Supply Manual

What's new

A summary of the revisions made to the latest version of the Supply Manual.

Chapter 1 - Public procurement

Get an overview of the Government of Canada’s procurement process. This includes information on the policies, directives, acts, trade agreements and regulations that must be followed when buying for the government.

• 1.1 - Overview of public procurement
• 1.5 - About the Supply Manual
  • 1.5.1 - Organization of the Manual
  • 1.5.5 - Supply Manual format
• 1.10 - PWGSC procurement process
  • 1.10.1 - Integrity
  • 1.10.5 - Guiding principles
  • 1.10.6 - Challenge function
  • 1.10.10 - Procurement best practices
• 1.15 - The legal framework of contracting
• 1.20 - Statutes and regulations
  • 1.20.1 - Department of Public Works and Government Services Act
  • 1.20.5 - Financial Administration Act and the Government Contracts Regulations
  • 1.20.10 - Defence Production Act
  • 1.20.15 - Federal Accountability Act
  • 1.20.20 - Other acts
• 1.25 - Agreements
  • 1.25.1 - International and national trade agreements
  • 1.25.2 - General principles of trade agreements
  • 1.25.3 - Determining coverage under a trade agreement
    • 1.25.3.1 - Coverage of dredging services
  • 1.25.5 - North American Free Trade Agreement (NAFTA)
  • 1.25.10 - World Trade Organization Agreement on Government Procurement (WTO-AGP)
  • 1.25.11 - Canada-European Union Comprehensive Economic and Trade Agreement (CETA)
  • 1.25.14 - Canadian Free Trade Agreement (CFTA)
  • 1.25.15 - Agreement on Internal Trade (AIT)
  • 1.25.16 - Bilateral Free Trade Agreements
  • 1.25.20 - Comprehensive Land Claims Agreements
  • 1.25.25 - Other agreements
• 1.30 - Policies, directives and guidelines
  • 1.30.1 - Treasury Board
  • 1.30.5 - Treasury Board Directive on the Management of Procurement
  • 1.30.10 - Treasury Board Common Services Policy
  • 1.30.15 - Treasury Board contracting approvals
  • 1.30.20 - Treasury Board Procurement Review Policy
  • 1.30.25 - Code of Conduct for Procurement
• 1.35 - Challenge process
  • 1.35.1 - Canadian International Trade Tribunal
  • 1.35.5 - Procurement Ombudsman
• 1.40 - Departmental delegation of authority
  • 1.40.1 - Use of judgment and knowledge
  • 1.40.5 - Contract approval and signing authorities
• 1.45 - Division of responsibilities between PWGSC and client departments
  • 1.45.1 - Litigation costs
• 1.50 - Fairness monitoring
• 1.55 - Commodity management
  • 1.55.1 - Overview of commodity management
  • 1.55.5 - Goals and benefits of commodity management
  • 1.55.10 - Pre-competed procurement instruments
• 1.60 - Environmental considerations
  • 1.60.1 - Green Procurement Policy
  • 1.60.2 - Federal Sustainable Development Act
    • 1.60.2.1 - Greening Government Strategy
  • 1.60.5 - Centre for Greening Government
• 1.61 - Accessible procurement
• 1.62 - COVID-19 Vaccination Policy for Supplier Personnel
• 1.65 - Policy on government security
• 1.70 - Privacy in contracting
• 1.80 - Information management and file documentation in the procurement process
• Annexes for Chapter 1

Chapter 2 - Defining the requirement and requisition receipt

Find out how to work with client departments on defining the requirements of a procurement, from filling out the requisition form to the final review of the request. This involves reviewing environmental and accessibility factors, and more.

• 2.1 - Requirements definition
• 2.5 - Project approvals
• 2.10 - Special procurements
• 2.15 - Agreement with other governments departments or agencies
• 2.16 - Duty to Consult and Accommodate Aboriginal Peoples
• 2.20 - Green procurement and defining the requirement
• 2.21 - Accessible procurement and defining requirements
• 2.25 - Requisitions subject to Comprehensive Land Claims Agreements
• 2.26 - Early engagement with clients, suppliers and Public Works and Government Services Canada (PWGSC) contracting officers
• 2.30 - Requisition receipt
  • 2.30.1 - Funding
  • 2.30.5 - Requisition allocation within Public Works and Government Services Canada
  • 2.30.10 - Allocation of work by complexity
  • 2.30.15 - Complexity code
  • 2.30.20 - Changes to the complexity level
• 2.35 - Extract files
  • 2.35.1 - Part files
• 2.40 - Price and availability enquiries
• 2.45 - Requests for Information and Letters of Interest
• 2.50 - Contract security requirements
  • 2.50.1 - Security and requisitions
  • 2.50.5 - Security Requirements Check List (SRCL)
• 2.55 - Employer-employee relationships
• 2.60 - Requisition review
• 2.65 - Procurement process initiated by client
• 2.70 - Ratification by Treasury Board
• 2.75 - Confirming orders
• Annexes for Chapter 2

Chapter 3 - Procurement strategy

A procurement strategy defines in general terms how a good, service, or construction will be procured. See a list of things to consider when planning out your strategy. As part of this you must also confirm what method of supply should be used, such as a standing offer or supply arrangement.

