Archived [2023-06-22] - Directive on the Management of Procurement
The directive ensures that procurement of goods, services and construction obtains the necessary assets and services that support the delivery of programs and services to Canadians, while ensuring best value to the Crown.
Date modified: 2022-04-25
Supporting tools
Mandatory procedures:
Appendix C: Mandatory Procedures for the Disclosure of Contracts and Reporting
In order to support the deputy head in fulfilling disclosure and reporting requirements:
- C.1Contracting authorities are responsible for the following:
- C.1.1Ensuring that accurate information and data on contracts are entered in the department’s designated financial and contracting systems of record;
- C.1.2Reporting to business owners when procuring on their behalf at the time of contract award or amendments by:
- C.1.2.1Providing a copy of the contract or amendments; and
- C.1.2.2Reporting the procurement strategy associated with any disclosure of the contract or amendments;
- C.1.3Ensuring that contracts with former public servants are identified as such in the department’s financial and contracting system.
Reporting requirements for proactive disclosure of contracts
- C.2Senior designated officials for the management of procurement are responsible for the following:
- C.2.1Proactively disclosing contract information in accordance with Part 2 of the Access to Information Act;
- C.2.2Ensuring that the data included in the proactive disclosure reports is materially accurate and complete;
- C.2.3Ensuring that the contract data elements are reported in the data format prescribed by the Treasury Board of Canada Secretariat;
- C.2.4Proactively disclosing the following contract information on a website designated by the Treasury Board of Canada Secretariat:
- C.2.4.1Publishing quarterly, within 30 days after the end of the first three quarters of a fiscal year (April to June, July to September and October to December) and 60 days after the end of the fourth quarter (January to March), each contract entered into by or for the department that is valued over $10,000, positive and negative amendments valued over $10,000, and any positive amendments that modify the initial value of a contract to an amended contract value that is over $10,000; and
- C.2.4.2Publishing for each calendar year, by May 30th of the following calendar year, the aggregate total value of all contracts valued at $10,000 and under, the aggregate total value of all positive or negative amendments valued at $10,000 and under, and all acquisition card transactions;
- C.2.5Providing an annual report to Public Services and Procurement Canada and the Treasury Board of Canada Secretariat, by May 30 of the following calendar year, on each contract entered into by or for the department valued at $10,000 and under, and on positive or negative contract amendments valued at $10,000 and under;
Reporting requirements for Comprehensive Land Claims Agreements
- C.2.6Providing quarterly reports to fulfill the legal obligations of modern treaties and the policy requirements;
- C.2.6.1Contacting the Business Development Division of Indigenous Services Canada at
aadnc.clcanet.aandc@canada.ca
for enquiries on any of the following:
- C.2.6.1.1How to report on Comprehensive Land Claims Agreements and planned procurements in the Nunavut Settlement Area;
- C.2.6.1.2Market research and engagement with Inuit firms or the Nunavut Tunngavik Incorporated.
- C.2.6.1Contacting the Business Development Division of Indigenous Services Canada at
aadnc.clcanet.aandc@canada.ca
for enquiries on any of the following:
Reporting requirements for trade agreements
- C.3Public Services and Procurement Canada is responsible for providing contract statistics to the Privy Council Office, Innovation, Science and Economic Development Canada and Global Affairs Canada on procurement contracts awarded by the Government of Canada and federal Crown Corporations to meet the reporting requirements of trade agreements.
Reporting requirements for contracts with former public servants in receipt of a pension under the Public Service Superannuation Act
- C.4Senior designated officials for the management of procurement are responsible for the following:
- C.4.1Ensuring that a quarterly report is provided to the Minister on all such contracts; and
- C.4.2Providing ministers, at the outset of each fiscal year, with an overview of the types of such contracts that may be issued for the year.
Reporting requirements for emergency contracts and contractual arrangements
- C.5Contracting authorities are responsible for the following:
- C.5.1Providing a report to the Treasury Board of Canada Secretariat, within 60 calendar days of entering into or amending a contract or contractual arrangement issued in accordance with Appendix A: Contracting Approvals, section A.3 (Emergency contracting limits), that includes:
- C.5.1.1The justification for the pressing emergency and detailed information about the circumstances of the emergency situation;
- C.5.1.2The type and total value of the awarded contract;
- C.5.1.3The reason or reasons why the bidding requirements were not practical or permissible;
- C.5.1.4The department or agency’s delegated contracting authority level at which the emergency contract entry was approved; and
- C.5.1.5Information about limitation of liability or indemnification decisions for contracts or contractual arrangements entered without Treasury Board contracting approval regardless of the dollar value, where applicable;
- C.5.2Ensuring that the context and rationale to support departmental decision-making are well-documented.
- C.5.1Providing a report to the Treasury Board of Canada Secretariat, within 60 calendar days of entering into or amending a contract or contractual arrangement issued in accordance with Appendix A: Contracting Approvals, section A.3 (Emergency contracting limits), that includes: