Define the Requirements

Table of Contents

• Complete and submit the requisition
• Acknowledge the requisition
• Review the requisition
• Define the requirement
• For more information

Complete and submit the requisition

When Public Works and Government Services Canada (PWGSC) purchases goods or services on behalf of a client department or agency, the client must complete the Requisition for Goods and Services and Construction form (PWGSC-TPSGC 9200) and submit it to a PWGSC Allocations Unit.

Submitting a requisition that is complete is one of the best ways to speed up the allocation of the requisition to a procurement officer in PWGSC’s Acquisitions. Here are some tips for completing and submitting the requisition:

• Get the PWGSC Form 9200 Requisition for Goods and Services and Construction.
• Verify that your requisition is complete with the Requisition Checklist.
• Include the Goods and Services Identification Number (GSIN), a unique commodity identifier. For example, the GSIN for fruits and vegetables is N8915.
• Complete any required Security Requirements Check List (SRCL) electronically using the Online Industrial Security Services (OLISS), which will speed up the production of the necessary security clauses for your requisition.
• Attach any relevant technical documentation or statement of work.
• Send your completed requisition a) by email and b) to the appropriate Allocations Unit in your area.

Acknowledge the requisition

First, you acknowledge that you have received the request. You should do that quickly, generally not later than five working days.

Review the requisition

Then, you review the PWGSC Form 9200 Requisition for Goods and Services and Construction carefully to see whether it contains all of the information you need to start the buying process. The PWGSC Requisition Checklist can help guide you in your review.

Some questions include:

• Is the requisition properly authorized?
• Does the estimated funding seem adequate?
• Are the financial codes identified?
• Are invoicing and shipping instructions provided?
• Have green procurement considerations been addressed?
• Is the requisition subject to the Comprehensive Land Claims Agreements (CLCA)?
• Has the Security Requirements Check List (SRCL) been included, if applicable?
• Are the dates and timetables proposed realistic?
• Are the goods or services adequately defined in the requisition or attached technical documentation?

Define the requirement

At this stage in the buying process, the key factors that determine the requirement are questions of what is needed, what it should do, the delivery date and where it will be used. If you and your client can answer these questions clearly, then you have defined the requirement accurately. There may be other factors you may have to clarify, and experience on the job will teach you what you should watch for.

Now that you and your client are clear on the requirement, you must ensure that it is stated in terms that any qualified contractor can understand.

One of your goals is to achieve best value for your clients. In fact, the objective of all government contracting is to acquire goods and services in a manner that:

• enhances access, competition and fairness;
• respects the national objectives such as industrial and regional development, aboriginal business development and the environmentally responsible purchasing; and,
• results in best value.

For many buys, best value may be achieved at the requirements definition stage. You may have to trade off certain factors, among such things as quality, service, cost, ease of acquisition, and linking the purchase to a particular industry or region of the country. For example, the most desirable technical quality may not necessarily add up to the most desirable procurement because it may be too expensive.

Following the definition of your client's requirement, and if the procurement approach involves a competition, you should help develop the Statement of Work (SOW).

For more information

For more information, please see the PWGSC Supply Manual Chapter 2: Defining the Requirement and Requisition Receipt.