• 3.1 - Procurement strategy - Introduction
  • 3.1.1 - Planning the procurement
  • 3.1.5 - Procurement risk assessments for Complexity Level 1, 2 and 3 procurements
  • 3.1.10 - Addressing identified risks in the approval document
  • 3.1.15 - Complex procurement
• 3.5 - Existing procurement instruments
  • 3.5.1 - Mandatory Standing Offers and Supply Arrangements
• 3.10 - Competitive contracting process
• 3.15 - Non-competitive contracting process
  • 3.15.1 - Justification of non-competitive process
  • 3.15.2 - Code of Conduct (Sole Source of Supply)
  • 3.15.5 - Advance Contract Award Notice
    • 3.15.5.1 - Advance Contract Award Notice time limit
    • 3.15.5.5 - Procedures for posting an Advance Contract Award Notice
    • 3.15.5.10 - Statement of capabilities (challenge process)
    • 3.15.5.15 - Advance Contract Award Notice exceptions
    • 3.15.5.20 - Documenting the procurement file
• 3.20 - Procurement schedule
• 3.21 - Managing urgent acquisitions
• 3.22 - Emergency requirements
  • 3.22.1 - Pressing emergency
  • 3.22.2 - Emergency contracts and contractual arrangements
  • 3.22.3 - Emergency contracting (Public Works and Government Services Canada as contracting authority)
  • 3.22.5 - Exceptions to processes when an emergency
  • 3.22.10 - Emergency requirements (departments)
  • 3.22.15 - Additional considerations on managing emergency requirements
• 3.25 - Trade agreements tendering approaches
• 3.30 - Methods of supply
• 3.35 - Contracts
  • 3.35.1 - Contracts with Task Authorizations
    • 3.35.1.1 - Definition
    • 3.35.1.5 - Application
    • 3.35.1.10 - Conditions of use
    • 3.35.1.15 - Approval documents for contracts with Task Authorizations
    • 3.35.1.20 - Bid solicitations and resulting contract documents
    • 3.35.1.25 - Forms
    • 3.35.1.30 - Setting financial limits on individual Task Authorizations
    • 3.35.1.35 - Separation of duties
    • 3.35.1.40 - Authorizing and issuing Task Authorizations
    • 3.35.1.45 - Administration of the Task Authorizations by Public Works and Government Services Canada's clients
    • 3.35.1.50 - Revision of a Task Authorization by the client
    • 3.35.1.55 - Monitoring and oversight
    • 3.35.1.60 - Reporting of contracts with Task Authorizations
• 3.40 - Standing offer method of supply
• 3.45 - Supply arrangement method of supply
• 3.50 - Procurements subject to trade agreements
  • 3.50.1 - General procurement
  • 3.50.5 - Applicability of trade agreements to standing offers and supply arrangements
• 3.51 - Office of Supplier Integrity and Compliance overview
• 3.55 - Contract security requirements (personnel or organization)
  • 3.55.1 - Security and timelines
• 3.60 - Low dollar value procurements
  • 3.60.1 - Requirements
  • 3.60.5 - Geographic factors and low dollar value
• 3.65 - Green procurement strategy
• 3.70 - Procurement review
• 3.75 - Procurement Assistance Canada
  • 3.75.1 - Procurement Assistance Canada's role
  • 3.75.5 - Public Works and Government Services Canada online tools/services and Procurement Assistance Canada's role
• 3.80 - Requisitions subject to Comprehensive Land Claims Agreements (CLCAs)
• 3.85 - Procurement Strategy for Indigenous Business
• 3.90 - Contracting with former public servants
• 3.95 - Intellectual Property (IP)
• 3.100 - Vendor Performance Corrective Measures
• 3.105 - National Security Exceptions
  • 3.105.1 - Trade agreements and invoking a national security exception
  • 3.105.5 - Texts of the national security exceptions
  • 3.105.10 - Procedures for invoking a National Security Exception
• 3.110 - Legal services
• 3.115 - Bidders' conferences
• 3.116 - Site visits
• 3.120 - Roles and memorandum of understanding
• 3.125 - Canadian Commercial Corporation
• 3.130 - Canadian Content Policy
• 3.135 - Fairness monitors
• 3.140 - Life cycle costing
  • 3.140.1 - General requirements
• 3.145 - Cost and profit
  • 3.145.1 - Commercial pricing
• 3.150 - Standards and quality assurance
  • 3.150.1 - Standards, specifications and purchase descriptions
  • 3.150.5 - Government Quality Assurance at source
  • 3.150.10 - Listing programs
  • 3.150.15 - Department of National Defence qualified products lists
  • 3.150.20 - Canadian General Standard Board
    • 3.150.20.1 - Overview of the Canadian General Standards Board
    • 3.150.20.5 - New standards, specifications or listings
  • 3.150.25 - Electrical equipment
• 3.155 - Acquisition cards
  • 3.155.1 - Acquisition cards in contracting
  • 3.155.5 - Acquisition card management
• 3.160 - Royalty payments and license agreements
• 3.165 - Controlled goods
• 3.170 - Shipbuilding, repair, refit and modernization
  • 3.170.1 - Information to be included in Notice of Proposed Procurement and Contract Award Notice
  • 3.170.5 - Shipbuilding procurement
  • 3.170.10 - Ship repair, refit and modernization
• 3.175 - United States Defense Related Procurement
• 3.176 - Public Works and Government Services Canada Europe Office Procurement - Germany
• 3.180 - Joint Certification Program
• 3.185 - Foreign Military Sales
• 3.190 - U.S. Defense Priorities and Allocations System
• 3.195 - Risk management
  • 3.195.1 - Treasury Board Secretariat Risk Management Policy
  • 3.195.5 - Risk management process for limiting a contractor's liability
    • 3.195.5.1 - Risk management process for limiting a contractor's liability - General information
    • 3.195.5.5 - Risk assessment
    • 3.195.5.10 - Risk control
    • 3.195.5.15 - Risk financing
• 3.200 - Contractor liability
  • 3.200.1 - Contractor liability: general information
  • 3.200.5 - Indemnification
• 3.205 - Review process for creation, renewal and extension of Standing Offers and Supply Arrangements
  • 3.205.1 - Review process
  • 3.205.5 - Posting Standing Offer and Supply Arrangement information to the Standing Offers and Supply Arrangements Application (SOSA App)
    • 3.205.5.1 - Security markings for documents posted on the Standing Offers and Supply Arrangements Application (SOSA App)
  • 3.205.10 - Use of Departmental Standard Procurement Documents
  • 3.205.15 - Reporting usage data
  • Annexes for Chapter 3

