ARCHIVED Contract Approval and Signing Authority Limits - Revised

Attention! We’ve Moved! The Supply Manual has moved to the CanadaBuys website. Check out the new landing page for the Supply Manual.

Attention! As part of the Acquisitions Program’s transformation agenda, PSPC is planning to archive and migrate the SACC manual to the CanadaBuys website. The SACC manual will continue to be available on the BuyandSell website to ensure continuity of service during this transition period. At this time, an initial version of the archived version of the SACC has been posted on CanadaBuys. We encourage you to go visit the site and get comfortable with the new format of the SACC at the following:

Archived - Standard Acquisition Clauses and Conditions Manual | CanadaBuys

We appreciate your continued feedback and cooperation during this transition.

Attention! More information for suppliers. Read the news item with updates on the SACC and Contract Modernization Initiative.

Archived Content

Information identified as archived is provided for reference, research or recordkeeping purposes. It is not subject to the Government of Canada Web Standards and has not been altered or updated since it was archived. Please contact us to request a format other than those available.

Item Information

Introduction

The purpose of Policy Notification (PN) 87 is to revise the common service acquisition authorities, associated conditions and related procedures in the Supply Manual. On April 17, 2009, the Minister approved a new departmental Delegation of Authority instrument. Schedule 3 of this instrument sets out the maximum limits for common service acquisition authorities. The Supply Manual tables of approval and signing authority limits have been modified to reflect changes as a result of the new delegation instrument.

Policy

Effective immediately, contract approval and signing authority limits, and associated conditions and related procedures, are revised. The delegation limit for goods and services for the Assistant Deputy Minister (ADM), Acquisition Branch, has increased from 75 to 100 percent of the Minister's authorities as per Schedule 3. A summary of the revisions to the Supply Manual is provided below.

Although the new contract approval and signing authority limits are effective immediately, the authorities for individual positions will only be effective when they are recognized on new individual delegation forms. All contracting staff must complete a new Delegation of Common Service Acquisition Authorities - Schedule 3 form. The revised contract approval and signing authority limits cannot be exercised until the form is completed. The revised limits are valid for new procurements and for those already in progress. More information on completing the new delegation form can be found in Section II below.

This PN also serves to notify contracting staff of the deletion from the Supply Manual of: references to the Electronic Data Processing Buy for Lease Program; Annex 6.1.9: Contract Amendment Approval Process (CAAP); and Annex 6.1.10: Just in Time Approval Process (JITAP).

I. Summary of Revisions to the Supply Manual

1. Section 6A: Approval and Signing Authority Limits (Appendix A)

The authorities have been updated to align with current Treasury Board (TB) and Public Works and Government Services Canada (PWGSC) policies, directives and instructions.

2. Annex 6.1: Conditions Imposed on the Approval Authority Limits for PWGSC Personnel (Appendix B)

Reporting on turnaround times, and posting Procurement Plans and Contract Requests have been deleted, and the condition with regard to obtaining Legal review of certain types of bid solicitation documents has been added.

3. Annex 6.1.1: Contract Approval and Signing Authorities in Support of Clients' Programs - other than for Canadian Commercial Corporation (Appendix C)

These special authorities have been updated to align with the TB Contracting Policy and organizational changes. Exceptional contracting limits have been moved to a separate annex and are addressed under article 5 below.

4. Annex 6.1.2: Basic Contracting Limits (Appendix D)

Some of the basic contracting limits have been revised. It should be noted that Appendix D now reflects the equivalent status of a Senior Director and a Regional Director. The main changes are summarized below:

  1. The ADM's authority has increased to 100 percent of the Minister's authority, and as a result limits for other Level 1 positions have increased.
  2. All signing authorities, below the position of a Manager, now equal contract and amendment approval authorities of a position two levels higher. The authorities have been limited to align with the responsibilities of each position, and to link with approval authorities for ease of reference.
  3. Some Manager and Supply Team Leader approval limits have been revised.
  4. Position titles have been updated to reflect the current organization.
  5. Specific authorities for:
    1. construction and architecture and engineering (A&E) services limits have increased. The limits are effective from April 1, 2009, until March 31, 2011;
    2. A&E services have been modified at the Supply Specialist and Supply Officer level: approval and signing authorities have been added where there previously were not any;
    3. telecommunication services have been clarified, as these are for non-regulated telecommunication services only.

5. Annex 6.1.3: Exceptional Contracting Limits (Appendix E)

Exceptional contracting limits have been updated to align with the TB Contracting Policy, and are now clearly defined in the accompanying "Notes" and presented in table format. The main changes are summarized below:

  1. Authorities for deregulated electricity and natural gas, and energy management contracts are now addressed.
  2. Authorities for advertising services have been deleted as these are now obsolete. Basic contracting limits for services apply.
  3. Some of the authorities, delegated to PWGSC by Canadian Commercial Corporation (CCC) through a Memorandum of Understanding, have been revised at the manager level and below to align with the responsibilities of each position.
  4. Seized Property Management and Crown Assets Disposal authorities are captured in the table. Only those positions identified in the relevant notes can exercise these authorities.
  5. Annexes 6.2, 6.2.1 and 6.2.2 are deleted in their entirety. The CCC certification and signing authorities are now captured in Annex 6.1.3.

6. Annex 6.1.5: Contract Amendment Approval Instructions (Appendix F)

Some of the instructions have been deleted, as they were out-of-date, or revised to provide further clarification.

7. The following documents are deleted

  1. Annex 6.1.9: Contract Amendment Approval Process (CAAP);
  2. Annex 6.1.10: Just in Time Approval Process (JITAP);
  3. Electronic Data Processing Buy for Lease Program
  4. As this Program is now obsolete, the following references are deleted:
    1. Section 9G: Electronic Data Processing Buy for Lease Program, and Exhibit A;
    2. Chapter 3, article 3.011 (e);
    3. Chapter 12, definition for "buy for lease".
  5. Chapter 11, procedures 11.166 to 11.169.

NOTE: Refer to the attached Appendices for revisions to the Supply Manual. These changes will be incorporated in the next release of the Supply Manual.

Section II. Delegation Form

The individual delegation form is used to specify the limits that are set by management for the incumbent of each position. The authority granted to an incumbent of a position must be commensurate with the level required to carry out the responsibilities assigned to the incumbent. This relationship between responsibilities and authorities for each incumbent is recognized on individual delegation forms.

Procedures to update the individual delegation form

Superiors must ensure that:

  1. a new individual delegation form (PWGSC-TPSGC 524 in ELF), is completed for each incumbent to reflect the revised authorities;
  2. the signed original individual delegation form is forwarded to the office of the Director General, Policy, Risk, Integrity and Strategic Management Sector, Acquisition Policy and Process Directorate, Attention: Susan Blakeney (Regional offices are requested to send a copy of the signed form); and
  3. a signed copy is kept on file in the procurement area or central location.

General information on Delegation of Authority Instruments is available to PWGSC employees on-line at Delegation of Authorities All links with this image are available only to clients with access to "The Source", the official Public Works and Government Services intranet.. Further information on the principles of delegation of authority and proper use of the authorities is available at Delegation Principles All links with this image are available only to clients with access to "The Source", the official Public Works and Government Services intranet..

Contracting officers must ensure that any authorities they exercise are in accordance with their approved delegation form.

Contact Person

Please direct any inquiries to Susan Blakeney, Acquisition Policy and Process Directorate, at 819-956-8235 or via e-mail to susan.blakeney@pwgsc-tpsgc.gc.ca.

