Annexes for Chapter 2 - Defining the requirement and requisition receipt

Annex 2.1: Requisition review

Effective date: 2023-03-30

1. Has the requisition been properly directed or allocated to the appropriate office?
2. Has the current version of the requisition form been used? (If the previous version is used, then the proper security certification must be included.)
3. Is the requisition authorized properly, and does it contain the mandatory signatures in all signature blocks on the requisition? The client must certify that:
   1. pursuant to subsection 32(1) of the Financial Administration Act (FAA), funds are available;
   2. the requisition is approved, the necessary approvals have been obtained, and the client requests Public Works and Government Services Canada (PWGSC) to acquire and provide the goods and/or services, including construction, described; and
   3. the requisition, including any attached Security Requirements Check List (SRCL), the Statement of Work as well as any associated security guides/documents, including the security clauses that have already been provided to the client by the Contract Security Program (CSP), accurately details the security provisions of the requirement.
      Note: Requisitions received via e-Purchasing electronic interface are deemed to have been properly authorized with all signatures pursuant to the Financial Administration Act (FAA).
4. Does the estimated funding seem adequate?
5. Are the destination/consignee codes specified?
6. Have environmental performance considerations been addressed?
7. Is this requirement subject to the provisions of a Comprehensive Land Claims Agreement (see 9.35 Comprehensive Land Claims Agreements (CLCAs))?
8. Are invoicing instructions provided?
9. Are the financial codes identified?
10. Has the client indicated whether the requisition includes security provisions and whether a Security Requirements Check List (SRCL) is required? If no SRCL is required but security provisions are included, this must be explained.
11. Is there support for a sole source or no-substitute request? Has the client provided responses to Annex 3.1: Treasury Board questions for sole source?
12. Are delivery lead times and schedules realistic, or will special action be required to meet delivery objectives?
13. What could be the consequences resulting from a late delivery, and is there a need for liquidated damages provisions or other performance incentives?
14. Is the good or service adequately defined in the requisition, attached technical documentation or statement of work?
15. Have appropriate standards, specifications or purchase descriptions been included? If not, can an existing one be used; or
    1. is there a need for the development of a new standard, specification or purchase description?
    2. is the NATO Stock Number or the Goods and Services Identification Number (GSIN) of the products shown?
       Note: Although clients must detail the GSIN in the requisition, due to trade agreement implications, the contracting officer must ensure the GSIN is accurate as per the commodity codes published on the Buy and Sell site.
16. Is a design change/deviation procedure specified?
17. Is the extent of required product quality management and assurance specified?
18. Is the inspection or quality assurance authority specified?
19. Does the requisition or attachments contain any clauses or conditions that conflict with any PWGSC or government contracting policies and procedures (i.e., Standard Acquisition Clauses and Conditions Manual (SACC) and Supply Manual)?
20. Does the nature of the work include work to Canadian specifications?
21. Does the requisition contain any form of predefined types of pricing basis?
22. Are evaluation criteria specified and are the mandatory requirements clear?
23. Is special production tooling or special test equipment required?
24. Is government-furnished equipment or government-supplied materiel specified?
25. Are there unrestricted rights to the use of technical data or are royalty payments involved?
26. Is a trade-in specified?
27. If radio-transmitting equipment must be acquired, has the client obtained radio frequency equipment clearance from Industry Canada? Are there other special considerations of a similar nature?
28. If there are multiple items on the requisition, should any of these items be grouped together, or put in a part or extract file?
29. Could repetitive items be bought on an annual basis through standing offers, supply arrangements, phased delivery, task authorization, contracts with a call-up feature, or be included as contract options for additional quantities?
30. Are items required available on a standing offer or a supply arrangement (or a mandatory standing offer)?
31. Has the client department included instructions concerning the treatment of any intellectual property that may result from the procurement?
32. Has the client department claimed and substantiated exemption from taxes or duties, by referring to a certificate of exemption, or remission or drawback order in council?
33. Are controlled goods identified?
34. Has the client department identified the requirement as a "defence contract" as defined in the Defence Production Act
35. Is the GSIN shown and accurate?
36. Is the block "Current Funding" completed? Does it include the Goods and Services Tax or the Harmonized Sales Tax?
37. Does the requirement involve contractor's access to personal records?
38. Has the procurement been set aside under the Procurement Strategy for Aboriginal Business?
39. Are option/extension period(s) specified/needed?
40. Is the sole source directed to a former public servant?
41. Is this procurement a renewal of an existing contractual arrangement for the same services, or have the services been procured before? If yes:
    1. Who is the incumbent contractor?
    2. What is the previous contract number?
    3. When does it expire?
    4. Was it procured by PWGSC or the client?
    5. Did the previous contract have special pricing or terms and conditions?

