Questions and Answers

• General

Registration/Account Information

• Federal Government Department
• Searches
• Information on Contracts
• Assessment Information
• Supplier
• Contact Information

General

What is Professional Services Online (PS Online)?

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

What are the benefits of using PS Online?

PS Online is a method of supply equivalent to a Supply Arrangement. It cuts down on the competitive procurement process to a minimum of 5 working days by fax and a minimum of 10 working days by mail compared to the 15-40 days it takes if using MERX. It also provides access to small and medium enterprises to market their services.

What is the PS Online threshold and what is meant by the total value of the requirement?

The Professional Services (PS) Online threshold is $76,600 (effective 2010-01-01) which includes Goods and Services Tax (GST), Harmonized Sales Tax (HST), Travel and Living Expenses (if applicable). This threshold applies to the value of the entire requirement related to the project and includes the total value of all contracts awarded (in relation to the project) and the aggregate value of all subsequent amendments.

Note: Whenever reference is made to the value of a contract, amendment or requirement the value includes Goods and Services Tax (GST), Harmonized Sales Tax (HST) and Travel and Living Expenses (if applicable).

Is the Trading Partner Agreement (TPA)/Professional Services Online (PS Online) equivalent to a Supply Arrangement & Standing Offer?

The TPA/PS Online is a form of Supply Arrangement. A Supply Arrangement, a Standing Offer or PS Online are all methods of supply that Federal Departments may use to procure services.

Are PS Online, Temporary Help Services (THS) and Task Based Informatics Professional Services (TBIPS) related in any way?

PS Online, THS and TBIPS are three different methods of supply. For more details on each, go to:

• Professional Services (PS) Online
• Temporary Help Services (THS)
• Task Based Informatics Professional Services (TBIPS)

Where can clients access Communications, Translation and Audit services?

• For Communications services
• For Translation services (contact the PWGSC Translation Bureau)
• For Audit Services (you must refer to the Standing Offer Index -SOCO)

How do I apply the Harmonized Sales Tax (HST) for the National Capital Region?

HST is collected based on the province of the recipient. For example in the NCA which includes both Ontario and Québec provinces: if a federal government department located in Ottawa was to issue a professional services contract to a supplier who is based out of Gatineau, Québec, the invoice from that Québec supplier to the Federal Government Department (in Ottawa) will collect the HST. The HST is then remitted back to Canada Revenue Agency by the supplier.

Does the Harmonized Sales Tax (HST) apply if the contract was awarded before July 1, 2010?

HST may apply depending on the percentage of work performed prior to July 1, 2010. If at least 90% of the work is completed prior to July 1, 2010, then HST does not apply. However, if less than 90% of the work is completed, HST applies to the portion of work done after July 1, 2010. For example, if a contract valued at $50,000 is awarded on January 1, 2010 and 60% of the work is completed before July 1, 2010, then HST would apply to 40% of the value of the contract or $20,000. You will need to amend your contract to remove the GST applicable to the portion of services received after July 1, 2010 and include the value of HST.

Federal Government Department

How can a Department representative register to have access to the PS Online database?

To register, you must fill in the email registration form found in the Registration Process section in the home page and send it to the PS Online representative.

To obtain a user name and password, you are required to attend a one hour training session.

Note: Upon receipt of a registration request, it is the responsibility of PWGSC to obtain approval from the requester'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.

If I change departments, can I keep access to my account?

When a user changes departments, they should advise the PS Online Representative and must register again in order to keep their account. Re-training will not be required.

The following information is also required:

• If any searches were issued in your PS Online account.
• If any RFP's were issued using your PS Online account, please indicate, in each case, whether or not a contract resulted from the RFP or if one is expected to.
• If contracts or amendments were issued using your PS Online account, please provide the date when the contract expires.
• If the documents on file (RFP's, contracts and amendments) were created for training purposes only.
• The name, telephone number and email address of the individual who will be taking over your PS Online files.

Does PS Online automatically provide delegated authority up to $76,600.00?

