6.1. Annex: Procurement Plan Instructions

The Procurement Plan must be prepared as a memorandum from the Director General or Regional Director General to the Assistant Deputy Minister and must include the elements identified below.

Formal Procurement Plan

Description

Give a brief description of the requirement, including any options, advance approvals and set-aside amounts. Indicate the period of the proposed contract and options, where applicable.

(Insert relevant information for Assistant Deputy Minister (ADM) if procurement exceeds contract approval limit of director general/regional director general (DG/RDG) and is a non-competitive procurement (including non-competitive procurements where an advance contract award notice is used).

The ADM is to be notified of sensitive procurements after they are approved by the DG/RDG by way of a copy of the signed procurement plan).

Background

Provide background information and overall context. Address any audit recommendations, Canadian International Trade Tribunal (CITT) determinations, Treasury Board decisions, etc. specific to the requirement.

Estimated Cost and Name of Client

State the estimated cost, the Goods and Services Tax or Harmonized Sales Tax included, for the requirement. Include any options, set-aside amounts, etc., and state which client department it is chargeable to.

Anticipated Contract (or Standing offer or supply arrangement) Approval Authority Required

Indicate the anticipated contract approval authority. Explain why this would be the approval authority, if not evident.

Sourcing

Identify applicable trade agreements (North American Free Trade Agreement, World Trade Organization Agreement on Government Procurement, Agreement on Internal Trade, etc.), Comprehensive Land Claims Agreements, and any significant policies governing sourcing decisions (Set-aside Program for Aboriginal Business, Canadian Content, Shipbuilding, Repair, Refit and Modernization, Policy on Green Procurement, etc.).

Explain the sourcing strategy, i.e. GETS, other public advertising, source lists (one time, permanent).

Substantiate any decision to use sole source.

For procurement plans for which Treasury Board (TB) submissions will be required, a substantiation as detailed in paragraph b.ii. of section 6.5.15 Treasury Board Submission must be included.

Policy Issues

Attach relevant Procurement Review Committee document. Identify any other relevant socio-economic or environmental considerations. For more information on the Industrial and Regional Benefits Program, see 3.70 Procurement Review.

Outline any special or unusual aspects of the procurement, for example, a deviation from policy.

Recommend a course of action to resolve or handle any problems involving potential major risks or deviations from sourcing policy or other PWGSC policy. Where there are major risks inherent in the proposed approach, they must be examined in consultation with PWGSC financial authorities and Legal Services.

Evaluation and Contractor Selection Methodology

Identify the evaluation criteria and the selection method to be used with any bid solicitation, including pricing basis, point rating or mandatory/desirable criteria for the technical evaluation.

Anticipated Basis of Payment

Provide an indication of the anticipated basis of payment to be used in the contract, (e.g. firm price, fixed time rates, ceiling price, limitation of expenditure, etc.)

Use this section to substantiate the use of advance payments, and to indicate when financial security (e.g. surety bond, irrevocable standby letter of credit) will be required from the supplier/contractor. Address contract audit provisions.

Milestones

Give target dates for important milestones (for example, bid solicitation, contract award, delivery schedule) in the form of "early" May or "mid" August or "late" October, rather than specific dates.

Additional Comments

Include any information that should be brought to the approval authority's attention, e.g. limitation of contractor's liability, fairness monitor, industrial security requirements, intellectual property, business line consultations, green procurement.

Contracting Officer

State the name, sector/region, division and telephone number of the authority responsible for the project.

Comments

Leave two or three lines for comments by the approval authority.

Add the Sole Source Questions and Answers as Annex A