Annex 2.2: Green procurement: Environmental factors and evaluation indicators

Effective date: 2023-04-11

Client departments, with the assistance of Public Works and Government Services Canada (PWGSC), are responsible for all four stages of the procurement process, from planning and acquisition through use and disposal. The following lists are an example of aspects to be considered:

1. Environmental Factors and Related Cost Elements
   Examples of environmental factors that should be taken into consideration in assessing value for money are provided below. These are expressed in terms of cost elements that client departments may take into consideration in the evaluation of bids. These include but are not limited to:
   1. Life Cycle Cost (LCC) Considerations: A LCC analysis may be required as part of the procurement process, to account for elements other than the upfront capital investment, such as:
      1. operation costs, such as energy or water consumed by the good over its life;
      2. indirect costs. For example, less energy efficient information technology equipment will produce more heat causing the building's air conditioning system to work harder, and increased electricity costs;
      3. administrative costs, such as complying to the Workplace Hazardous Materials Information System (WHMIS);
      4. investing up front to save costs later, such as specifying higher levels of insulation where the extra expenditure can be recovered from lower energy costs;
      5. costs of disposal arrangements.
   2. Other Environmental Considerations:
      1. use of refurbished parts or products, where possible;
      2. recyclability: this is thought to be the key since purchasers can create markets for their own waste, such as paper, toner cartridges, etc., through the transformation and sale of products containing recycled materials;
      3. establishing minimum environmental performance standards for commodities where there is a sufficient supplier base to support competition;
      4. where the supplier base is limited, include incentives for meeting extra environmental performance criteria; and
      5. use of contractual terms, to define environmental obligations, such as packaging take-back, use of certified recyclers for e-waste.
2. Environmental Evaluation Indicators
   Examples of indicators that should be examined to develop evaluation criteria are as follows:
   1. Environmental Certification
      1. Has the good/service been certified through an independent program, such as the Environmental Choice Program or Energy Star?
      2. Have studies of the environmental attributes of the good/service been completed?
      3. Does the good/service have a certified Environmental Product Declaration (EPD) such as Canadian Standards Association (CSA) Group, Underwriters Laboratories of Canada (UL Solutions) or another accredited certification body?
   2. Energy and Resource Efficiency
      1. Do you purchase used, remanufactured, rebuilt or refurbished goods and/or materials?
      2. Does this good make efficient use of resources and energy throughout its life cycle?
      3. Does this good reduce waste?
      4. Suppliers should be instructed to indicate if the good has any energy, water or fuel saving features, such as Power Down Mode.
      5. Are there measures to extend the useful life of the good; for example, re-use, refill, recharge, recondition?
   3. Recycled Content
      1. Does the good include post-consumer recycled content?
      2. What type and what percentage are recycled materials?
   4. Hazardous Replacement
      1. Does the supplier offer a non-hazardous replacement or alternative for this good?
      2. Does the good require Safety Data Sheets (SDS)?
   5. Performance Testing
      1. Is it possible to test the good/service, prior to purchase?
      2. Does the good meet the performance specifications?
      3. Is there any documented past performance? (For example, annual reports, environmental performance reports).
   6. Packaging
      1. Is packaging reduced to the bare minimum required to ensure that the good is delivered in perfect working condition?
      2. Can the good be acquired in bulk or concentrated form?
      3. Will the supplier remove the packaging from the site following installation?
      4. Is the packaging biodegradable, reusable, contain reusable parts or is it recyclable?
      5. Does the packaging material contain post-consumer recycled materials?
      6. Does the packaging eliminate or minimize use of single-use plastics?
   7. On Site Waste Management
      1. During the project, will all waste be source separated on site and recycled?
      2. Request information and reward environmentally sound stewardship and use of certified haulers/sites.
      3. Is the good or service designed to minimize waste (for example, catering service using dishes that are biodegradable or made of porcelain or glass rather than Styrofoam)?
   8. Return for Disassembly and Recycling
      1. Does the good include a manufacturer return for recycling policy?
      2. Can the good be recycled in the end-users geographic area?
      3. Will consumables (such as toner cartridges) be accepted for recycling?
      4. Is the good easily disassembled?
   9. Warranties
      1. What is the expected useful life span of the good?
      2. How long is the warranty, and should you purchase an extended warranty?
   10. Maintenance
       1. Is the good designed for easy maintenance and repair?
       2. Are maintenance and replacement parts readily available and reasonably priced?
       3. Is the good easy and cost effective to upgrade?
   11. Environmental Attributes of the Supplier
       1. Does the supplier have a certification or registration (for example, ISO 14001 registration)?
       2. Has the supplier received any regulatory environmental violations within the past five years?
       3. Is the supplier participating in a greenhouse gas (GHG) emission target-setting, reduction and disclosure program, such as the Net-Zero Challenge or equivalent?

