Annex D - TBIPS Quarterly Usage Report (QUR)

• Quarter 1, April 1 to June 30 - [MS Excel Version (340KB)]
• Quarter 2, July 1 to September 30 - [MS Excel Version (340KB)]
• Quarter 3, October 1 to December 31 - [MS Excel Version (340KB)]
• Quarter 4, January 1 to March 31 - [MS Excel Version (340KB)]

Help on File Formats

FIRST SHEET OF THE EXCEL DOCUMENT

General Instructions

1.0 Introduction

The Government of Canada (GoC) requires the Standing Offer/Supply Arrangement (SO/SA) Holder (Supplier) to provide the following Quarterly Usage Report (QUR) to the Standing Offer/Supply Arrangement Authority to report Call-Up/Contract activity during the applicable period. If there is no activity to report, the SO/SA Holder MUST indicate "NIL" in the appropriate field of the spreadsheet (see Part 12.0 below). Mandatory information is indicated in [RED] and surrounded by square brackets.

Important Notes:

1. A separate QUR [MUST] be submitted for each Supplier's Standing Offer and/or Supply Arrangement should an SO/SA
2. For Call-ups or Contracts with multiple resources, each resource [MUST] be reported on a separate row of either the SO or SA report.

2.0 Response Due Date

The QUR [MUST] be reported to the TBIPS SO/SA Authority in accordance with the following schedule. Failure to submit a report may result in a suspension from the TBIPS contracting vehicle.

Your cooperation in returning the completed QUR by the appropriate date is MANDATORY.

The following table describes the dates that each quarter is to cover as well as their respective due dates.

Quarter	Period to be covered	Due on or before
1st	April 1 to June 30	July 10
2nd	July 1 to September 30	October 10
3rd	October 1 to December 31	January 10
4th	January 1 to March 31	April 10

3.0 Returning the Completed QUR

Please e-mail the completed QUR to: RapportsMDAI.IMOSReports@tpsgc-pwgsc.gc.ca with the following email subject line: <SO/SA Holder's Name>Quarterly Usage Report<Q_20__> (Example: ABC123 Company Ltd - Quarterly Report - Q3 2009)

4.0 Complete All Questions

SO/SA Holders [MUST] complete all applicable portions of the QUR documents - including the Company Profile

5.0 Provide Direct Responses to Questions

[Do not] substitute brochures, catalogues or annual reports in lieu of answers to our questions.

6.0 Currency

All rates are to be reported in Canadian dollars (CDN).

7.0 Confidentiality

GoC will keep your company's response confidential.

8.0 Changing the Format of the QUR

SO/SA Holders [ARE NOT] permitted to change the format of the QUR. Recommendations or suggestions to improve the report are to be directed to the TBIPS SO/SA Authority at the email address indicated at Part 11.0 below.

9.0 Answering all Questions

This QUR questionnaire has three sections identified by the labels of each worksheet on this file. The fields that allow editing are painted in white. Use your mouse to move between required fields. Some fields have pull down lists - you must use only the options presented on the lists provided unless the information in this list is incorrect. Should this be the case, please notify the TBIPS SO/SA Authority at the email address indicated at Part 11.0 below.

10.0 SO/SA Holder's Representative (or delegated representative)

GoC considers the individual named as the SO/SA Holders Representative(s) in the Standing Offer / Supply Arrangement to be the SO/SA Holder's primary source of communication. If this individual is not be available at the date of the QUR submission, an alternate contact must be included with your QUR using the template provided under tab "II. Company Profile".

11.0 Questions

Should you need further clarification, please forward your question by e-mail to the following address (do not forget to include your name and contact number so we can contact you immediately): rcnmdai.-ncrimos@tpsgc-pwgsc.gc.ca

12.0 Field Descriptions

Field information:

SO Number and Company Name or SA Number and Company Name: Automatically filled fields. Data entered from the Company Profile tab will be displayed once the Client Department Call-Up/Contract No field has been entered.

Specific Contract (SA) or Call-Up (SO) number: Client Department unique Contract/Call-Up number. Not to be confused with the specific SO/SA number 055605/XXX/EI. SO/SA Holders [MUST] input "NIL" if there is no contract/call-up activity to report during the reporting period (no other fields require an entry).