Appendix A

REVISIONS TO SUPPLY MANUAL

Chapter 6 - Developing the Procurement Strategy

Section 6A: Approval and Signing Authority Limits

Treasury Board Approval

6A.011 (2009-xx-xx)  TB approval is also required for a number of areas described in the Treasury Board (TB) manuals and in current TB circulars, as well as for the making of any "extra payment," i.e. a payment where a legal liability does not exist or has not been accepted by Canada, or where there is uncertainty that a legal liability exists under the contract.

*****************

6A.036 (2009-xx-xx)  Deleted.

Internal Approval and Signing Authority (in support of clients' programs only)

6A.040 (2009-xx-xx)  Contract approval and signing authorities in support of clients' programs must be exercised in accordance with the applicable legislation and regulations, and within PWGSC policies and guidelines.

These authorities and guidelines are detailed in the following annexes, which can be found at the end of this chapter.

Annex 6.1 Conditions Imposed on the Approval Authority Limits for PWGSC Personnel;

  • Annex 6.1.1 Contract Approval and Signing Authorities in Support of Clients' Programs Only - Other than for Canadian Commercial Corporation;
  • Annex 6.1.2 Basic Contracting Limits;
  • Annex 6.1.3 Exceptional Contracting Limits;
  • Annex 6.1.5 Contract Amendment Approval Instructions;
  • Annex 6.1.7 Guidelines for the Determination of a Qualified Firm or Individual;
  • Annex 6.1.8 Limited Tendering Reasons

6A.041 (2009-xx-xx)  The contract approval and signing authorities in support of clients' programs apply to all contractual documents and arrangements, including the following:

  1. purchase orders;
  2. contracts;
  3. formal agreements and arrangements (e.g. Interdepartmental Memorandum of Understanding)
  4. standing offers and supply arrangements;
  5. letters of intent;
  6. go-ahead letters and go-ahead messages;
  7. Stores Transfer Orders;
  8. Supply Transfer Orders;
  9. written direction to the Agency of Record (e.g. work authorization);
  10. assignments;
  11. consents to subcontract;
  12. termination for convenience notices; and
  13. amendments to any of the above.

Notes:

  1. Limits set out in Annex 6.1 to Annex 6.1.3 will apply to the approval and signing of all contractual documents and arrangements, including those arrangements that are not subject to the Government Contracts Regulations and TB Contracts Directive, unless approval and signing limits are set out within an existing Memorandum of Understanding. Limits must be read in conjunction with the relevant notes for the section. When the value of transfer agreements between departments (e.g. transfer orders with CORCAN) exceeds the approval limits set out in Annex 6.1 to Annex 6.1.3, the Deputy Minister's approval is required. TB approval is required when the value of contractual arrangements with provincial or municipal governments, or provincial or federal Crown Corporations exceeds the approval limits set out in Annex 6.1 to Annex 6.1.3,.
  2. The inclusion of a limitation of expenditure in standing offers is optional (see 7A.083). Approval and signing authorities for standing offers which do not contain a limitation of expenditure will be as set out in Annex 6.1 to Annex 6.1.3 using the estimated procurement value to determine the appropriate approval and signing authority for the standing offer.
  3. Approval of contracts that include options must be sought in accordance with the total estimated cost including any options for which funds are available or expected to be provided in the future (see Annex 6.1.5, paragraph 6).
  4. The Assistant Deputy Minister, Acquisitions Branch, has full approval authority to use a standing offer method of supply (see 5.153 to 5.188) and a supply arrangement (see 9J.7), in accordance with Annex 6.1.3, column 56.

6A.042 (1994-06-23)  More than one contractual document shall not be issued, under any circumstance, in order to circumvent the necessity of obtaining the proper approval authority.

Incumbents' Authority

6A.049 (2009-xx-xx)  All the authorities granted to and exercised by contracting officers in PWGSC are provided under the caveat that:

  1. if a contracting officer's responsibilities do not require the officer to exercise a particular authority (for any type of authority or above a particular dollar level) then that contracting officer does not, de facto, have that authority. Any and all authority granted to an incumbent of a position must be commensurate with, but not greater than, the level required to carry out the responsibilities assigned to the incumbent; and
  2. it is a requirement that the relationship between responsibilities and authorities for each designated contracting officer be recognized on individual delegation forms. (See PWGSC Delegation of Authorities Manual All links with this image are available only to clients with access to "The Source", the official Public Works and Government Services intranet..)

6A.050 (2009-xx-xx)  The contract approval and signing approval authorities granted by the Minister and Deputy Minister to incumbents of designated positions are set out in Annex 6.1 to Annex 6.1.3. These are maximum limits which may be reduced at the discretion of the appropriate managers.

A person is normally designated the incumbent of a position following staffing action. Supervisors must inform new incumbents of the levels of contract approval and signing authority to be exercised, by signing an individual delegation form PWGSC-TPSGC 524, Delegation of Common Service Acquisition Authorities - Schedule 3.

Contracting personnel who have previously exercised contract approval and signing authorities in another position may exercise, upon promotion, the authorities delegated to incumbents at the new level once a new individual delegation form is completed and signed.

6A.051 (2009-xx-xx)  Directors general must withhold full contract approval and signing authorities from anyone who has had no PWGSC purchasing/contracting experience until competence has been demonstrated at a lower level of authority for at least six months.

6A.052 (2009-xx-xx)  To facilitate audit requirements, the original individual delegation form must be forwarded to the office of the Director General, Policy, Risk, Integrity and Strategic Management Sector/Acquisition Policy and Process Directorate (Regional offices are requested to send a copy of the signed form).

Acting Incumbent

6A.060 (2009-xx-xx)  Designation of an acting incumbent for a position to which a level of authority has been granted, must be made by an authority level no less than that of the incumbent's supervisor.

The acting incumbent should normally be given the full contract approval and signing authorities of the position. However, the acting incumbent must not exercise these authorities on a procurement file for which he/she was responsible in his/her normal position.

6A.061 (2009-xx-xx)  If an incumbent is to perform the duties of a position in an acting capacity for an indeterminate period, then the incumbent's supervisor will delegate authorities by signing an individual delegation form PWGSC-TPSGC 524, indicating the period that these authorities are to be in effect.

6A.062 (2009-xx-xx)  In those situations where an incumbent must perform the duties of a position in an acting capacity for a short period (e.g. vacation replacement), then the incumbent's supervisor will delegate authorities by e-mail, indicating the period that these authorities are to be in effect. An example of an e-mail is as follows:

Subject: Absence of ______________

This is to advise that the individual named below will be absent for the specified period. To ensure continuity of operations, acting contractual authorities have been delegated to the following appointee.

Person Absent: ___________________

Postion Title occupied: ___________________

Period: ___________________

Appointee's name: ___________________

Approved by: ___________________

The e-mail must be sent to the acting incumbent, with a copy to all contracting officers reporting to that position, and the supervisor's immediate superior. In addition, a copy of the e-mail must be placed on the file of any contractual document approved/signed by the incumbent while exercising the acting authority.

*************************

Section 6E: Process

6E.507 (2009-xx-xx)  Contracting officers must seek advice from Legal Services in the following circumstances:

(a)  when the Senior Director, Regional Director, Director General, Assistant Deputy Minister, Deputy Minister, Minister or Treasury Board approval is required to enter into or modify a contract (see Annex 6.1(c));

(b) to (s)  No changes.