Annex 2.3: List of Public Works and Government Services Canada allocations units

Effective date: 2024-04-19

The door number of the National Capital Region (NCR) Centralized Allocation Module office has been changed and the fax number where requisition forms (9200) were received has been deleted. All requests must now be sent by email to: RCNAttributionsCentralisees.NCRCentralAllocations@tpsgc-pwgsc.gc.ca.

Annex 2.4: Characteristics of Acquisitions Program procurement complexity levels

Effective date: 2014-09-25

1. Complexity Level 1
   Complexity Level 1 Procurements include or involve one or more of the following and do not include or involve any of the criteria of Complexity Levels 2, 3, 4 and 5.
   • A call-up against a standing offer;
   • A commercially available good that is readily available in the marketplace, which may include manufacturer-supplied customizable options. Includes Commercial Off-The-Shelf (COTS) or Military Off-The-Shelf (MOTS);
   • A common service that is readily available in the marketplace, which may include supplier customized options;
   • Procurement methodologies that are tried and proven using existing conventions;
   • Departmental Standard Procurement Templates or legally approved templates;
   • Contractor selection methodology that is based on price and delivery alone, or where all criteria determining the successful bidder are objective (e.g. grid) and do not require subjective judgement.
2. Complexity Level 2
   Complexity Level 2 Procurements include or involve one or more of the following and do not include or involve any of the criteria of Complexity Levels 3, 4 and 5.
   • Government-specified performance requirements to commercially available goods;
   • A requirement which uses existing technology/processes to achieve an innovative solution;
   • Services with subjective results (e.g. consultations, recommendations);
   • Departmental Standard or Sector procurement templates which have been modified, that introduce new custom clause(s), or that use terms and conditions other than those in the Standard Acquisition Clauses and Conditions (SACC) Manual;
   • One or more evaluation criteria to determine the successful bidder that require subjective judgment;
   • Industrial Regional Benefits (IRBs) and/or Value Propositions;
   • Vendor pre-qualification (includes establishment of Supply Arrangements);
   • Advance payments.
3. Complexity Level 3
   Complexity Level 3 Procurements include or involve one or more of the following and do not include or involve any of the criteria of Complexity Levels 4 and 5.
   • A requirement which uses new, or a combination of new and existing, technology/processes to achieve an innovative solution and may be developmental in nature;
   • A requirement and/or procurement that is highly unpredictable due to a high level of uncertainty;
   • Untested procurement strategy.
4. Complexity Level 4
   Complexity Level 4 Procurements involve transformational requirements that are enterprise-wide (across government) and include or involve one or more of the following elements:
   • High level of uncertainty;
   • May involve partnerships with clients and multiple stakeholders within various federal government departments, where decision-making is shared;
   • Contract administration is detailed and extensive and its success is unpredictable;
   • More than one tier of government (i.e. federal, provincial, municipal) or multiple clients/ stakeholders with decision-making authority.
   Complexity Level 4 Procurements do not include or involve any of the criteria of Complexity Level 5.
5. Complexity Level 5
   Complexity Level 5 Procurements involve transformational requirements that affect public policy or culture (external to government) and include or involve one or more of the following elements:
   • High level of uncertainty;
   • Partnerships with clients, multiple stakeholders (internal and external to the federal government) and elected officials, to reshape public policy or introduce new public policies;
   • Decision making is shared;
   • Contract administration is detailed, extensive and highly unpredictable;
   • Ultimate success is determined by the public at large.