No, PS Online does not provide delegated authority. It must come from your Minister.

Can the Trading Partner Agreement (TPA) be negotiated by a supplier?

The TPA is a legal document, signed by the supplier when registering and it is non-negotiable.

Searches

How many categories should one look at and how do you know which one to base your decision on?

If you look at your statement of work and you are not sure which category it falls under, select an uneven number of tasks and select "search for consultant category". If one is identified most often, select that one for your search.

When doing a competitive search that results in several potential consultants meeting the search criteria, how many do I have to select?

In order for the procurement to be competitive, at least the three lowest resources must be selected. If the there are ten (10) suppliers on the list and you wish to invite the seventh one, the first six (6) suppliers must be invited also.

When doing your competitive search and only 1 or 2 potential consultants met your search criteria, what do you do?

If you did a competitive search in accordance to the statement of work, then you can continue with the process. If two consultants met your requirement, then it is still considered a competitive process.

Note: If only one consultant met your requirement, you may continue the procurement process as a non-competitive procurement based on only there being only one known source of supply available at the time one the search was conducted.

What do you do if the rate a supplier offers is higher than what was noted in the original PS Online search?

If the original PS Online search was conducted before the solicitation document was sent to each supplier, you should redo the search on the day that the solicitation document is released (for competitive procurements) or, for sole source requirements, just prior to pricing being requested from the supplier.

The PS Online Representative can verify the date a rate was changed. If the rate changed after you sent them the solicitation document or request for pricing, they must honor the rate that was in the system at the time the document or request was sent to them. If the rate changed prior to the issuance of the solicitation document or the request for pricing, the new rate is valid.  It is then your choice to accept the new rate or attempt to negotiate a lower one.

If the requirement consists of two different resources from two different categories, is there anything that precludes one from using the same company to fulfill both?

No, but your search will have to be done in 2 parts:

• Complete a search for one of the resources with the most tasks or the most number of days to be worked and the system will provide a list of potential consultants;
• Complete a search for the second resource and the system will provide you with a second list of potential consultants. You would then match the lists of potential consultants and, for competitive requirements, establish which resources are common to both lists and then select the appropriate number of suppliers from the common list;
• Print your search results for both searches done including the supplier and consultant details of those you will be sending your RFP to.

Information on Contracts

Can a contract go over the period of a fiscal year, for example 2 years?

Yes, providing it does not go over $76,600.00 (including GST, HST and Travel and Living Expenses if applicable).

When issuing a contract with options, must the options all be within that fiscal year?

No, you will obtain the funds at the time you are ready to exercise the option.

Do I have to use the same consultant when exercising an option?

You must use the resource specified in the contract for the option. Substitute resources, defined as a resource that is offered in place of the resource or resources that are specified in the contract. Substitute resources, may only be considered if the resource(s):

• Have similar qualifications as the resource covered in the contract;
• Meet all mandatory and point rated requirements that were specified in the original solicitation document;
• Is offered at the same or lower rate than the original resource specified in the contract;
• Is registered on PS Online system within supplier's portfolio of resources.

Can I direct a contract up to $76,600.00?

You must follow government contract regulations and Treasury Board guidelines in directing a contract over $25,000.00.

Can I amend a directed contract?

• For non-competitive contracts whose original value is below $25,000.00, the aggregate value of all amendments may not exceed 50% of the original contract value and shall not increase the contract value above $25,000.00.
• For non-competitive contracts whose original value is above $25,000.00, the aggregate value of all amendments shall not exceed 50% of the original contract value and shall not increase the contract value above $76,600.00.

Each department has its own internal department procedures to follow. In all cases, the rationale for increasing the value of the contract should be documented and placed on the contract file.

In the case where the expenditure against a contract tendered through PS Online is going to be exceeded, is it allowable to add 50% of the contract value without re-tendering the requirement?

For directed or sole source contracts, the rules noted above apply. For competitive contracts, the aggregate value of all amendments shall not exceed 50% of the original contract value and shall not increase the contract value above $76,600.00.