Chapter 4 - Solicitation process

Learn about the different methods of solicitation and sourcing tools, as well as the steps for preparing, issuing and closing your solicitation. You will also find instructions on how to receive and securely handle bid submissions.

• 4.1 - Solicitation process - Introduction
• 4.5 - Pre-solicitation requests
  • 4.5.1 - Price and Availability enquiry
  • 4.5.5 - Request for Information or Letter of Interest
• 4.10 - Solicitation methods
  • 4.10.1 - Request for Quotation
  • 4.10.5 - Telephone buy
  • 4.10.10 - Invitation to Tender
  • 4.10.15 - Bid solicitation
  • 4.10.20 - Request for Standing Offers
    • 4.10.20.1 - Standing Offer procedures
    • 4.10.20.5 - Ranking and methodology for Standing Offers
    • 4.10.20.10 - Standing Offer forms
  • 4.10.25 - Request for Supply Arrangements
    • 4.10.25.1 - Supply Arrangement procedures
    • 4.10.25.5 - International trade agreements and use of Supply Arrangements
    • 4.10.25.10 - Ongoing qualification process
    • 4.10.25.15 - Canadian Free Trade Agreement and use of supply arrangements
    • 4.10.25.20 - Ongoing qualification process
  • 4.10.30 - Professional services sourcing tools
• 4.15 - Preparation of the solicitation documents
  • 4.15.1 - Departmental standard procurement templates
  • 4.15.5 - Green procurement requirements
  • 4.15.6 - Accessible procurement requirements
  • 4.15.10 - Methods of responding to a solicitation
  • 4.15.15 - Technical data
• 4.20 - Official languages obligations in procurement
  • 4.20.1 - The Official Languages Act (OLA) and the publication of procurement notices and related tender documents on the Government Electronic Tendering Service (GETS)
    • 4.20.1.1 - Standard vs. non-standard documents
      • 4.20.1.1.2 - Translation of documents with professional seals
    • 4.20.1.2 - Tendering from supplier lists
    • 4.20.1.3 - Bidding that is national in scope
    • 4.20.1.4 - Division of responsibilities regarding the translation of documents
• 4.21 - Ineligibility and Suspension Policy Clauses
  • 4.21.1 - Administrative Agreements
  • 4.21.2 - Public Interest Exception (PIE)
  • 4.21.3 - Contracting with subcontractors
• 4.25 - The requirement
• 4.30 - General instructions for the preparation of a solicitation
  • 4.30.1 - Requirement and Statement of Work
  • 4.30.10 - Security in contracts
  • 4.30.15 - Security in solicitations
  • 4.30.20 - Security in Standing Offers and Supply Arrangements
  • 4.30.25 - Security and international contracts
  • 4.30.30 - Foreign ownership, control or influence
  • 4.30.35 - Information on Comprehensive Land Claims Agreements
  • 4.30.40 - Information on the Procurement Strategy for Indigenous Business
  • 4.30.45 - Standard instructions, clauses and conditions
    • 4.30.45.1 - Equivalent products
    • 4.30.45.5 - No substitute products
    • 4.30.45.10 - Multi-item bids/offers
    • 4.30.45.15 - Bidders' conferences and site visits
    • 4.30.45.20 - Intellectual Property
    • 4.30.45.25 - Former public servants
  • 4.30.50 - Taxes and duties
  • 4.30.55 - Ontario Labour Legislation
  • 4.30.60 - Communications notification
• 4.35 - Evaluation criteria
  • 4.35.1 - Mandatory criteria
  • 4.35.5 - Rated criteria
• 4.40 - Evaluation process and method of selection
• 4.45 - Certifications and additional information
  • 4.45.1 - Code of Conduct (certification)
• 4.50 - Financial security
  • 4.50.1 - Surety bond forms
  • 4.50.5 - Bid financial security
  • 4.50.10 - Contract financial security
• 4.55 - Controlled goods
• 4.60 - Transportation costs
• 4.65 - Exchange rate fluctuation risk mitigation
• 4.70 - Conditions of the resulting contract
  • 4.70.5 - General conditions
    • 4.70.5.1 - Warranty
  • 4.70.10 - Supplemental general conditions
  • 4.70.15 - Term of the contract and options
  • 4.70.20 - Basis of payment
    • 4.70.20.1 - Firm price
    • 4.70.20.2 - Fixed price
    • 4.70.20.5 - Economic price adjustments and foreign currency adjustments
    • 4.70.20.10 - Fixed time/unit rate
    • 4.70.20.11 - Cost reimbursable