Annex 2.5: Entering complexity code into the Automated Buyer Environment

Effective date: 2023-03-30

This section has been removed in support of procurement modernization and the ongoing transition to CanadaBuys.

For references purposes only, Annex 2.5 is available in the Supply Manual archive (accessible only on the Government of Canada network), Version 2022-3.

Annex 2.6: Accessible procurement: Factors and considerations

Effective date: 2020-10-21

Client departments, with the assistance of Public Works and Government Services Canada (PWGSC), are responsible for all four stages of the procurement process, from planning and acquisition through use and disposal. The following lists are an example of aspects to be considered:

1. Accessibility factors and related cost elements
   Examples of accessibility factors that should be taken into consideration in assessing best value are provided below. These are expressed in terms of cost elements that client departments may take into consideration in the evaluation of bids. These include but are not limited to:
   1. Investing up front to save costs later, such as procuring goods and services that have flexibility built in and are easily adaptable to be the most accessible for the widest range of end-users;
   2. Establishing performance standards for commodities where there is a sufficient supplier base to support competition;
   3. Where supplier base is limited, include incentives for meeting extra accessibility performance criteria;
   4. Use of contractual terms, to define accessibility obligations, such as including mandatory accessibility criteria or standards.
2. Accessibility evaluation indicators
   Examples of indicators that should be examined to develop evaluation criteria are as follows:
   1. Market capacity
      Does market capacity exist to support the inclusion of mandatory accessibility criteria in the procurement?
   2. Standing Offers/Supply Arrangements
      Have procurement instruments been updated to incorporate technical specifications related to accessibility?
   3. Performance testing
      1. Would it be useful to have a prototype or product demonstration to validate accessibility features?
      2. Does a Voluntary Product Accessibility Template exist for the product to demonstrate accessibility?
      3. Is it possible to test the good/service, prior to purchase?
      4. How will suppliers demonstrate the accessibility of their good or service compliance?
   4. Adaptability
      1. Is flexibility built into the design so the good can easily be modified or adapted to meet accessibility needs?
      2. Are there accessibility add-ons that can be purchased to enhance the accessibility of the good or service being procured?
   5. Accessibility standards
      1. Do the good(s) or service(s) comply with an industry standard for accessibility? Have the standards been implemented?
      2. Will accessibility features be the default setting for the good(s) or service(s)?
   6. Packaging
      1. Does packaging take into account accessibility (e.g. easy to open)?
      2. Are instructions for using the product/technology clear and easy to follow, and available in accessible formats?
   7. Maintenance
      1. Is the good designed for easy maintenance and repair of accessibility features?
      2. Is the good easy and cost effective for accessibility add-ons or upgrades?
      3. Does the supplier provide accessible customer service?