***************

Section 7E: Contract Award

7E.511 (2009-xx-xx)  For contracts requiring a senior director, regional director, or director general approval, a condition of exercising delegated authority is that the cost analyst and legal officer be given the opportunity to review the contractual documents and to provide comments. For contracts above a director general's approval level, these comments should be included as supporting data in Part 2, Section F of the Contract Request, form PWGSC-TPSGC 1151-2 (see Annex 7.7).

Appendix B

Annex 6.1: Conditions Imposed on the Approval Authority Limits for PWGSC Personnel (2009-xx-xx)

The approval authority limits for Public Works and Government Services Canada (PWGSC) personnel are subject to the following conditions:

  1. that Contracting Authorities ensure that for contracts and contract amendments requiring their approval, the conditions of the contract are consistent with the representations made to them as to the substantive nature of the transaction;
  2. that the Assistant Deputy Minister/Directors General/Regional Directors General/Senior Directors/Regional Directors ensure that for contracts and contract amendments requiring their approval, the contract quality control officers in place have been duly consulted and have had an opportunity to review the contractual documents and the substance of the business case;
  3. that the Assistant Deputy Minister/Directors General/Regional Directors General/Senior Directors/Regional Directors ensure that for contracts and contract amendments requiring their approval, the cost analysts and legal officers assigned to the sector/region have been given the opportunity to review the contractual documents and provide such comment, as may be necessary, to ensure that the nature of the business case can be clearly understood and that the other conditions of the delegation have been duly complied with;
  4. that legal review of a bid solicitation be obtained when the total value of the requirement:
    1. falls within the delegation of authority for Senior Director/Regional Director and above; or
    2. is valued in excess of $50,000,000

    whichever is the lowest.

Legal Services must also be consulted when the contracting officer is considering a deviation from Standard Acquisition Clauses and Conditions Manual clauses or the departmental standard procurement templates. The contracting officer should also seek advice from Legal Services on sensitive requirements.

NOTE: The Minister's approval authority is required for specific submissions as described in Annex 6.1.1

Appendix C

Annex 6.1.1: Contract Approval and Signing Authorities in Support of Clients' Programs Only - Other than for Canadian Commercial Corporation (2009-XX-XX)

Approval Authorities

1.1 Submissions (contract requests) granting approval to enter into and amend a contract, excluding those described in sections 1.2 to 1.4 below and Annex 6.1.3: in accordance with Annex 6.1.2 for goods, services, construction, non-regulated telecommunication, and A&E services, if limits in Annex 6.1.2 exceeded:

Treasury Board

1.2 Former Public Servants

Submissions (contract requests) granting approval to enter into a contract for the services of former public servants in receipt of a pension (see 6D.477 and 6D.481), as follows:

  1. when the contract value does not exceed $25,000 (non-competitive) or $100,000 (competitive): in accordance with Annex 6.1.2 for goods, services, construction, non-regulated telecommunications, and A&E services, or
  2. when the contract value exceeds $25,000 (non-competitive) or $100,000 (competitive):

    Treasury Board

  3. all contract amendments, where the total contract value including amendments exceeds $25,000 (non-competitive) or $100,000 (competitive):

    Treasury Board

Note: The fee component in any non-competitive contract must be abated if the individual has been retired for less than one year and is in receipt of a pension (see 6D.481).

1.3 Submissions granting approval to enter into or amend a contract with former public servants in receipt of a lump sum payment pursuant to the terms of a work force reduction program and the fee component will exceed $5,000 of either the individual contract or a combination of contracts, during the period covered by the lump sum payment (see 6D.483).

Treasury Board

1.4 Confirming Orders

Submissions (contract requests) granting approval to issue a confirming order must be approved at the Director level or higher based on 50% of the non-competitive contract approval authority limits in Annex 6.1.2. The 50% reduction and the limitation to non-competitive contract approval authority limits applies to all positions below Assistant Deputy Minister. (See 7F.692.)

Signing Authorities

1.5 Purchase orders, contracts, standing offers, supply arrangements, formal agreements and arrangements, stores and supply transfer orders, written direction to the Agency of Record, assignments, go-ahead letters and messages, letters of intent, consents to subcontract, termination for convenience notices, and amendments to any of the above, as follows:

  1. in accordance with Annex 6.1.2 for goods, services, construction, non-regulated telecommunication, and A&E services;
  2. and if under departmental seal, together with the Corporate Secretary.

1.6 Advance, Milestone and Progress Payments

Certification of advance, milestone and progress payment claims (form PWGSC-TPSGC 1111 (PDF Version 136 KB), Claim for Progress Payment), as a prerequisite for client certification pursuant to section 34 of the Financial Administration Act:

  1. Incumbents of positions listed in Annex 6.1.2, with the exception of Intern Officers/Trainees, Senior Purchasing Assistants and Procurement Assistants:

    Unlimited

  2. Science Procurement Senior Purchasing Assistants:
    1. contracts beyond approval authority: claims up to $40,000, which are not a final claim or for release of a holdback;
    2. contracts within approval authority: All claims.

1.7 Settlement and Release Documents

This is the authority to sign release and settlement documents (form PWGSC-TPSGC 9223-2, Settlement and Release) on behalf of the Minister:

  1. other than for termination of convenience:
    • Chief Risk Officer
    • Chairman, Contracts Settlement Board
  2. arising from termination for convenience:
    • Director General, Policy, Risk, Integrity and Strategic Management Sector, Acquisitions Branch (PRISMS/AB)
    • Director, Acquisition Program Integrity Secretariat, PRISMS/AB
    • Chairman, Contracts Settlement Board

1.8 Instructions to contractors concerning industrial security requirements:

Director, Canadian Industrial Security Directorate

1.9 Certificates under departmental seal that documents are true copies

Corporate Secretary

1.10 Exceptional Contracting Limits

When using the Exceptional Contracting Limits, in accordance with Annex 6.1.3, the explanations in the "Notes" must be read in conjunction with the matrix. The "Notes" provide descriptions and relevant restrictions to the delegation of authority.

Appendix D

Annex 6.1.2: Basic Contracting Limits
(2009-XX-XX)

GOODS - Contract Approval and Signing Authority Limits
Level Position Electronic Competitive Non-Competitive
  Approval Signing Approval Signing Approval Signing
Contr.
Entry
Aggr.
Amend.
  Contr.
Entry
Aggr.
Amend.
  Contr.
Entry
Aggr.
Amend.
 
Minister $40M $20M Full $10M $5M Full $2M $1M Full
1 ADM $40M $20M Full $10M $5M Full $2M $1M Full
DG, RDG $30M $1.5M Full $7.5M $1.5M Full $1.5M $750K Full
Sr Director,
Regional Director
$20M $1M Full $5M $1M Full $1M $750K Full
2 Director $10M $500K Full $2.5M $500K Full $500K $500K Full
Manager $5M $200K Full $1M $200K Full $400K $200K Full
3 Supply Team
Leader
$1M $100K C:$10M
A:$500K
$400K $100K C:$2.5M
A:$500K
$150K $100K C:$500K
A:$500K
Supply Specialist $300K $50K C:$5M
A:$200K
$300K $50K C:$1M
A:$200K
$100K $50K C:$400K
A:$200K
4 Supply Officer $100K $15K C:$1M
A:$100K
$100K $15K C:$400K
A:$100K
$30K $15K C:$150K
A:$100K
Intern Officer/
Trainee
$70K $10K C:$300K
A:$50K
$70K $10K C:$300K
A:$50K
$20K $10K C:$100K
A:$50K
Sr. Purchasing
Assistant
$40K $5K C:$100K
A:$15K
$40K $5K C:$100K
A:$15K
$10K $5K C:$30K
A:$15K
Proc. Assistant $10K $2K C:$70K
A:$10K
$10K $2K C:$70K
A:$10K
$4K $2K C:$20K
A:$10K

Legend:

C = Contract Signing Authority
A = Aggregate Contract Amendment Signing Authority

Position Titles: Position titles shown above are examples only - all equivalent positions (as shown in the Table of Equivalent Positions following the approval authority charts) have the same authorities as indicated above.

Ratifications: Authorities for approving agreements which involve: pre-contractual work, ratification of contractual commitments, confirming orders, or contracts/amendments which include pre-contractual work clauses, or any other retroactive elements are limited to 50 percent of the non-competitive dollar thresholds specified above. The minimum approval authority is the director level. The 50 percent reduction and the limitation to non-competitive contract approval authority limits apply to all positions below assistant deputy minister level.

The relevant limits for individual officers, which may be lower than the maximums delegated to the levels above, are contingent upon Acquisitions Branch policies and procedures. Contracting officers must ensure that any authorities they exercise are in accordance with their approved individual delegation form.

The limits shown in this table are expressed in terms of thousands (K) or millions (M) of dollars or, where dollars are not appropriate, in terms of policy or regulatory constraints. The word "Full" means that the authority limit is subject to the lesser of TB/departmental restriction or budgetary limit (i.e. the availability of funds).

SERVICES - Contract Approval and Signing Authority Limits
(excluding construction, non-regulated telecommunication, and A&E services)
Level Position Electrical Competitive Non-Competitive
  Approv. Signing Approv. Signing Approv. Signing
Contr.
Entry
Aggr.
Amend.
  Contr.
Entry
Aggr.
Amend.
  Contr.
Entry
Aggr.
Amend.
 
Minister $20M $10M Full $10M $5M Full $3M $1.5M Full
1 ADM $20M $10M Full $10M $5M Full $3M $1.5M Full
DG,
RDG
$15M $1.5M Full $7.5M $1.5M Full $2.25M $1.125M Full
Sr Director,
Regional
Director
$10M $1M Full $5M $1M Full $1.5M $750K Full
2 Director $5M $400K Full $2.5M $400K Full $400K $400K Full
Manager $2.5M $200K Full $1M $200K Full $300K $200K Full
3 Supply Team
Leader
$1M $100K C:$5M
A:$400K
$400K $100K C:$2.5M
A:$400K
$200K $100K C:$400K
A:$400K
Supply
Specialist
$300K $50K C:$2.5M
A:$200K
$300K $50K C:$1M
A:$200K
$100K $50K C:$300K
A:$200K
4 Supply
Officer
$100K $15K C:$1M
A:$100K
$100K $15K C:$400K
A:$100K
$30K $15K C:$200K
A:$100K
Intern
Officer/
Trainee
$70K $10K C:$300K
A:$50K
$70K $10K C:$300K
A:$50K
$20K $10K C:$100K
A:$50K
Sr. Purchasing
Assistant
$40K $5K C:$100K
A:$15K
$40K $5K C:$100K
A:$15K
$10K $5K C:$30K
A:$15K
Proc.
Assistant
$10K $2K C:$70K
A:$10K
$10K $2K C:$70K
A:$10K
$4K $2K C:$20K
A:$10K

Legend:

C = Contract Signing Authority
A = Aggregate Contract Amendment Signing Authority

Notes:

Position Titles: Position titles shown above are examples only - all equivalent positions (as shown in the Table of Equivalent Positions following the approval authority charts) have the same authorities as indicated above.

Ratifications: Authorities for approving agreements which involve: pre-contractual work, ratification of contractual commitments, confirming orders, or contracts/amendments which include pre-contractual work clauses, or any other retroactive elements are limited to 50 percent of the non-competitive dollar thresholds specified above. The minimum approval authority is the director level. The 50 percent reduction and the limitation to non-competitive contract approval authority limits apply to all positions below assistant deputy minister level.

The relevant limits for individual officers, which may be lower than the maximums delegated to the levels above, are contingent upon Acquisitions Branch policies and procedures. Contracting officers must ensure that any authorities they exercise are in accordance with their approved individual delegation form.

The limits shown in this table are expressed in terms of thousands (K) or millions (M) of dollars or, where dollars are not appropriate, in terms of policy or regulatory constraints. The word "Full" means that the authority limit is subject to the lesser of TB/departmental restriction or budgetary limit (i.e. the availability of funds).

CONSTRUCTION - Contract Approval and Signing Authority Limits
(Unless otherwise approved by Treasury Board, these limits are effective
from April 1, 2009 to March 31, 2011.)
Level Position Electrical Competitive Non-Competitive
  Approv. Signing Approv. Signing Approv. Signing
Contr.
Entry
Aggr.
Amend.
  Contr.
Entry
Aggr.
Amend.
  Contr.
Entry
Aggr.
Amend.
 
Minister $40M $20M Full $20M $10M Full $1M $1M Full
1 ADM $40M $20M Full $20M $10M Full $1M $1M Full
DG, RDG $30M $3M Full $15M $1.5M Full $750K $750K Full
Sr Director, Regional Director $20M $2M Full $10M $1M Full $500K $500K Full
2 Director $10M $1M Full $5M $500K Full $250K $125K Full
Manager $5M $500K Full $2.5M $250K Full $200K $100K Full
3 Supply Team Leader $2.5M $250K C:$10M
A:$1M
$1M $100K C:$5M
A:$500K
$100K $50K C:$250K
A:$125K
Supply Specialist $750K $75K C:$5M
A:$500K
$500K $50K C:$2.5M
A:$250K
$50K $25K C:$200K
A:$100K
4 Supply Officer $250K $25K C:$2.5M
A:$250K
$150K $25K C:$1M
A:$100K
$25K $15K C:$100K
A:$50K
Intern Officer/
Trainee
                 
Sr. Purchasing Assistant                  
Proc. Assistant                  

Legend:

C = Contract Signing Authority
A = Aggregate Contract Amendment Signing Authority

Position Titles: Position titles shown above are examples only - all equivalent positions (as shown in the Table of Equivalent Positions following the approval authority charts) have the same authorities as indicated above.

Ratifications: Authorities for approving agreements which involve: pre-contractual work, ratification of contractual commitments, confirming orders, or contracts/amendments which include pre-contractual work clauses, or any other retroactive elements are limited to 50 percent of the non-competitive dollar thresholds specified above. The minimum approval authority is the director level. The 50 percent reduction and the limitation to non-competitive contract approval authority limits apply to all positions below assistant deputy minister level.

The relevant limits for individual officers, which may be lower than the maximums delegated to the levels above, are contingent upon Acquisitions Branch policies and procedures. Contracting officers must ensure that any authorities they exercise are in accordance with their approved individual delegation form.

The limits shown in this table are expressed in terms of thousands (K) or millions (M) of dollars or, where dollars are not appropriate, in terms of policy or regulatory constraints. The word "Full" means that the authority limit is subject to the lesser of TB/departmental restriction or budgetary limit (i.e. the availability of funds).

Defence Construction: Defence Construction Canada (DCC) has exclusive authority to acquire or construct defence projects required by the Department of National Defence (DND). Contract authorities for construction services carried out on behalf of DND are limited by an agreement between PWGSC and Defence Construction Canada (DCC), which stipulates that PWGSC will carry out construction services on behalf of DND only if the value of the services does not exceed $60,000. If the value of such services carried out on behalf of DND exceeds $60,000, approval to proceed must be obtained from DCC.

Authority Reference:

  • Defence Production Act, articles 6.(1), 10.(2) and 16(c)
  • Operating Agreement between DND and DCC dated November 16, 1994.
NON-REGULATED TELECOMMUNICATION SERVICES -
Contract Approval and Signing Authority Limits
Level Position Electrical Competitive Non-Competitive
  Approv. Signing Approv. Signing Approv. Signing
Contr.
Entry
Aggr.
Amend.
  Contr.
Entry
Aggr.
Amend.
  Contr.
Entry
Aggr.
Amend.
 
Minister $200M $100M Full $20M $10M Full $3M $1.5M Full
1 ADM $200M $100M Full $20M $10M Full $3M $1.5M Full
DG, RDG $150M $1.5M Full $15M $1.5M Full $2.25M $1.125M Full
Sr. Director, Regional Director $100M $1M Full $10M $1M Full $1.5M $750K Full
2 Director $50M $400K Full $5M $400K Full $400K $400K Full
Manager $2.5M $200K Full $1M $200K Full $300K $200K Full
3 Supply Team Leader $1M $100K C:$50M
A:$400K
$400K $100K C:$5M
A:$400K
$200K $100K C:$400K
A:$400K
Supply Specialist $300K $50K C:$2.5M
A:$200K
$300K $50K C:$1M
A:$200K
$100K $50K C:$300K
A:$200K
4 Supply Officer $100K $15K C:$1M
A:$100K
$100K $15K C:$400K
A:$100K
$30K $15K C:$200K
A:$100K
Intern Officer/
Trainee
$70K $10K C:$300K
A:$50K
$70K $10K C:$300K
A:$50K
$20K $10K C:$100K
A:$50K
Sr. Purchasing Assistant $40K $5K C:$100K
A:$15K
$40K $5K C:$100K
A:$15K
$10K $5K C:$30K
A:$15K
Proc. Assistant $10K $2K C:$70K
A:$10K
$10K $2K C:$70K
A:$10K
$4K $2K C:$20K
A:$10K

Legend:

C = Contract Signing Authority
A = Aggregate Contract Amendment Signing Authority

Position Titles: Position titles shown above are examples only - all equivalent positions (as shown in the Table of Equivalent Positions following the approval authority charts) have the same authorities as indicated above.

Ratifications: Authorities for approving agreements which involve: pre-contractual work, ratification of contractual commitments, confirming orders, or contracts/amendments which include pre-contractual work clauses, or any other retroactive elements are limited to 50 percent of the non-competitive dollar thresholds specified above. The minimum approval authority is the Director level. The 50 percent reduction and the limitation to non-competitive contract approval authority limits apply to all positions below assistant deputy minister level.

The relevant limits for individual officers, which may be lower than the maximums delegated to the levels above, are contingent upon Acquisitions Branch policies and procedures. Contracting officers must ensure that any authorities they exercise are in accordance with their approved individual delegation form.

The limits shown in this table are expressed in terms of thousands (K) or millions (M) of dollars or, where dollars are not appropriate, in terms of policy or regulatory constraints. The word "Full" means that the authority limit is subject to the lesser of TB/departmental restriction or budgetary limit (i.e. the availability of funds).

A&E SERVICES - Contract Approval and Signing Authority Limits
(unless otherwise approved by Treasury Board, these limits are effective
from April 1, 2009 to March 31, 2011.)
Level Position Electrical Competitive Non-Competitive
  Approv. Signing Approv. Signing Approv. Signing
Contr.
Entry
Aggr.
Amend.
  Contr.
Entry
Aggr.
Amend.
  Contr.
Entry
Aggr.
Amend.
 
Minister $5M $2.5M/
$1.25M1
Full $2.5M $1.25M/
$625K1
Full $250K $250K/
$250K1
Full
1 ADM $5M $2.5M/
$1.25M1
Full $2.5M $1.25M/
$625K1
Full $250K $250K/
$250K1
Full
DG, RDG $3.75M $750K/
$375K1
Full $1.5M $375K/
$200K1
Full $200K $200K/
$100K1
Full
Sr. Director, Regional Director $2.5M $500K/
$250K1
Full $1M $250K/
$125K1
Full $175K $150K/
$75K1
Full
2 Director $1.5M $150K/
$75K1
Full $750K $100K/
$50K1
Full $150K $125K/
$67.5K1
Full
Manager $1M $100K/
$50K1
Full $500K $75K/
$37.5K1
Full $125K $100K/
$50K1
Full
3 Supply Team Leader $750K $75K/
$37.5K1
C:$1.5M
A:$150K
$300K $50K/
$25K1
C:$750K
A:$100K
$100K $50K/
$25K1
C:$150K
A:$125K
Supply Specialist $500K $50K/
$25K1
C:$1M
A:$100K
$200K $25K/
$15K1
C:$500K
A:$75K
$75K $25K/
$12.5K1
C:$125K
A:$100K
4 Supply Officer $125K $25K/
$10K1
C:750K
A:$75K
$75K $25K/
$5K1
C:$300K
A:$50K
$50K $15K/
$5K1
C:$100K
A:$50K
Intern Officer/
Trainee
                 
Sr. Purchasing Assistant                  
Proc. Assistant                  

Legend:

C = Contract Signing Authority
A = Aggregate Contract Amendment Signing Authority
1 = Authority to issue subsequent amendments to an amendment approved by Treasury Board to the maximum limit shown.

Position Titles: Position titles shown above are examples only - all equivalent positions (as shown in the Table of Equivalent Positions following the approval authority charts) have the same authorities as indicated above.

Ratifications: Authorities for approving agreements which involve: pre-contractual work, ratification of contractual commitments, confirming orders, or contracts/amendments which include pre-contractual work clauses, or any other retroactive elements are limited to 50 percent of the non-competitive dollar thresholds specified above. The minimum approval authority is the director level. The 50 percent reduction and the limitation to non-competitive contract approval authority limits apply to all positions below assistant deputy minister level.

The relevant limits for individual officers, which may be lower than the maximums delegated to the levels above, are contingent upon Acquisitions Branch policies and procedures. Contracting officers must ensure that any authorities they exercise are in accordance with their approved individual delegation form.

The limits shown in this table are expressed in terms of thousands (K) or millions (M) of dollars or, where dollars are not appropriate, in terms of policy or regulatory constraints. The word "Full" means that the authority limit is subject to the lesser of TB/departmental restriction or budgetary limit (i.e. the availability of funds).

Table of Equivalent Positions
(2009-XX-XX)

Purpose

Unless otherwise specified, all positions in this table are in the Acquisitions Branch, located in either headquarters or at client locations, or in regional operations with responsibility for common service acquisition functions.

Notes:

  1. Unless restricted by legislation, regulation, or policy, the Deputy Minister and the Associate Deputy Minister have the same authorities as the Minister.
  2. For any position titles not listed in this Table of Equivalent Positions, the equivalent positions as recognized by the Chief Financial Officer will apply.
Table of Equivalent Positions
Level 1 Assistant Deputy Minister, Acquisitions
Director General, Acquisitions
Regional Director General
Senior Director, Acquisitions
Regional Director, Acquisitions
Level 2 Director, Acquisitions
Director, Seized Property Management Directorate
Manager
Project Manager
Procurement Manager
Manager (Koblenz)
Senior Contracts Officer (Washington)
Level 3 Supply Team Leader
Chief
Supervisor
Senior Procurement Officer
Senior Contract Management Officer
Supply Specialist
Team Leader
Senior Case Officer
Project Officer
Procurement Officer
Contract Management Officer
Marine Technical Inspector (when performing purchasing functions)
Senior Contracts Officer
Level 4 Supply Officer
Export Transportation Officer
Purchasing Officer
Contracts Officer
Case Officer
Intern Officer/Trainee
Senior Purchasing Assistant
Procurement Assistant
Purchasing Assistant
Sales Representative (Crown Assets Distribution)
Project Clerk
Contract Clerk

Appendix E

Annex 6.1.3: Exceptional Contracting Limits
(2009-xx-xx)

NOTES TO EXCEPTIONAL AUTHORITIES

These tables must be read in conjunction with the "Notes" to Exceptional Contracting Limits, using the column numbers for reference. The Notes provide additional information about the authorities contained in the tables, describing the meanings of column headings and documenting the relevant restrictions that apply to various authorities but which are not shown in the tables themselves.

In addition to dollar references in the tables, some limits are shown as "Full". This means that officers in specified organizational positions have full authority for contracting subject to the lesser of Treasury Board/Public Works and Government Services Canada restriction or the availability of funds in the client budget. Unless specified otherwise, the authorities delegated in these tables apply only in the area of responsibility of the contracting officers exercising the authorities. This is directly related to the function contracting officers performs in their positions and the associated responsibilities of that function.

Contract Approval and Signing Authority Limits*
(*Authority limits on this page apply to the cumulative value of the contract including amendments)
Level Position Conditional
Emergency
Contracting
Authority
Special Contracting Limits Repair and
overhaul of
military equipment
Procurement
under the U.S.
Foreign Military
Sales Program
Transportation
services from
common carriers
Regulated
electricity,
gas, water,
sewage disposal,
heat and telecom.
services
Deregulated
electricity
and natural
gas
Minister $15M Full Full $100M $50M $25M
1 ADM $15M
(See Notes)
Full
(See Notes)
Full
(See Notes)
$100M
(See Notes)
$50M $25M
DG, RDG   Full
(See Notes
1 and 2)
Full
(See Notes
1 and 2)
$50M
(See Notes
1 and 2)
$25M
(See Notes
1 and 2)
$12.5M
(See Notes
1 and 2)
Sr. Director, Regional Director   Full
(See Notes
1 and 2)
Full
(See Notes
1 and 2)
$50M
(See Notes
1 and 2)
$25M
(See Notes
1 and 2)
$12.5M
(See Notes
1 and 2)
2 Director   Max.
$1M
(See
Note 1)
Max.
$1M
(See
Note 1)
Max.
$1M
(See
Note 1)
Max. $20M
(See
Note 1)
See
Note 1
Manager   Max.
$1M
(See
Note 1)
Max.
$1M
(See
Note 1)
Max.
$1M
(See
Note 1)
Max. $20M
(See
Note 1)
See
Note 1
3 Supply Team Leader   Max. $500K
(See
Note 1)
Max. $500K
(See
Note 1)
Max. $500K
(See
Note 1)
Max. $10M
(See
Note 1)
See
Note 1
Supply Specialist   Max. $500K
(See
Note 1)
Max. $500K
(See
Note 1)
Max. $500K
(See
Note 1)
Max. $10M
(See
Note 1)
See
Note 1
4 Supply Officer   Max. $50K
(See
Note 1)
Max. $50K
(See
Note 1)
Max. $50K
(See
Note 1)
Max. $1M
(See
Note 1)
See
Note 1
Intern Officer/
Trainee
  Max. $50K
(See
Note 1)
Max. $50K
(See
Note 1)
Max. $50K
(See
Note 1)
Max. $1M
(See
Note 1)
See
Note 1
Sr. Purchasing
Assistant
  Max. $50K
(See
Note 1)
Max. $50K
(See
Note 1)
Max. $50K
(See
Note 1)
Max. $1M
(See
Note 1)
See
Note 1
Proc.
Assistant
  Max. $50K
(See
Note 1)
Max. $50K
(See
Note 1)
Max. $50K
(See
Note 1)
Max. $1M
(See
Note 1)
See
Note 1
  See Note
in Column
46 47 48 49 50 51

Position Titles: Position titles shown above are examples only - all equivalent positions (as shown in the Table of Equivalent Positions found in Annex 6.1.2) have the same authorities as indicated above.

The relevant limits for individual officers, which may be lower than the maximums delegated to the levels above, are contingent upon Acquisitions Branch policies and procedures. Contracting officers must ensure that any authorities they exercise are in accordance with their approved delegation form.

The limits shown in this table are expressed in terms of thousands (K) or millions (M) of dollars or, where dollars are not appropriate, in terms of policy or regulatory constraints. The word "Full" means that the authority limit is subject to the lesser of TB/departmental restriction or budgetary limit (i.e. the availability of funds).

Contract Approval and Signing Authority Limits*
(*Authority limits on this page apply to the cumulative value of the contract including amendments)
Level Position Procurement of ammunition under the Munitions Supply Program Agreements for the supply of edible agricultural products for foreign aid programs Agreements for the transport by ocean-going vessel of any goods shipped for CIDA Procurement of Bulk Fuels
Minister $50M $10M $5M $10M
1 ADM $50M $10M
(See Notes)
$5M
(See Notes)
$10M
(See Notes)
DG, RDG $25M
(See Notes
1 and 2)
$5M
(See Notes
1 and 2)
$2.5M
(See Notes
1 and 2)
$10M
(See Notes
1 and 2)
Sr. Director,
Regional Director
$25M
(See Notes
1 and 2)
$5M
(See Notes
1 and 2)
$2.5M
(See Notes
1 and 2)
$10M
(See Notes
1 and 2)
2 Director Full
(See
Note 1)
Max. $2.5M
(See
Note 1)
Max. $1M
(See
Note 1)
Max. $2.5M
(See
Note 1)
Manager Full
(See
Note 1)
Max. $2.5M
(See
Note 1)
Max. $1M
(See
Note 1)
Max. $2.5M
(See
Note 1)
3 Supply Team
Leader
Full
(See
Note 1)
Max. $1M
(See
Note 1)
Max. $250K
(See
Note 1)
Max. $1M
(See
Note 1)
Supply
Specialist
Full
(See
Note 1)
Max. $1M
(See
Note 1)
Max. $250K
(See
Note 1)
Max. $1M
(See
Note 1)
4 Supply
Officer
Full
(See
Note 1)
Max. $250K
(See
Note 1)
Max. $100K
(See
Note 1)
Max. $250K
(See
Note 1)
Intern Officer/
Trainee
Full
(See
Note 1)
Max. $250K
(See
Note 1)
Max. $100K
(See
Note 1)
Max. $250K
(See
Note 1)
Sr. Purchasing
Assistant
Full
(See
Note 1)
Max. $250K
(See
Note 1)
Max. $100K
(See
Note 1)
Max. $250K
(See
Note 1)
Proc.
Assistant
Full
(See
Note 1)
Max. $250K
(See
Note 1)
Max. $100K
(See
Note 1)
Max. $250K
(See
Note 1)
  See Note
in Column
52 53 54 55

Position Titles: Position titles shown above are examples only - all equivalent positions (as shown in the Table of Equivalent Positions found in Annex 6.1.2) have the same authorities as indicated above.

The relevant limits for individual officers, which may be lower than the maximums delegated to the levels above, are contingent upon Acquisitions Branch policies and procedures. Contracting officers must ensure that any authorities they exercise are in accordance with their approved delegation form.

The limits shown in this table are expressed in terms of thousands (K) or millions (M) of dollars or, where dollars are not appropriate, in terms of policy or regulatory constraints. The word "Full" means that the authority limit is subject to the lesser of TB/departmental restriction or budgetary limit (i.e. the availability of funds).

Contract Approval and Signing Authority Limits
(*Authority limits on this page apply to the cumulative value of the contract including amendments)
Level Position Standing Offers
and Supply
Arrangements
Energy Management Contracts
Approval Authority Signing Authority
Contract
Entry
Aggregate of
Amendment
Minister Full $25M including amendments Full
1 ADM Full
(See Notes)
$25M including amendments
(See Notes)
Full
DG, RDG Full
(See
Note 1)
$25M including amendments
(See Notes)
Full
Sr. Director,
Regional Director
Full
(See
Note 1)
$25M including amendments
(See Notes)
Full
2 Director Max. $20M
(See
Note 1)
$10M
(See Notes)
$5M
(See Notes)
Full
Manager Max. $20M
(See
Note 1)
$5M
See Notes)
$2.5M
(See Notes)
Full
3 Supply Team
Leader
Max. $10M
(See
Note 1)
  Full
Supply
Specialist
Max. $10M
(See
Note 1)
  Full
4 Supply
Officer
Max. $1M
(See
Note 1)
  Full
Intern Officer/
Trainee
Max. $1M
(See
Note 1)
  Full
Sr. Purchasing
Assistant
Max. $1M
(See
Note 1)
  Full
Proc.
Assistant
Max. $1M
(See
Note 1)
  Full
  See Note
in Column
56 57 58 59

Position Titles: Position titles shown above are examples only - all equivalent positions (as shown in the Table of Equivalent Positions found in Annex 6.1.2) have the same authorities as indicated above.

The relevant limits for individual officers, which may be lower than the maximums delegated to the levels above, are contingent upon Acquisitions Branch policies and procedures. Contracting officers must ensure that any authorities they exercise are in accordance with their approved delegation form.

The limits shown in this table are expressed in terms of thousands (K) or millions (M) of dollars or, where dollars are not appropriate, in terms of policy or regulatory constraints. The word "Full" means that the authority limit is subject to the lesser of TB/departmental restriction or budgetary limit (i.e. the availability of funds).

Disposal of Surplus Crown Assets (See Notes)
Level Position Disposal Approval and Signing Authority Limits
Sales Limitations Inventory Shortages Claims and Discrepancies
Comp. Non-comp. Aggreg. of Amend.
Minister Full Full Full Full Full
1 ADM Full Full Full Full Full
DG, RDG Full Full Full Full Full
Sr. Director,
Regional Director
Full Full Full Full Full
2 Director (incl.
Crown Assets Dist.,
Seized Property)
Full Full Full Full Full
Manager $250K $75K $50K $2.5K Full
3 Supply Team
Leader, Chief
(Crown Assets Dist.)
$100K $25K $5K   $0.2K
Supply
Specialist
$100K $25K $5K    
4 Supply
Officer
$30K $10K $1K    
Intern Officer/
Trainee
         
Sr. Purchasing
Assistant
         
Proc.
Assistant
         
  See Note
in Column
60 61 62 63 64

Position Titles: Position titles shown above are examples only - all equivalent positions (as shown in the Table of Equivalent Positions found in Annex 6.1.2) have the same authorities as indicated above.

The relevant limits for individual officers, which may be lower than the maximums delegated to the levels above, are contingent upon Acquisitions Branch policies and procedures. Contracting officers must ensure that any authorities they exercise are in accordance with their approved delegation form.

The limits shown in this table are expressed in terms of thousands (K) or millions (M) of dollars or, where dollars are not appropriate, in terms of policy or regulatory constraints. The word "Full" means that the authority limit is subject to the lesser of TB/departmental restriction or budgetary limit (i.e. the availability of funds).

Approval and Signing Authority Limits
Level Position Canadian Commercial Corporation Instructions Tools
and Equipment required
by Contractors for
R&O of defence
supplies
Cert. of Defence
Supplies
Seized Property
Management and
Disposal
(See Notes)
Disposal of
Seized Real
Property
(See Notes)
Contracting Documents
Bid Certification Contract Signing
Bids,
Proposals and
Quotations
Aggreg. of
Amend.
Contract Aggreg. of
Amend.
Minister Full Full Full Full Full Full Full Full
1 ADM Full Full Full Full Full Full Full
(See Notes)
Full
(See notes)
DG, RDG Full Full Full Full Full Full Full
(See Notes)
Full
(See Notes)
Sr Director,
Regional Director
Full Full Full Full Full Full Full
(See Notes)
Full
(See Notes)
2 Director Full Full Full Full Full Full Full
(See Notes)
Full
(See Notes)
Manager $1M $250K $4M $2M Full Full $150K
(See Notes)
Full
(See notes)
3 Supply Team
Leader
$500K $125K $2M $500K     $100K
(See Notes)
 
Supply
Specialist
$250K $75K $1M $250K     $70K
(See Notes)
 
4 Supply
Officer
$100K $25K $200K $50K     $30K
(See Notes)
 
Intern Officer/
Trainee
$60K $12K $100K $20K     $20K
(See Notes)
 
Sr. Purchasing
Assistant
$40K $8K $50K $10K     10K
(See Notes)
 
Proc.
Assistant
$20K $4K $20K $4K     5K
(See Notes)
 
  See Note
in Column
65 66 67 68 69 70 71 72

Position Titles: Position titles shown above are examples only - all equivalent positions (as shown in the Table of Equivalent Positions found in Annex 6.1.2) have the same authorities as indicated above.

The relevant limits for individual officers, which may be lower than the maximums delegated to the levels above, are contingent upon Acquisitions Branch policies and procedures. Contracting officers must ensure that any authorities they exercise are in accordance with their approved delegation form.

The limits shown in this table are expressed in terms of thousands (K) or millions (M) of dollars or, where dollars are not appropriate, in terms of policy or regulatory constraints. The word "Full" means that the authority limit is subject to the lesser of TB/departmental restriction or budgetary limit (i.e. the availability of funds).

*******************

NOTES:

Column 46 Conditional Emergency Contracting Authority

Approval authorities for non-competitive contracts and amendments, for goods and services up to $15M rests with the Minister of PWGSC and the Assistant Deputy Minister, Acquisitions Branch, in response to pressing emergencies by departments where there will be significant human and/or financial risk on condition that a report be sent to the Treasury Board (TB) Secretariat within 60 calendar days of the authorization or beginning of work.

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

  1. the Assistant Deputy Minister, Acquisitions Branch, invokes the National Security or Extreme Urgency provisions of the applicable trade agreements;
  2. the requirement cannot be satisfied by normal contracting procedures due to the urgency of the situation; and
  3. the applicable client departmental minister requests that PWGSC Minister or Assistant Deputy Minister, Acquisitions Branch, approve the use of this authority.

This authority remains subject to the reporting requirement for the use of emergency contracting as set out in the TB Contracting Policy.