Is there anything preventing users to perform a supplier search to find the lowest priced supplier, create a sole source contract (if under 25K) and then use the "lowest priced PSO vendor" as a justification?

PS Online is not like a standing offer, the rates are not pre-negotiated and the consultants are not pre-qualified. You should not be directing a contract without prior having completed the responsibilities to qualify and negotiate the rate of the consultant.

Once I've sent my RFP, if a consultant is not available and the supplier sends me another consultant's name instead, can I go ahead with that other consultant or not?

In this case, the supplier is offering what is considered to be an alternate resource. An alternate resource is defined as a resource that is being offered in a proposal from a supplier, who is not the same one that resulted from the original PS Online search. If a bidder offers an alternate resource in the proposal submitted, the alternate resource may be considered provided that:

• The resource is PS Online registered within the supplier's PS Online portfolio of resources prior to contract award.
• The per diem rate offered for the alternate resource must be equal to or lower than the per diem rate shown in the PS online system and be equal to or lower than the per diem rate for original resource specified in the solicitation document.

Note: The Contracting Authority is reminded that all resources offered must be evaluated in accordance with the requirements of the solicitation document.

What documentation must I have on file if there is a security requirement in the contract?

The following information for each resource offered must be verified:

• Company with whom the security clearance is with.
• Security clearance level.
• Expiry date for the security clearance (this is preferred) or date that it the security clearance was issued.

The contract file must contain objective evidence, such as an email or facsimile from either PWGSC or the Contracting Authority's departmental or agency security branch that provides the above information. Such objective evidence must be obtained PRIOR to award of the contract.

For more information please refer to the Procurement Guidelines (section 2.5 Security)

Is it PWGSC's responsibility to disclose relevant contracts created using PS Online?

Contracts issued through PS Online are the responsibility of the issuing department. Therefore, it is their responsibility for the disclosure to the public.

Which department/agencies are able to use the contract creation capability of PS Online and how many are required to use their own internal system?

All federal department, agency or Crown Corporation listed in schedules I, I.1, II or III of the Financial Administration Act can use PS Online for the procurement of professional services.

Several departments have their own internal system such as SAP, SIGMA, etc. It is the decision of your department to select which procurement tool to use to create your documents.

Assessment Information

Why are assessments required?

The Office of the Auditor General has stated that PWGSC, for the PS Online procurement tool, must ensure that users of the PS Online tool:

• Follow Treasury Board Contracting Policy;
• Do not use the PS Online tool to circumvent Canada's obligations under the various trade agreements.

What is the penalty should a FGDU not adhere to the Operations Protocol for Federal Government Department Users, the Procurement Guidelines and the Assessment Framework?

One, several or all user accounts within a department may be suspended. Suspension of an account means that the user(s) will not be able to access PS Online until the suspension has been lifted. The duration of suspension will be based on the nature of the situation.

Registration/Account Information

Supplier

How do I register on PS Online?

To register, you must first determine whether or not the service(s) you offer are part of the PS Online system.  For a list of IT service categories, please refer to http://www.tpsgc-pwgsc.gc.ca/app-acq/sp-ps/categories-category-eng.html. For a list of non-IT services, please refer to http://www.tpsgc-pwgsc.gc.ca/app-acq/sp-ps/non/index-eng.html.

If the service(s) you offer are part of the PS Online system, you must obtain a Procurement Business Number, review the content of the TPA, complete the TPA signature page, respond to the mandatory requirements and sign the certifications applicable to your firm. For further details, go to Registration Process.

Can foreign suppliers register with PS Online?

Yes, foreign suppliers can register with PS Online. Please refer to the Mandatory Requirements section of the Supplier Registration Process.

What types of projects are required for a supplier to register?

Projects that show you have experience in the category or categories being applied for in PS Online.

If I am applying for IT and non-IT categories, how many projects do I need to submit?

You will need to submit a total of three (3) projects for the IT portion (regardless of the number of categories being applied for) and a total of three (3) projects for the non-IT portion (regardless of the number of categories being applied for) of PS Online.