Tier (SA Holders Only): From the pull-down list, choose whether the contract is a Tier 1 or Tier 2 requirement.

Classification: Select from a pull-down list the main classification for Category of Personnel. Classifications include Application Services, Business Services, Geospatial Informatics Services, IM/IT Services, Project Management Services, and, Other Costs.

Category of Personnel/Other Costs: Select from pull-down list provided the specific Category or Other Costs (software, Travel&Living, etc) awarded on the Contract or Call-up. A new row on the QUR must be used for each Classification/Category of Personnel/Other Cost on a contract/Call-Up.

Level of Expertise: Select from pull-down list provided the Level Of Expertise of the Category awarded on the Contract or Call-up.

Department Contract Authority: A pull-down list is provided of the more common Government Departments. Contracting Authority can either be PWGSC or another Client Department. Type in applicable Government Department if not listed.

Client Department: A pull-down list is provided of the more common Government Departments. Type in applicable Government Department if not listed.

Name of Contracting Authority: The name of the GoC Contracting Authority who issued the Contract or Call-Up.

Region Where Services Were Provided: Canadian region, select from the pull down box.

Contract Start Date: Date Contract or Call-up was awarded.

Contract End Date: Date Contract or Call-up will end (Does not include unfunded option periods). Option periods/amendments exercised [MUST] be reported in the Quarter issued.

Total No Contracted Days: Total number of days individual category has been contracted. This does not mean the number of days billed to date but the total number of days contracted.

Contracted Firm Per Diem Rate or Other Costs: Firm per diem rate per Category as stated on Contract/Call-Up or total of Other Costs (Travel and Living, Software etc) excluding all applicable taxes. Option periods/amendments exercised [MUST] be reported in the Quarter issued.

Total Amount per Category: Automatically filled field. This is the total dollar value per category on the Contract or Call-Up. This cost does not include other expenses (i.e. travel and living costs etc) and is excluding all applicable taxes.

SECOND SHEET OF THE EXCEL DOCUMENT

COMPANY PROFILE

1. Please complete your company details in the spaces below:

   TBIPS SO No: EN578-055605 / xxxx
   Company Name:

   TBIPS SA No: EN578-055605 / xxxx
   Company Name:

   Website:
   PBN:
   Business address:
   City:
   State/Province:
   Postal code:
   Country:
   Phone No.:
   Fax No.:

2. Complete the details of the person who is the primary contact regarding this QUR:

   Contact name:
   Title:
   Business address:
   City:
   State/Province:
   Postal code:
   Country:
   Phone No.:
   Fax No.:
   E-mail:

3. If applicable, provide details for the Alternate contact regarding this QUR:

   Contact name:
   Title:
   Business address:
   City:
   State/Province:
   Postal code:
   Country:
   Phone No.:
   Fax No.:
   E-mail:

THIRD PAGE OF THE EXCEL SPREADSHEET

TBIPS Standing Offer Quarterly Report

SO Number:
Company Name:
Client Department Call-Up Number or "NIL":
Classification:
Category of Personnel:
Level of Expertise:
Contracting Authority Department:
Client Department:
Name of Contracting Authority:
Region Services Provided:
Contract Start Date: (dd-mmm-yy)
Contract End Date: (dd-mmm-yy)
Total No Contracted Days:
Contracted Firm Per Diem Rate or Other Cost GST Excl:
Total Amount per Category GST Excl:
Supplier Remarks:

FOURTH PAGE OF THE EXCEL SPREADSHEET

TBIPS Supply Arrangement Quarterly Report

SA Number:
Company Name:
Client Department Call-Up Number or "NIL":
Tier:
Classification:
Category of Personnel/Other Costs:
Level of Expertise:
Contracting Authority Department:
Client Department:
Name of Contracting Authority:
Region Services Provided:
Contract Start Date: (dd-mmm-yy)
Contract End Date: (dd-mmm-yy)
Total No Contracted Days:
Contracted Firm Per Diem Rate or Other Cost GST Excl:
Total Amount per Category GST Excl:
Supplier Remarks: