ARCHIVED Contract Entry and Amendment Authorities (Revised)

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Item Information

Policy Notification ID
PN-35U1
Associated SM version
2003-2
Effective date
2002-03-18
Pilot policy
No

Background

This policy notification provides updated guidance for implementing
the recently approved SOS Delegation Approval Limits.

In December 2001, Supply Operations Service Branch received approval
to implement a new delegation of approval authorities. In March
2002, the new Minister made further changes to the delegations.
This Policy Notification incorporates all of the changesand
is effective as of Monday March 18, 2002.

Supply Manual

1. The tables in Annex 6.1.2 of the Supply Manual, setting out delegations for Goods;
Services; Telecommunications; Construction; and, A&E Services,
are updated and superseded by the five tables at Annex A of this
Policy Notification.

These new tables also supersede the delegations which appear in
the departmental delegation of authorities which appears on the
PWGSC intranet website (accessible to PWGSC employees only).

Note that the non-competitive contract entry approval authority
for goods (Annex 6.1.2 in the Supply Manual), granted to Chiefs is revised to
$150K, to correct a previous error in the Supply Manual.

2. Exceptional Contract Approval Authorities are amended as follows:

  1. (agricultural products for foreign aid programs) Section 6.1.6
    (a) is amended to read as follows:

    (b) if the total amount payable under the agreement, inclusive
    of any amendments, exceeds the limits in Annex 6.1.2 but does
    not exceed$5 million: all positions
    in Level 1    .

  2. (transport by ocean-going vessel for CIDA) Section 6.1.7 (b)
    is amended to read as follows:

    (b) if the aggregate payable under the agreement, including
    any amendments thereto, exceeds the limits in Annex 6.1.2 but
    does not exceed $2.5 million: all positions in Level
    1    .

  3. (repair and overhaul of military equipment) Section 6.1.8 (b)
    is amended to read as follows:

    (b) if the contract, including any amendments thereto, exceeds
    the limits in Annex 6.1.2 but does not exceed $25 million:
    all positions in Level 1.

  4. (munitions) Section 6.1.11 (b) is amended to read as follows:

    (b) if the total payable under the contract, inclusive of
    any amendments, exceeds the limits of Annex 6.1.2 but does
    not exceed $25 million: all positions in Level 1.

  5. (Foreign Military Sales) Section 6.1.12 (b) is amended to read
    as follows:

    (b) if the total amount payable under the contract, inclusive
    of any amendments, exceeds the limits in Annex 6.1.2 but does
    not exceed$12.5 million: all positions in Level 1.

  6. (advertising) Section 6.1.14 (b) is amended to read as follows:

    (b) if the total amount payable under the contract, inclusive
    of any amendments, exceeds the limits in Annex 6.1.2 but does
    not exceed $10 million: all positions in Level 1.

3. Procurement Information Form (PIF)

The following changes to the PIF process are now applicable. All
other aspects of the PIF process, as referenced in Annex 6.1.8 of the Supply Manual remain active and applicable.

PIFs are required for Services; Telecommunications; Construction;
and A&E contracts, at the same value thresholds Supply has
used for the past several years.

PIFs are not required for any Goods contracts.

PIFs are not required for any amendments.

PIFs are required for each covered contract: at the Planning stage
(24 hours before a notice of procurement is posted); and, at Contract
Award (24 hours before the Award).

The chart below supersedes the previous chart in the Supply
Manual, Annex 6.1.8

Annex A - Thresholds for Reporting Using the Procurement Information
Form

Procurement Information Form (PIF) Thresholds

A PIF is required for all Plans and Awards when the following
thresholds are exceeded:

Electronic Bidding
Services - 2.5M
Construction - 2.5M
Telecommunications - 25M
Architecture and Engineering Services - 250K
Competitive
Services - 1.25M
Construction - 1.25M
Telecommunications - 2.5M
Architecture and Engineering Services - 125K
Non-competitive
Services - 375K
Construction - 62.5K
Telecommunications - 375K
Architecture and Engineering Services - 12.5K

The Minister's office requires 24 hours to review PIFs prior to
award. The 24 hour clock will not start until the PIF has been
sent to the Minister's office.

4. Conditions Imposed

Effective immediately, Annex 6.1 (1) (b) and (c) of the Supply Manual are modified,
by removing from the lists of position titles "Regional Directors/Directors,
European and Washington Directorates".

5. Conditional Emergency Contracting Authority

An increase in approval authority from Treasury Board for Emergency
Contracting to $15M has been approved. This authority rests with
the Minister.

Conditional Emergency Contracting Authority

Authority limits apply to the cumulative value of the contract
including amendments

Departmental Limit
$15M
Level 1
Level 2
Level 3
Level 4

This emergency contracting authority can be used only if all of
the following criteria are met:

  • the action is in response to pressing emergencies where there
    will be significant human and/or financial risks;
  • the Minister invokes the National Security or Extreme Urgency
    provisions of the applicable trade agreements;
  • the requirement cannot be satisfied by normal contracting procedures
    due to the urgency of the situation;
  • the applicable departmental Minister approves the use off these
    special authorities;
  • and the new exceptional contracting authorities
    remain subject to the reporting requirements for the use of emergency
    contracting as set out in the TB Contracting Policy.

6. Certification of Defence Supplies

Section 6.1.21 is amended to read as follows:

6.1.21 Certifications required by the Canada Customs and Revenue
Agency from PWGSC that items imported by the Department of National
Defence are "defence supplies", as defined in the Defence Production
Act, pursuant to Order-in-Council P.C. 1966-2184, as amended P.C.
1967-969, and section 17 of the Financial Administration Act:

Directors General, Supply Operations and Regions; Senior
Directors and Directors, headquarters; and, Regional Directors.

7. Table of Equivalent Positions

The Table of Equivalent Positions which appears in Annex 6.1.2
is amended, by adding:

  • to level 3, Supply Team Leader, Supply Specialist, Senior Engineering
    Procurement Officer, Contract Management Officer (MCP); and,
  • to Level 4, Supply Officer.

Annex A

Contract Entry and Amendment Approval Limits - GOODS

Minister

Elect
C - 40M
A - 20M
Signing - Full
Comp
C - 10M
A - 5M
Signing - Full
Non-Comp
C - 2M
A - 1M
Signing - Full

ADM

Elect
C - 20M
A - 10M
Signing - Full
Comp
C - 5M
A - 2.5M
Signing - Full
Non-Comp
C - 1M
A - 500
Signing - Full

DG's, RDG's,

Elect
C - 20M
A - 1M
Signing - Full
Comp
C - 5M
A - 1M
Signing - Full
Non-Comp
C - 1M
A - 500
Signing - Full

Senior Directors

Elect
C - 15M
A - 750
Signing - Full
Comp
C - 3.5M
A - 750
Signing - Full
Non-Comp
C - 750
A - 500
Signing - Full

RD's

Elect
C - 10M
A - 500
Signing - Full
Comp
C - 2.5M
A - 500
Signing - Full
Non-Comp
C - 500
A - 500
Signing - Full

Directors

Elect
C - 10M
A - 500
Signing - Full
Comp
C - 2.5M
A - 500
Signing - Full
Non-Comp
C - 500
A - 500
Signing - Full

Managers

Elect
C - 1M
A - 200
Signing - Full
Comp
C - 1
A - 200
Signing - Full
Non-Comp
C - 400
A - 200
Signing - Full

Chiefs

Elect
C - 400
A - 100
Signing - C: 30M A: 15M
Comp
C - 400
A - 100
Signing - C: 7.5M A: 3.75M
Non-Comp
C - 150
A - 100
Signing - C: 2.25M A: 1.125M

Sr. CMO's

Elect
C - 300
A - 50
Signing - C: 30M A: 15M
Comp
C - 300
A - 50
Signing - C: 7.5M A: 3.75M
Non-Comp
C - 100
A - 50
Signing - C: 2.25M A: 1.125M

CMO's

Elect
C - 200
A - 25
Signing - C: 30M A: 15M
Comp
C - 200
A - 25
Signing - C: 7.5M A: 3.75M
Non-Comp
C - 50
A - 25
Signing - C: 2.25M A: 1.125M

Contract Officers

Elect
C - 100
A - 15
Signing - C: 20M A: 1M
Comp
C - 100
A - 15
Signing - C: 5M A: 1M
Non-Comp
C - 30
A - 15
Signing - C: 1.5M A: 1M

Buyers

Elect
C - 70
A - 10
Signing - C: 20M A: 1M
Comp
C - 70
A - 10
Signing - C: 5M A: 1M
Non-Comp
C - 20
A - 10
Signing - C: 1.5M A: 1M

SPAs

Elect
C - 40
A - 5
Signing - C: 20M A: 1M
Comp
C - 40
A - 5
Signing - C: 5M A: 1M
Non-Comp
C - 10
A - 5
Signing - C: 1.5M A: 1M

Buying Clerks

Elect
C - 10
A - 2
Signing - C: 20M A: 1M
Comp
C - 10
A - 2
Signing - C: 5M A: 1M
Non-Comp
C - 4
A - 2
Signing - C: 1.5M A: 1M

Contract Entry and Amendment Approval Limits - SERVICES

Minister

Elect
C - 20M
A - 10M
Signing - Full
Comp
C - 10M
A - 5M
Signing - Full
Non-Comp
C - 3M
A - 1.5M
Signing - Full

ADM

Elect
C - 10M
A - 5M
Signing - Full
Comp
C - 5M
A - 2.5M
Signing - Full
Non-Comp
C - 1.5M
A - 750
Signing - Full

DG's, RDG's,

Elect
C - 10M
A - 1M
Signing - Full
Comp
C - 5M
A - 1M
Signing - Full
Non-Comp
C - 1.5M
A - 750
Signing - Full

Senior Directors

Elect
C - 7M
A - 750
Signing - Full
Comp
C - 3.5M
A - 750
Signing - Full
Non-Comp
C - 1M
A - 700
Signing - Full

RD's

Elect
C - 5M
A - 400
Signing - Full
Comp
C - 2.5M
A - 400
Signing - Full
Non-Comp
C - 400
A - 400
Signing - Full

Directors

Elect
C - 5M
A - 400
Signing - Full
Comp
C - 2.5M
A - 400
Signing - Full
Non-Comp
C - 400
A - 400
Signing - Full

Managers

Elect
C - 1M
A - 200
Signing - Full
Comp
C - 1M
A - 200
Signing - Full
Non-Comp
C - 400
A - 200
Signing - Full

Chiefs

Elect
C - 400
A - 100
Signing - C: 30M A: 15M
Comp
C - 400
A - 100
Signing - C: 30M A: 15M
Non-Comp
C - 200
A - 100
Signing - C: 30M A: 15M

Sr. CMO's

Elect
C - 300
A - 50
Signing - C: 30M A: 15M
Comp
C - 300
A - 50
Signing - C: 30M A: 15M
Non-Comp
C - 100
A - 50
Signing - C: 30M A: 15M

CMO's

Elect
C - 200
A - 25
Signing - C: 30M A: 15M
Comp
C - 200
A - 25
Signing - C: 30M A: 15M
Non-Comp
C - 50
A - 25
Signing - C: 30M A: 15M

Contract Officers

Elect
C - 100
A - 15
Signing - C: 20M A: 1M
Comp
C - 100
A - 15
Signing - C: 20M A: 1M
Non-Comp
C - 30
A - 15
Signing - C: 20M A: 1M