    • 4.70.20.15 - Cost reimbursable with target cost/incentive fee
    • 4.70.20.20 - Cost reimbursable with a fixed fee
    • 4.70.20.25 - Cost reimbursable with fee based on actual costs
    • 4.70.20.30 - Cost reimbursable with no fee
    • 4.70.20.31 - Provisional price
    • 4.70.20.35 - Cost reimbursable contracts: Audit
    • 4.70.20.40 - Cost and profit
    • 4.70.20.45 - Withholding of 15 percent on service contracts with non-residents
    • 4.70.20.50 - Types of price adjustments
  • 4.70.25 - Contract performance incentives
    • 4.70.25.5 - Technical performance incentive
    • 4.70.25.10 - Schedule performance incentive
    • 4.70.25.15 - Award fees
  • 4.70.30 - Method of payment
    • 4.70.30.1 - Standard payment period and interest on overdue account
    • 4.70.30.5 - Determination of the method of payment
    • 4.70.30.10 - Types of method of payment
    • 4.70.30.15 - Progress payments
    • 4.70.30.20 - Advance payments
    • 4.70.30.25 - Holdbacks
  • 4.70.35 - Audit
    • 4.70.35.1 - Firm price contracts - Price certification and discretionary audit
    • 4.70.35.2 - General audit clause
    • 4.70.35.5 - Cost reimbursable contracts - Certification and audit
    • 4.70.35.10 - Fixed time rate contracts - Time verification
    • 4.70.35.15 - Audit of contract with a foreign contractor
  • 4.70.40 - Discretionary audit clauses
  • 4.70.45 - Time verification clauses
  • 4.70.50 - Invoicing instructions
  • 4.70.55 - Payment instruments
    • 4.70.55.5 - Direct deposit
    • 4.70.55.10 - Payment by acquisition card
    • 4.70.55.15 - Electronic Data Interchange
    • 4.70.55.20 - Wire transfer
    • 4.70.55.25 - Large Value Transfer System
  • 4.70.60 - Certifications
  • 4.70.65 - Defence contract and defence supplies
  • 4.70.70 - Services - non-permanent rents
  • 4.70.75 - Insurance
  • 4.70.80 - Contract financial security
  • 4.70.85 - Controlled goods
  • 4.70.90 - Limitation of liability
  • 4.70.95 - Fair wages
  • 4.70.100 - Transportation costs information
  • 4.70.105 - Ontario Labour Legislation
• 4.75 - Issuance of the solicitation
  • 4.75.1 - Client department review of elements of a solicitation
  • 4.75.5 - Determining the solicitation period
  • 4.75.10 - Public advertisement
  • 4.75.15 - Notice of Proposed Procurement
    • 4.75.15.1 - Official Language policy applicable to a Notice of Proposed Procurement
    • 4.75.15.5 - Language designation of offices
  • 4.75.20 - Procedure for posting of Notice of Proposed Procurement on Government Electronic Tendering Service
  • 4.75.25 - Procedures for posting solicitation documents on Government Electronic Tendering Service
  • 4.75.30 - Distribution of material not electronically available
  • 4.75.35 - Contacting suppliers directly during the solicitation period
  • 4.75.40 - Distribution of solicitation material to invited suppliers
  • 4.75.45 - Use of source lists
    • 4.75.45.1 - Solicitation by direct invitation
    • 4.75.45.5 - Requirements subject to trade agreements
    • 4.75.45.10 - Requirements not subject to trade agreements
• 4.80 - Solicitation period
  • 4.80.1 - Communications during the solicitation period
  • 4.80.5 - Handling questions during the solicitation period
  • 4.80.10 - Changes to the solicitation
  • 4.80.15 - Assistance to suppliers
• 4.85 - Closing procedures
  • 4.85.1 - Late bids, offers and arrangements
  • 4.85.5 - Delayed bids/offers/arrangements
  • 4.85.10 - Transmission by facsimile
• 4.90 - Receipt of bids/offers/arrangements
  • 4.90.1 - Secure handling of bids/offers/arrangements
  • 4.90.5 - Public opening
  • 4.90.10 - Receipt of quotations
• 4.95 - Modification and withdrawal of bids
• 4.100 - Canceling and reissuing a solicitation
• Annexes for Chapter 4

Chapter 5 - Evaluation and selecting the contractor

The main purpose of the evaluation process is to determine the bid that best responds to a solicitation, following selection criteria. Learn more about the steps for evaluating bids and selecting a supplier, including how to negotiate with bidders before a contract is awarded. 

