Effective July 11, 2023, the Directive on the Management of Materiel has been amended to include new and modified requirements to Appendix A: Mandatory Procedures for Land Vehicle Fleet Management in support of the federal Greening Government Strategy and the commitment to electrify the entire federal fleet of light duty vehicles by 2030.
The following sections have been amended or added:
This directive replaces the following Treasury Board policy instruments:
The expected results of this directive are as follows:
The senior designated official(s) for the management of materiel in a department is (are) responsible for the following:
Establishing, implementing and maintaining a department-wide materiel management framework consisting of processes, systems and controls that:
Providing advice to the deputy head on:
Materiel management practitioners are responsible for the following:
Ensuring that a materiel management information system is in place that:
Ensuring that a strategy for life-cycle management of materiel is in place that:
Ensuring that the strategy for life-cycle management includes:
Implementing measures to minimize the risk of loss, damage and unauthorized access to or inappropriate use of materiel by:
Documenting the analysis and rationale used to justify divestiture decisions, including a valuation for materiel that has not exceeded its expected life;
When spending the proceeds of sale, ensuring that:
Transferring surplus materiel, subject to the exceptions listed in subsections 4.2.15, 4.2.19 and 4.2.20:
Using the services of GCSurplus, with the exception of departments that have legislative or Treasury Board authority for divestment of materiel;
Seeking ministerial approval, unless this authority has been delegated by the Minister to the deputy head, for the sale of materiel that is being sold at less than market value or to a limited market;
Seeking ministerial approval, unless this authority has been delegated by the Minister to the deputy head, for the donation to a designated recipient of materiel that has market value greater than divestment cost, has not exceeded its expected life, or is being donated to an individual or for profit organization;
When transferring programs between departments, ensuring that:
This section identifies the roles of other key government organizations in relation to this directive. In and of itself, this section does not confer any authority.
Public Services and Procurement Canada (PSPC) is responsible for the following:
Shared Services Canada is the Common Service Provider responsible for the following:
Agents of Parliament:
The following organizations are considered agents of Parliament for the purposes of the directive:
This directive should be read in conjunction with the following legislation and policy instruments. Although items listed are considered the most relevant to departments’ and agencies’ ability to comply with the requirements in this directive, the list should not be considered exhaustive.
Legislation
Related policy instruments
These procedures replace the following Treasury Board policy instruments:
Mandatory procedures are as follows:
Materiel management practitioners are responsible for the following:
Substantiating the requirement for the acquisition or replacement of government vehicles by:
When delays are expected in the delivery of a new vehicle or emergencies occur, considering temporary arrangements in the following order:
Ensuring that appropriate commercial insurance coverage is arranged through PSPC for:
Tracking and maintaining required information about the fleet using a fleet management information system and a fleet card, as required. The fleet management system must:
Using the appropriate designated card for land vehicle fleets, where issued, to:
Mandatory data collection fields for fleet land vehicles are as follows:
In addition to the above requirements, the following requirements apply only to executive fleet vehicles:
Eligible senior officials are those who meet all the following requirements:
Authorities and exceptions are as follows:
Personal use of executive vehicles is considered a taxable benefit under the Income Tax Act and must be reported as income in accordance with the Canada Revenue Agency’s guidance on taxable benefits.
An executive vehicle is eligible for replacement once it has reached six years or 150,000 km. However, the vehicle may be replaced:
Mandatory procedures are as follows:
When controlled goods are transferred from Canada or are divested outside Canada, departments must liaise with the following:
The senior designated official for the management of materiel, in cooperation with the chief security officer, is responsible for the following:
Ensuring that, prior to accessing controlled goods in Canada, a person is registered with the Controlled Goods Program of Public Services and Procurement Canada unless:
Ensuring that the department’s controlled goods are:
Identifying and/or defining potential controlled goods by consulting the following to determine whether materiel in their custody is considered controlled goods:
Consulting the following to determine the Schedule control of materiel that may be considered controlled goods:
Establishing and implementing a security plan for each place of business in Canada where controlled goods are kept. This security plan must set out the following in writing:
Keeping and maintaining records that contain:
Definitions to be used in the interpretation of this directive can be found in Appendix C of the Policy on the Planning and Management of Investments.