Buyers

Elect
C - 70
A - 10
Signing - C: 20M A: 1M
Comp
C - 70
A - 10
Signing - C: 20M A: 1M
Non-Comp
C - 20
A - 10
Signing - C: 20M A: 1M

SPAs

Elect
C - 40
A - 5
Signing - C: 20M A: 1M
Comp
C - 40
A - 5
Signing - C: 20M A: 1M
Non-Comp
C - 10
A - 5
Signing - C: 20M A: 1M

Buying Clerks

Elect
C - 10
A - 2
Signing - C: 20M A: 1M
Comp
C - 10
A - 2
Signing - C: 20M A: 1M
Non-Comp
C - 4
A - 2
Signing - C: 20M A: 1M

Contract Entry and Amendment Approval Limits - CONSTRUCTION

Minister

Elect
C - 20M
A - 10M
Signing - Full
Comp
C - 10M
A - 5M
Signing - Full
Non-Comp
C - 500
A - 500
Signing - Full

ADM

Elect
C - 10M
A - 5M
Signing - Full
Comp
C - 5M
A - 2.5M
Signing - Full
Non-Comp
C - 250
A - 250
Signing - Full

DG's, RDG's,

Elect
C - 10M
A - 1M
Signing - Full
Comp
C - 5M
A - 1M
Signing - Full
Non-Comp
C - 250
A - 250
Signing - Full

Senior Directors

Elect
C - 7.5M
A - 500
Signing - Full
Comp
C - 3.5M
A - 750
Signing - Full
Non-Comp
C - 200
A - 200
Signing - Full

RD's

Elect
C - 5M
A - 125
Signing - Full
Comp
C - 2.5M
A - 125
Signing - Full
Non-Comp
C - 125
A - 125
Signing - Full

Directors

Elect
C - 5M
A - 125
Signing - Full
Comp
C - 2.5M
A - 125
Signing - Full
Non-Comp
C - 125
A - 125
Signing - Full

Managers

Elect
C - 5M
A - 125
Signing - Full
Comp
C - 2.5M
A - 125
Signing - Full
Non-Comp
C - 125
A - 125
Signing - Full

Chiefs

Elect
C - 1M
A - 50
Signing - C: 15M A: 7.5M
Comp
C - 1M
A - 50
Signing - C: 7.5M A: 3.5M
Non-Comp
C - 30
A - 50
Signing - C: 375K A: 375K

Contract Officers

Elect
C - 500
A - 25
Signing - C: 10M A: 1M
Comp
C - 500
A - 25
Signing - C: 5M A: 1M
Non-Comp
C - 25
A - 25
Signing - C: 250K A: 375K

Contract Entry and Amendment Approval Limits - TELECOMMUNICATIONS

Minister

Elect
C - 200M
A - 100M
Signing - Full
Comp
C - 20M
A - 10M
Signing - Full
Non-Comp
C - 3M
A - 1.5M
Signing - Full

ADM

Elect
C - 100M
A - 50M
Signing - Full
Comp
C - 10M
A - 5M
Signing - Full
Non-Comp
C - 1.5M
A - 750
Signing - Full

DG's, RDG's,

Elect
C - 100M
A - 1M
Signing - Full
Comp
C - 10M
A - 1M
Signing - Full
Non-Comp
C - 1.5M
A - 750
Signing - Full

Senior Directors

Elect
C - 75M
A - 750
Signing - Full
Comp
C - 7.5M
A - 750
Signing - Full
Non-Comp
C - 750
A - 750
Signing - Full

RD's

Elect
C - 50M
A - 400
Signing - Full
Comp
C - 5M
A - 400
Signing - Full
Non-Comp
C - 400
A - 400
Signing - Full

Directors

Elect
C - 50M
A - 400
Signing - Full
Comp
C - 5M
A - 400
Signing - Full
Non-Comp
C - 400
A - 400
Signing - Full

Managers

Elect
C - 1M
A - 200
Signing - Full
Comp
C - 1M
A - 200
Signing - Full
Non-Comp
C - 400
A - 200
Signing - Full

Chiefs

Elect
C - 400
A - 400
Signing - C: 150M A: 75M
Comp
C - 400
A - 100
Signing - C: 15M A: 7.5M
Non-Comp
C - 200
A - 100
Signing - C: 2.25M A: 1.125M

Sr. CMO's

Elect
C - 300
A - 50
Signing - C: 150M A: 75M
Comp
C - 300
A - 50
Signing - C: 15M A: 7.5M
Non-Comp
C - 100
A - 50
Signing - C: 2.25M A: 1.125M

CMO's

Elect
C - 200
A - 25
Signing - C: 150M A: 75M
Comp
C - 200
A - 25
Signing - C: 15M A: 7.5M
Non-Comp
C - 50
A - 25
Signing - C: 2.25M A: 1.125M

Contract Officers

Elect
C - 100
A - 15
Signing - C: 100M A: 1M
Comp
C - 100
A - 15
Signing - C: 10M A: 1M
Non-Comp
C - 30
A - 15
Signing - C: 1.5M A: 1M

Buyers

Elect
C - 70
A - 10
Signing - C: 100M A: 1M
Comp
C - 70
A - 10
Signing - C: 10M A: 1M
Non-Comp
C - 20
A - 10
Signing - C: 1.5M A: 1M

SPAs

Elect
C - 40
A - 5
Signing - C: 100M A: 1M
Comp
C - 40
A - 5
Signing - C: 10M A: 1M
Non-Comp
C - 10
A - 5
Signing - C: 1.5M A: 1M

Buying Clerks

Elect
C - 10
A - 2
Signing - C: 100M A: 1M
Comp
C - 10
A - 2
Signing - C: 10M A: 1M
Non-Comp
C - 4
A - 2
Signing - C: 1.5M A: 1M

Contract Entry and Amendment Approval
Limits - A&E SERVICES

Minister

Elect
C - 2M
A - 1M max 2M
Signing - Full
Comp
C - 1M
A - 250 max 1M
Signing - Full
Non-Comp
C - 100
A - 100
Signing - Full

ADM

Elect
C - 1M
A - 500 or 25% or orig. max 1M
Signing - Full
Comp
C - 500
A - 125 or 25% of orig. max 500
Signing - Full
Non-Comp
C - 50
A - 50
Signing - Full

DG's, RDG's,

Elect
C - 750
A - 500
Signing - Full
Comp
C - 500
A - A - 125 or 25% of orig. max 500
Signing - Full
Non-Comp
C - 50
A - 50
Signing - Full

Senior Directors

Elect
C - 700
A - 500
Signing - Full
Comp
C - 500
A - 125
Signing - Full
Non-Comp
C - 50
A - 50
Signing - Full

RD's

Elect
C - 500
A - 50
Signing - Full
Comp
C - 500
A - 50
Signing - Full
Non-Comp
C - 50
A - 50
Signing - Full

Directors

Elect
C - 500
A - 50
Signing - Full
Comp
C - 500
A - 50
Signing - Full
Non-Comp
C - 50
A - 50
Signing - Full

Managers

Elect
C - 500
A - 50
Signing - Full
Comp
C - 500
A - 50
Signing - Full
Non-Comp
C - 50
A - 50
Signing - Full

Chiefs

Elect
C - 250
A - 50
Signing - C: 1.5M A: 1.5M
Comp
C - 125
A - 50
Signing - C: 750K A: 750K
Non-Comp
C - 50
A - 50
Signing - C: 75K A: 75K

Contract Officers

Elect
C - 100
Signing - C: 1M
Comp
C - 70
Signing - C: 500K
Non-Comp
C - 25
Signing - C: 50K
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