• 5.1 - Overview of the evaluation and selection of contractors
• 5.5 - Evaluation procedures
  • 5.5.5 - Certifications, declarations and proofs
• 5.10 - Confidentiality of bids
• 5.15 - Verifying compliance with security requirements
• 5.16 - Integrity compliance
• 5.20 - Use of subject matter experts/specialists
• 5.25 - Use of fairness monitors
• 5.30 - Clarifications
• 5.35 - Evaluating the bids
• 5.40 - Technical evaluation of bids
  • 5.40.1 - Evaluation of technical mandatory criteria
  • 5.40.5 - Evaluation of technical rated criteria
• 5.45 - Financial evaluation of bids
  • 5.45.1 - Formal peer review process
  • 5.45.2 - Provincial taxes
  • 5.45.5 - Foreign taxes and Canadian customs duties
  • 5.45.10 - Transportation costs
  • 5.45.15 - Bids in foreign currency
  • 5.45.20 - Exchange rate fluctuation
• 5.50 - Selecting the successful bidder
• 5.55 - Rejection of bids/offers/arrangements
  • 5.55.1 - Role of the contracting officer
  • 5.55.5 - Authority to reject a bid/offer/arrangement
  • 5.55.10 - Notice to the bidder/offeror/supplier
  • 5.55.15 - Review
• 5.60 - Financial capabilities of contractor
  • 5.60.1 - Financial capability
  • 5.60.5 - Bid security (financial)
  • 5.60.10 - Business credit services
  • 5.60.15 - Statement of cost accounting practices
• 5.65 - Identical low bids: Best value
• 5.70 - One responsive bid
• 5.75 - No responsive bids
• 5.80 - Bid rigging/collusion/fraud
• 5.85 - Negotiations
• 5.90 - Extending the bid validity period
• 5.95 - Evaluating joint venture bids
• 5.100 - Special program considerations
• 5.105 - Evaluation report
• 5.110 - Communications before contract award
  • 5.110.1 - Early notification for ship construction and refit
• Annexes for Chapter 5

Chapter 6 - Approvals and authorities

Get information on the types of forms, plans, reviews and approval processes associated with procurement based on the different authority levels. These forms and processes apply to both contracts and standing offers and supply arrangements. You will also find information on interpreting and using authorities.

• 6.1 - Approvals and authorities - General information
• 6.5 - Procurement approval documents
  • 6.5.1 - Procurement Plan
    • 6.5.1.1 - Procurement Plan for procurements at or below Director General level
    • 6.5.1.5 - Formal Procurement Plan for Procurements at or above Assistant Deputy Minister level
  • 6.5.5 - Contract Planning and Advance Approval
    • 6.5.5.1 - Contract Planning and Advance Approval instructions
    • 6.5.5.5 - Contract request or Contract Planning and Advance Approval (CPAA) resubmission
    • 6.5.5.10 - Contract Summary
  • 6.5.10 - Contract Request
  • 6.5.15 - Treasury Board submission
    • 6.5.15.1 - Procurements requiring a Treasury Board submission
    • 6.5.15.2 - Translation
    • 6.5.15.5 - Retroactive approval of contract
  • 6.5.20 - Contract amendment
• 6.10 - Additional reviews
  • 6.10.1 - Contract quality control review
  • 6.10.5 - Legal Services review
  • 6.10.10 - Cost and price analysis services
  • 6.10.15 - Contract security
  • 6.10.20 - Client department review
• 6.20 - Contract approval and signing authorities
  • 6.20.1 - Delegated authority to incumbents
    • 6.20.1.1 - Responsibilities
    • 6.20.1.5 - Incumbent
    • 6.20.1.10 - Acting incumbent
• 6.25 - Special approval considerations
  • 6.25.1 - Go-ahead letters
  • 6.25.5 - Forgiveness of debts
  • 6.25.10 - Waive of interest
  • 6.25.15 - Per Diem rates
  • 6.25.20 - Contract amendment
    • 6.25.20.1 - Administrative contract amendments
    • 6.25.20.2 - Nil or reduction in contract value amendments involving additional risk to Canada
    • 6.25.20.3 - Pre-approved contract amendments
    • 6.25.20.4 - Unforeseen contract amendments not pre-approved
  • 6.25.25 - Financial evaluation of bids/offers/arrangements
  • 6.25.30 - CORCAN
  • 6.25.35 - Stop work orders and notices of termination
  • 6.25.45 - Trade-ins
  • 6.25.50 - Treasury Board exceptional contracting limits
  • 6.25.55 - Contracts for Legal Services
  • 6.25.60 - Standing Offer
• 6.30 - Procurement process initiated by client
  • 6.30.1 - Ratification by Treasury Board
  • 6.30.5 - Ratifications within departmental authorities
  • 6.30.10 - Confirming orders and contracts involving pre-contractual work
• Annexes for Chapter 6

Chapter 7 - Award of contracts and issuance of standing offers and supply arrangements

Learn about the process of awarding a contract to a successful bidder, as well as issuing the authorization to use a standing offer or a supply arrangement received from a successful offeror or supplier. This includes instructions on how to make the bid results public.

