ARCHIVED - Procurement Reporting for Calendar Year 2009 (to be reported in 2010)
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Contracting
Policy Notice 2010-1 - Procurement Reporting for Calendar Year 2009 (to be
reported in 2010)
Contracting
Policy Notice: 2010-1
File
No: 7010-003
and 7010-004
Date: March 1,
2010
To: Functional
Heads, Finance and Administration of all Departments and Agencies
Subject:
Procurement Reporting for Calendar Year 2009 (to be reported in 2010)
Summary
For the calendar year
2009, all reporting requirements using the Datacap software of Public Works and
Government Services Canada (PWGSC) remain the same as for calendar year 2008.
Departments/agencies are requested to submit their procurement data to PWGSC no
later than April 30, 2010. This will enable PWGSC to produce the 2009
procurement reports on a timely basis.
Beginning in calendar year
2011 (to be reported in 2012), departments are requested to report on
individual call-ups instead of an entire standing offer agreement.
Introduction
- 1. Each year the
Government publishes, on the Internet, statistics on procurement contracts
awarded by departments and agencies. The annual Purchasing Activity Report
identifies the processes and tools through which government purchasing is
conducted based on the Government's policy framework.
Reporting Entities
- Entities that must report are the contracting authorities, as defined in the Government Contracts Regulations and the Financial Administration Act (FAA):
- The appropriate Minister, as defined in paragraph (a), (a.1) or (b) in section 2 of the FAA, as follows:
- (a) with respect to a department named in Schedule I, the Minister presiding over the department,
- (a.1) with respect to a
division or branch of the federal public administration set out in column I of
Schedule I.1, the Minister set out in column II of that Schedule,
- (b) with respect to a commission under the Inquiries Act,
the Minister designated by order of the Governor in Council as the appropriate
Minister,
- A departmental corporation named in Schedule II to the FAA, and
- The National Capital Commission.
Authorization and Deadline
- In sending procurement
data to PWGSC, the electronic transmittal document must indicate the name and
position of the individual at the Director level who has reviewed and approved
the data for release. Otherwise, the data will be returned to the originator.
The deadline for providing the calendar year 2009 procurement data of your
department/agency to PWGSC is April 30, 2010. However, data available prior to
that date should be forwarded to PWGSC immediately. This will enable PWGSC to
produce the 2009 procurement reports on a timely basis.
Reporting for 2009
- All reporting
requirements remain the same as for calendar year 2008. The requirements
consist of two parts. The first part comprises entry of procurement data using
the 2009 version of the PWGSC Datacap software. For this part, please do as follows:
- Do not report acquisition card transactions. This information will be obtained from sources within the Treasury Board Secretariat.
- For standing offers established by your department/agency, continue to report the value of the entire standing offer agreement by estimating the total value of individual call-ups (for the period of the standing offer).
- Do not include standing offers established by other departments or by PWGSC.
- Count each standing offer agreement as one data item.
Reporting standing offers in this manner using Datacap is required to satisfy our reporting obligation under international trade agreements.
- For the second part of the reporting requirements, please provide separate data on individual call-ups issued in calendar year 2009 against standing offers and supply arrangements established by PWGSC by completing the report entitled "Standing Offer or Supply Arrangement Business Volume Report," which can be downloaded from PWGSC's GENet web site. Dropdown menus and guidelines are provided at that website to assist in completion of the document. Such data will assist in determining the extent of usage of
standing offers and supply arrangements established by PWGSC and will be helpful to commodity managers in refining their sourcing approach. Please send this data to PWGSC along with your Datacap data. It is imperative that this data NOT be included within any of the five files created using Datacap, but rather reported separately using the downloaded spreadsheet "Standing Offer or Supply Arrangement Business Volume Report" to avoid double counting of procurement activity.
Reporting in Future
- Up to now, departments have been asked to report entire standing offer agreements instead of individual call-ups for two reasons: (a) To satisfy Canada's reporting obligations under international trade agreements, since our trading partners would like to know the potential business opportunities flowing from standing offer agreements. (b) In the past, quite a number of departments did not have the capability to report call-ups.
- However, call-ups are
in fact contracts and the standing offer is the framework under which those contracts
are awarded. Also, a department that sets up a standing offer agreement cannot
accurately forecast the extent of usage. Furthermore, as Contracting Policy
Notice 2008-1 pointed out, "with the extensive use of standing offers
established by PWGSC, it is ... impossible for that department to estimate the
extent of usage ... with any degree of accuracy. Consequently, it might be more
beneficial to the Government of Canada as well as its trading partners to
collect and report data on call-ups against standing offers."
- That policy notice also
mentioned that "extensive consultation is required before changing the
manner of collecting and reporting data on standing offers. One of the deciding
factors is the extent to which departments can accurately report data on
call-ups against standing offers. Accordingly, departments are invited to
provide input ... in this regard." All departments, that have
provided input, favour reporting on individual
call-ups against PWGSC standing offers, rather than an entire standing offer
agreement. Furthermore, unlike ten years ago, all departments appear to have
the capability to provide data on call-ups, since none of them has indicated
otherwise.
- For Standing Offers put
in place by departments themselves, departments are asked to report individual
call-ups rather than entire standing offer agreements effective January 2011
(to be reported in 2012). Each call-up will be reported using Datacap like any
other contract. That is, contracts and call-ups below $25,000 will be reported
only in aggregate, while each contract and call-up over $25,000 will be
reported individually.
- Meanwhile, PWGSC will
decide whether it still needs departments to complete the "Standing Offer
or Supply Arrangement Business Volume Report" in 2011 and beyond.
Reporting Process
- Please access PWGSC's GENet web site. On this web site you will find the Datacap software version 2009 with instructions on how to either
- download this data
entry software to your personal computer, or
- create your own
electronic ASCII text files in the required formats.
NOTE: Please ensure that
the latest version (2009) is installed on your personal computer to submit your 2009
data. Once these electronic files are created please send these files by e-mail
to ncr.gwprs@pwgsc.gc.ca. Alternatively, you can mail your electronic files on
diskette to: PWGSC, 11 Laurier Street, Phase III Floor 14A2, Gatineau, Québec
K1A 0S5, attention: Christiane Denis.
TBS publications
- All TBS publications
are available online via the TBS web site.
Enquiries
- For information
related to the "Standing Offer or Supply Arrangement Business Volume
Report" please contact Denise Brassard of PWGSC at (819) 956-1650 or by
fax at (819) 956-3584. For information on all other matters please contact
Christiaan Shanahan of Treasury Board Secretariat at (613) 941-7182 or by fax
at (613) 957-2405.
Elisa Mayhew
Executive Director
Acquired Services and Assets Sector
Distribution: TB06,
TB07, TB21, T22, TB23, T23, T24, T161