Please note that if you are applying for the IT or non-IT section only, you are still required to submit three projects.

Supplier Account Information

Once I log onto the PS Online system, what will I see?

Once the user ID and password has been entered, the Supplier information page will be displayed.

A Client Department has contacted me because they cannot find my company in PS Online.  What do I need to do?

Companies are listed in PS Online based on their operating name.  You will need to ensure that the Client Department has the correct operating name.

A Client Department has contacted me because when they view my company details, the list of available consultants is blank.  What do I need to do?

There are two possible explanations for this.  First, you will need to check to make sure you added at least one consultant to the system.  If you have added one or more consultants, you will need to ensure that all required fields have been completed and that there are no errors in the information input.

A Client Department has contacted me because the consultant they wish to use is not part of the list of available consultants for my company.  What do I need to do?

There are a number of possible explanations for this.  First, the consultant may not have been added to your supplier account.  If this is the case, please refer to the answer to the previous question.  Second, the profile of the consultant in question may indicate that they are not available.  If the consultant is actually available, you must change their profile accordingly (refer to the Step-by Step guide for additional information).  Finally, the profile of the consultant in question may not match the search criteria used by the federal department user.  If this is the case, you may need to update the consultant's profile (refer to the Step-by Step guide for additional information).

Do I require written permission to include a consultant in the PS Online system?

The Trading Partner Agreement states:

“To the extent that personal information of individuals, as defined in the Privacy Act, is posted on the PS Online, the Supplier shall obtain the written consent of the individual concerned prior to posting such information.”

In addition, the Operations Protocol for Suppliers states:

“[Suppliers] must only enter on PS Online, information for consultants (names, rates, categories and specific skills) from whom they have received written consent;”

Should I be updating my Supplier and Consultant information regularly?

In accordance with the Trading Partner Agreement, suppliers are responsible for the input of information related to their company and consultants and to maintain the accuracy of that data.  In addition, it is to your advantage to ensure that the information is up-to-date since failure to do so may result in missed contract opportunities.

What do I do if my company's legal name changes?

You will need to make sure that your account is updated with Contracts Canada. Also, you will need to send a completed and signed copy of the Trading Partner Agreement Signature Page that reflects the new legal name along with any legal documents (amendment to certificate of incorporation, amendment to business registration, etc.) to the PS Online representative.

What do I do if my company's Procurement Business Number (PBN) changes?

You will need to make sure that your account is updated with Contracts Canada. Once your account with Contracts Canada has been updated, you will need to send written notification to the PS Online representative.

What do I do if I am registered for IT Services only and want to offer non-IT Services in PS Online?

You will need to submit a total of three (3) projects for the new section you wish to be considered for (regardless of the number of categories being applied for).  The same process applies if you are registered for non-IT services only and want to offer IT services.

What do I do if I want to change the name of the Authorized Access Person (AAP)?

You must send written notification of the change to the PS Online representative.  The written notification must be from the signatory on the Trading Partner Agreement (TPA) Signature page.  A revised TPA signature page is not required.  Once all required information has been provided, a new AAP account will be created and the previous AAP account will be de-activated.  For further information, please refer to the Supplier Step-by-Step guide.

When can I access my Supplier account?

Your account is accessible 24 hours a day, seven days a week (except Sunday mornings from 8:00 to 8:30AM when system maintenance is conducted).  Please note that your PS Online representative is available Monday through Friday during normal business hours.

I am a sole Proprietor and am the only consultant.  Do I need to enter consultant information into the PS Online system?

Yes.  If you do not enter your information into the consultant profile, any PS online searches done will not include your consultant information and, therefore, will be excluded from the search.  Please see Step-by-Step guide for further information.

Are there training sessions available for suppliers?
Training is available upon request only. Contact us to schedule your session.

Contact Information

Across Canada:

Contact us: rcnspenligne.ncrpsonline@tpsgc-pwgsc.gc.ca
Forgot your password & technical difficulties: basa-assd@tpsgc-pwgsc.gc.ca