• 7.1 - Overview of contract award and issuance of standing offers and supply arrangements
• 7.5 - Contract award
• 7.10 - Issuance of supply arrangements and standing offers
  • 7.10.1 - Standing offers
  • 7.10.5 - Supply arrangements
• 7.15 - Legal entity
• 7.20 - Letter of Intent
• 7.25 - Go-ahead letters
• 7.30 - Procurement reporting and posting of award notices
  • 7.30.1 - Award notices on the Government Electronic Tendering Service
  • 7.30.5 - Procurement activity reporting to Treasury Board Secretariat
  • 7.30.10 - Contract history on Buyandsell.gc.ca
  • 7.30.15 - Comprehensive Land Claims Agreement reporting
  • 7.30.20 - Procurement Strategy for Indigenous Business reporting
  • 7.30.25 - Trade agreements reporting
  • 7.30.30 - Use of the National Security Indicator
  • 7.30.35 - Reporting of contract with task authorizations
  • 7.30.40 - Reporting of emergency requirements
• 7.35 - Notification to unsuccessful bidders/offerors/suppliers
• 7.40 - Debriefing and feedback session to bidders/offerors/suppliers
• 7.45 - Disclosure of information
• 7.50 - Bid and contract security
• 7.55 - Contract security requirements
• 7.60 - Environmental considerations
• 7.65 - Proactive disclosure
• 7.70 - Coding procedures
  • 7.70.5 - Public Works and Government Services Canada reporting (common services)
  • 7.70.10 - Coding of Advance Contract Award Notice results
  • 7.70.15 - Coding of region of delivery
  • 7.70.20 - Coding of call-ups
  • 7.70.25 - Coding of terminations and conditional amendments
  • 7.70.30 - Comprehensive Land Claims Agreement coding
  • 7.70.35 - Contracts with task authorizations - coding
• Annexes for Chapter 7

Chapter 8 - Contract management

Find details on how to manage developing, implementing and administering a contract, while maximizing financial and operational performance and managing inherent risk.

• 8.1 - Overview of contract management
• 8.5 - Contract administration
• 8.10 - Administration of service contracts
• 8.15 - Contract performance
• 8.20 - Canada's obligations
• 8.25 - Contract payments
• 8.30 - Progress payments
• 8.35 - Claims for progress payment and invoicing
• 8.40 - Exchange rate fluctuation provision
• 8.45 - Interest
• 8.50 - Overtime
• 8.55 - Claims for extra payment
• 8.60 - Services of non-residents - entry requirements
• 8.65 - Assignment of monies
  • 8.65.1 - Receipt and deposit of monies
  • 8.65.5 - Release of contract financial security
  • 8.65.10 - Financial claims by Canada
  • 8.65.15 - Financial security issues related to amendments
• 8.70 - Contract administration considerations
  • 8.70.1 - Contract security
    • 8.70.1.1 - Compliance and enforcement with Industrial Security Requirements
  • 8.70.2 - Compliance with the Ineligibility and Suspension Policy Clauses
  • 8.70.5 - Amending contracts
  • 8.70.10 - Approval of contract amendments
  • 8.70.15 - Exercising options
  • 8.70.20 - Administration of contracts with Task Authorizations
  • 8.70.25 - Design change or deviation
    • 8.70.25.1 - Design change or deviation procedure
  • 8.70.30 - Loans of Department of National Defence materiel
  • 8.70.35 - Return of special test equipment and special production tooling
• 8.75 - Administration of standing offers and supply arrangements
  • 8.75.1 - Reporting for standing offers and supply arrangements
  • 8.75.5 - Revisions to standing offers
  • 8.75.10 - Managing proportional basis of selection
• 8.80 - Employer-employee relationship
• 8.85 - Subcontracting
• 8.90 - Assignment of contracts
• 8.95 - Financial security and contractor difficulties
• 8.100 - Bonding companies
• 8.105 - Protecting Canada's goods
• 8.110 - Registering notice of interest in goods
• 8.120 - Bankruptcy, receivership, insolvency
• 8.125 - Goods or services not in accordance with the contract
• 8.130 - Timely performance
• 8.135 - Terminations
  • 8.135.1 - Suspension of the work - stop work order
  • 8.135.5 - Termination for convenience of Canada
  • 8.135.10 - Involvement of the Termination Claims Officer
  • 8.135.15 - Termination for default
  • 8.135.20 - Termination by mutual consent
  • 8.135.25 - Request for termination by the contractor
  • 8.135.30 - Financial security issues related to terminations
  • 8.135.35 - Involvement of Legal Services in cases of termination
  • 8.135.40 - Adjustment to source lists
  • 8.135.45 - Public Works and Government Services Canada offices outside Canada
  • 8.135.50 - Approval authority
• 8.140 - Disputes
  • 8.140.1 - Contract dispute resolution
• 8.145 - Contract Settlement Board
  • 8.145.1 - Contract Settlement Board - procedures
  • 8.145.5 - Contract Settlement Board - meetings
  • 8.145.10 - Contract Settlement Board - settlement offer
  • 8.145.15 - Contract Settlement Board - non-acceptance of settlement
• 8.150 - Contract Dispute Advisory Board
  • 8.150.1 - Contract Dispute Advisory Board - procedures
  • 8.150.5 - Contract Dispute Advisory Board - non-acceptance of settlement
• 8.155 - Final payments
  • 8.155.1 - Refunds of excess profits
• 8.160 - Cost submissions standards for cost reimbursable contracts
• 8.165 - Cost audit
• 8.175 - Contract end and contract close out
• 8.180 - Vendor Performance Corrective Measure Policy
  • 8.180.1 - Vendor Performance Corrective Measure Policy - introduction
  • 8.180.5 - Principles
  • 8.180.10 - Definitions
  • 8.180.15 - Generic process
    • 8.180.15.1 - Contract administration concerning the Vendor Performance Corrective Measure Policy
    • 8.180.15.5 - Vendor Performance Corrective Measure Assessment
    • 8.180.15.10 - Notice of intent for applying a Vendor Performance Corrective Measure
    • 8.180.15.15 - Assistant Deputy Minister decision
    • 8.180.15.20 - Actions pursuant to a decision to apply a Vendor Performance Corrective Measure
  • 8.180.20 - Standard Acquisition Clauses and Conditions Manual provisions for stop work orders, contract suspensions and other reasons for bid rejection
  • 8.180.25 - Exceptions
  • 8.180.30 - Sector/Region Vendor Performance programs
• 8.1651 - Differences of opinion or interpretation
• Annexes for Chapter 8

