative

The PS Online - PWGSC OSD Representative will:

1. keep the Assessment Framework up to date;
2. modify the assessment procedures as required;
3. prioritize completing supplier assessments when complaints are received from federal departments;
4. maintain accurate written and database records of all assessment materials;
5. report to the Team Leader on a need to know basis, any blatant or serious misuse of PS Online by either the Federal Government Department Users or the Suppliers.

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Operations Protocol for PS Online - Representatives

The PS Online - Representatives will:

1. assist suppliers in their registration;
2. qualify suppliers and create their accounts;
3. create accounts for departmental users;
4. provide training to departmental users;
5. provide help desk support to federal government department users and suppliers;.
6. maintains the policies and procedures within PS Online, including information posted on the PS Online web site;
7. is responsible for the management of the PS Online procurement tool and for providing procurement advice and guidance;
8. retains the right to de-activate user accounts for incorrect use of PS Online.
9. will initiate archiving data on an annual basis.

Note: On behalf of PWGSC, PSBSD remains the owner of PS Online

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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.