Chapter 9 - Special procurements

Check out more information on dealing with procurement that is unique or specific to a certain commodity, client or area. Examples include Major Crown Projects, Real Property Contracting, United States Foreign Military Sales, and more.

• 9.1 - Special procurements - Introduction
• 9.5 - Major Crown Projects
  • 9.5.1 - Major Crown Projects - general information
  • 9.5.5 - Responsibilities of Public Works and Government Services Canada in Major Crown Projects
  • 9.5.10 - Early involvement
  • 9.5.15 - Memorandum of Understanding with client department
  • 9.5.20 - Senior Project Advisory Committee
    • 9.5.20.1 - Procurement strategy development
    • 9.5.20.5 - Senior Project Advisory Committee
    • 9.5.20.10 - Membership of the Senior Project Advisory Committee
• 9.10 - Real Property Contracting
  • 9.10.1 - Real Property Contracting procedures
  • 9.10.5 - SELECT
    • 9.10.5.1 - Use of SELECT for requirements subject to Comprehensive Land Claims Agreements (CLCAs)
  • 9.10.10 - Architectural and engineering services
  • 9.10.15 - Construction services
  • 9.10.20 - Elevator maintenance services
• 9.15 - United States Foreign Military Sales
  • 9.15.1 - Foreign Military Sales overview
  • 9.15.2 - Foreign Military Sales planning
  • 9.15.3 - Foreign Military Sales procurement process
  • 9.15.4 - Foreign Military Sales required documents
  • 9.15.5 - Foreign Military Sales agreement protocol
  • 9.15.10 - Foreign Military Sales time frames
  • 9.15.15 - Foreign Military Sales pricing and payment
  • 9.15.20 - Foreign Military Sales administrative fees
  • 9.15.25 - Foreign Military Sales non-recurring costs
  • 9.15.30 - Release of information
  • 9.15.35 - Processing of documents
  • 9.15.40 - Foreign Military Sales agreement administration
  • 9.15.45 - Foreign Military Sales agreement amendments
  • 9.15.50 - Foreign Military Sales agreement closing
  • 9.15.55 - Foreign Military Sales third party transfers
  • 9.15.60 - Foreign Military Sales versus Direct Commercial Sales
  • 9.15.65 - Foreign Military Sales further information
• 9.20 - Co-Operative Logistics (COLOG) and Blanket Order cases with the United States Department of Defense
  • 9.20.1 - Requisition receipt
  • 9.20.5 - Planning
  • 9.20.10 - Establishment and renewal of a Stock Level Case (FMSO I)
  • 9.20.15 - Establishment of a Requisitioning Case (FMSO II)
  • 9.20.20 - Referral Program
  • 9.20.25 - COLOG termination
• 9.25 - Use of the Defence Production Revolving Fund and Loan Account
  • 9.25.1 - Program description
• 9.30 - Purchases from CORCAN
  • 9.30.1 - Requisition receipt
  • 9.30.5 - Memorandum of Understanding
  • 9.30.10 - Implementation
• 9.34 - Duty to Consult and Accommodate Aboriginal Peoples
• 9.35 - Modern Treaties
  • 9.35.1 - General information on Modern Treaties (Comprehensive Land Claims Agreements)
  • 9.35.5 - Modern Treaties in effect
    • 9.35.5.1 - Quebec
    • 9.35.5.5 - Newfoundland and Labrador
    • 9.35.5.10 - Northwest Territories
    • 9.35.5.15 - Nunavut
      • 9.35.5.15.1 - Directive on Government Contracts, including Real Property leases, in the Nunavut Settlement Area
    • 9.35.5.20 - Yukon
    • 9.35.5.25 - British Columbia
  • 9.35.10 - National Park Agreements and Department of National Defence Co-operation Agreements
  • 9.35.15 - Comprehensive Land Claims Agreements under negotiation
  • 9.35.20 - Applicability of Comprehensive Land Claims Agreement contracting obligations
  • 9.35.25 - Requirements definition
  • 9.35.30 - Access to Comprehensive Land Claims Agreement Lands
  • 9.35.35 - Notification of procurement
  • 9.35.40 - Right of First Refusal
  • 9.35.45 - Evaluation criteria
  • 9.35.50 - Methods of solicitation
  • 9.35.55 - Solicitation period
  • 9.35.60 - Business directories or lists
  • 9.35.65 - Comprehensive Land Claims Agreements and Procurement Strategy for Indigenous Business
  • 9.35.70 - International trade agreements
  • 9.35.75 - Canadian Free Trade Agreement
  • 9.35.80 - Notices on the Government Electronic Tendering Services
  • 9.35.85 - Solicitations
  • 9.35.90 - Standing offers, supply arrangements and as-and-when-requested contracts
  • 9.35.91 - SELECT
  • 9.35.95 - Procurement reporting for Comprehensive Land Claims Agreements
• 9.40 - Procurement Strategy for Indigenous Business
  • 9.40.1 - Decision to set aside a procurement under the Procurement Strategy for Indigenous Business
  • 9.40.2 - Obtaining advice on the Procurement Strategy for Indigenous Business
  • 9.40.5 - Procurement Strategy for Indigenous Business and Comprehensive Land Claims Agreements
  • 9.40.10 - Procurement Strategy for Indigenous Business and trade agreements
  • 9.40.15 - Procurement Strategy for Indigenous Business and Canadian content
  • 9.40.20 - Subcontracting plans
  • 9.40.25 - Sound contracting principles
  • 9.40.30 - Notification to Indigenous Services Canada
  • 9.40.35 - Sourcing of requirements under Procurement Strategy for Indigenous Business (PSIB) set-asides
  • 9.40.40 - Legal status of Indigenous business
  • 9.40.45 - Certification by suppliers
  • 9.40.50 - Audits of the bidder/offeror/supplier certification
  • 9.40.55 - Bid challenge
  • 9.40.60 - Procurement reporting for Procurement Strategy for Indigenous Business
• 9.45 - Industrial and Regional Benefits Program
• 9.50 - Communication procurement
• 9.55 - Canadian Commercial Corporation
  • 9.55.1 - General Information on Canadian Commercial Corporation contracts
  • 9.55.5 - Subcontracting
  • 9.55.10 - Memorandum of Understanding
  • 9.55.15 - Certification and signing authorities
• 9.56 - Price certifications and audits of foreign contractors
• 9.60 - Public–Private Partnership (P3) procurements
  • 9.60.5 - Public–Private Partnerships delivery models
  • 9.60.10 - Federal roles and responsibilities in Public–Private Partnerships
  • 9.60.15 - Triage Tool
  • 9.60.20 - Value for money
  • 9.60.25 - Stages in Public–Private Partnership procurement process
  • 9.60.30 - Public–Private Partnership procurements: key differences
  • 9.60.35 - Public–Private Partnership Treasury Board approvals
  • 9.60.40 - Public–Private Partnership project team
  • 9.60.45 - Payments in Public–Private Partnerships
• 9.70 - Canadian Collaborative Procurement Initiative (CCPI)
• Annexes for Chapter 9

Chapter 10 - Cost and profit

Find out in what situations to use the cost and profit processes and principles outlined here. An example includes when a contract is to be awarded on a non-competitive basis for non-commercial goods or services.

• 10.1 - Cost and profit: General information
• 10.5 - Establishing the cost base
• 10.10 - Travel and living expenses
• 10.15 - Prices for out of plant services of individuals
• 10.20 - Surplus materials in cost reimbursable contracts
• 10.25 - Costing of lease transactions
• 10.30 - Service contracts
• 10.35 - Joint ventures
• 10.40 - Research and development contracts with universities and colleges
• 10.45 - Non-competitive contracts with non-profit organizations, excluding universities and colleges
• 10.50 - Non-competitive acquisitions of manufactured products and repair and overhaul services, from agency and resale outlets
  • 10.50.1- Non-competitive requirements of commercial goods and/or services
  • 10.50.5 - Non-competitive requirements of non-commercial goods and/or services
  • 10.50.10 - Agency and resale outlets: Additional requirements
  • 10.50.15 - Price analysis
• 10.55 - Transfer pricing
• 10.60 - Special production tooling and special test equipment
• 10.65 - Profit principles: Determination of profit on negotiated contracts
  • 10.65.1 - Capital employed
  • 10.65.5 - Return on working capital employed (Tier 1: All contracts where total estimated or acceptable contract costs are less than or equal to $1,000,000)
  • 10.65.10 - Return on working capital employed (Tier 2: All contracts where total estimated or acceptable contract costs are greater than $1,000,000)
  • 10.65.15 - Return on fixed capital employed (Tier 1: All contracts where total estimated or acceptable contract costs are less than or equal to $1,000,000)
  • 10.65.20 - Return on fixed capital employed (Tier 2: All contracts where total estimated or acceptable contract costs are less than or equal to $20,000,000 with lower capital intensity levels)
  • 10.65.21 - Return on fixed capital employed (Tier 3: All contracts where the total estimated or acceptable contract costs are greater than $1,000,000)
  • 10.65.25 - General business risk
  • 10.65.30 - Contractual risk
  • 10.65.35 - Total profit
• 10.70 - Recovery and settlement of contract claims
• 10.75 - Alternative pricing strategies
• Annexes for Chapter 10

Glossary

Learn about procurement terms used in the Supply Manual.