Authority Reference:

  • TB Contracting Policy, Appendix C - Contracts Directive, Part III, Emergency Contracting Limit - Section 5.
Column 47 Transportation Services from Common Carriers

Approval authority to enter into or amend a service contract for transportation services from common carriers, if

  • the rates charged do not exceed the normal rates for such services:
    • Note 1: in accordance with Annex 6.1.2, Services, up to the maximum indicated;
    • Note 2: if the estimated value of the contracts or amendments exceeds the limits in Annex 6.1.2, Services.

      All positions in Level 1: Full

Authority Reference:

  • TB Contracting Policy, Appendix C - Contracts Directive, Part II, Exceptional Contracting Limits, Article 1.(a)
Column 48 Regulated electricity, gas, water, sewage disposal, heat and telecommunication services

Approval authority to enter into or amend a service contract for electricity, gas, water, sewage disposal, heat and telecommunication services, which by full or partial regulation, are only available from suppliers at regulated prices or at prices accepted by a regulatory mechanism, if

  • the rates do not exceed the normal rates, and
  • the contract does not involve negotiated installation or capital charges in excess of $200,000:
    • Note 1: in accordance with the applicable table of Annex 6.1.2, up to the maximum indicated;
    • Note 2: if the estimated value of the contract or contract amendment exceeds the limits in the applicable table of Annex 6.1.2.

      All positions in Level 1: Full

Authority Reference:

  • TB Contracting Policy, Appendix C - Contracts Directive, Part II, Exceptional Contracting Limits, Article 1.(b)
Column 49 Deregulated electricity and natural gas

Approval authority to enter into or amend a service contract for deregulated electricity and natural gas using competitive electronic bidding, when the deregulated portion does not exceed $100M:

  • Note 1: in accordance with Annex 6.1.2, Services, up to maximum indicated;
  • Note 2: if the estimated value of the contract or contract amendment exceeds the limits in Annex 6.1.2, Services, up to the maximum indicated.

Authority Reference:

  • TB Contracting Policy, Appendix C - Contracts Directive, Part II, Exceptional Contracting Limits, Article 1.(c)
Column 50 Repair and overhaul of military equipment

Approval authority to enter into or amend a contract to repair and overhaul military equipment:

  • Note 1: in accordance with the applicable table of Annex 6.1.2 up to the maximum indicated;
  • Note 2: if the total amount payable under the contract, including any amendments, exceeds the limits in the applicable table of Annex 6.1.2 up to the maximum indicated.

Authority Reference:

  • TB Contracting Policy, Appendix C - Contracts Directive, Part II, Exceptional Contracting Limits, Section 7.
Column 51 Procurement under the U.S. Foreign Military Sales Program

Approval authority to enter into or amend a contract for procurement under the U.S. Foreign Military Sales Program:

  • Note 1: in accordance with the applicable table of Annex 6.1.2;
  • Note 2: if the total amount payable under the contract, including any amendments, exceeds the limits in the applicable table of Annex 6.1.2, up to the maximum indicated.

Authority Reference:

  • TB Contracting Policy, Appendix C - Contracts Directive, Part II, Exceptional Contracting Limits, Section 31.
Column 52 Procurement of ammunition under the Munitions Supply Program

Approval authority to enter into or amend a goods contract for the procurement of ammunition under the Munitions Supply Program:

  • Note 1: in accordance with Annex 6.1.2, Goods;
  • Note 2: if the total amount payable under the contract, including any amendments, exceeds the limits in Annex 6.1.2, Goods, up to the maximum indicated.

Authority Reference:

  • TB Contracting Policy, Appendix C - Contracts Directive, Part II, Exceptional Contracting Limits, Section 30.
Column 53 Agreements for the supply of edible agricultural products for foreign aid programs

Approval authority to enter into or amend a goods contract for the procurement of any edible agricultural product for foreign aid programs, if:

  1. the price offered is reasonable under prevailing market conditions, the lowest-priced bid is accepted or, when necessary to obtain the tonnage demanded, successive lowest-priced bids are accepted, or
  2. a bid solicitation FAS (Free Alongside Ship) multiple ports is issued, the lowest-priced bid is accepted or, when necessary to obtain the tonnage demanded, successive lowest-priced bids that result in the lowest total cost to the recipient country are accepted:
    • Note 1: in accordance with Annex 6.1.2, Goods, up to the maximum indicated;
    • Note 2: if the total amount payable under the agreement, including any amendments, exceeds the limits in Annex 6.1.2, Goods, up to the maximum indicated.

Authority Reference:

  • TB Contracting Policy, Appendix C - Contracts Directive, Part II, Exceptional Contracting Limits, Section 5.
Column 54 Agreements for the transport by ocean-going vessel of any goods shipped for the Canadian International Development Agency

Approval authority to enter into or amend an agreement for the transport by ocean-going vessel of any goods shipped for the Canadian International Development Agency, if

  1. the price offered is considered to be reasonable under prevailing market conditions, and
  2. the lowest-priced bid is accepted or, if it is necessary to accept more than one bid to accommodate the quantity of goods to be shipped, successive lowest-priced bids are accepted:
    • Note 1: in accordance with Annex 6.1.2, Services, up to maximum indicated;
    • Note 2: if the total amount payable under the agreement, including any amendments, exceeds the limits in Annex 6.1.2, Services, up to the maximum indicated.

Authority Reference:

  • TB Contracting Policy, Appendix C - Contracts Directive, Part II, Exceptional Contracting Limits, Section 6.
Column 55 Procurement of bulk fuels

Approval authority to enter into or amend a contract for the procurement of bulk fuels, if the total amount payable under the contract, including any amendments, or call-up against a standing offer, does not exceed $10,000,000:

  • Note 1: in accordance with the applicable table of Annex 6.1.2, up to the maximum indicated;
  • Note 2: if the planned limit on the total expenditure exceeds the limits in the applicable table of Annex 6.1.2, up to the maximum indicated.

Authority Reference:

  • TB Contracting Policy, Appendix C - Contracts Directive, Part II, Exceptional Contracting Limits, Section 32.
Column 56 Standing Offers and Supply Arrangements

Approval authority to use a standing offer method of supply or a supply arrangement when the resulting individual call-ups or contracts will not exceed the limits prescribed by TB:

  • Note 1: in accordance with the applicable table of Annex 6.1.2 up to the maximum indicated;
  • Note 2: if the total estimated expenditure exceeds the limits in the applicable table of Annex 6.1.2.

N.B. See Column 55 for Procurement of Bulk Fuels

Columns 57, 58 and 59 Energy Management Contracts

Approval authority to enter into or amend a service contract for the procurement of energy supply, energy efficiency improvements, energy management services and energy management monitoring and training if the total amount under the contract, including any amendments:

  1. does not exceed $25M or the maximum indicated, and
  2. provided that each custodian's first energy management contract over $1M is submitted for TB approval.

Authority References:

  • TB Contracting Policy, Section 8.10;
  • TB Contracting Policy, Appendix C - Contracts Directive, Part II, Exceptional Contracting Limits; Section 49.
Columns 60 to 64 Disposals of Surplus Crown Assets

These are the approval authorities required for the sale, exchange, transfer to another department, lease, lend or otherwise disposal of surplus government assets by Crown Assets Distribution Centres and the Crown Assets Distribution Directorate. These authorities are to be exercised only by the ADM, Acquisitions Branch, Director General Commercial Acquisitions and Supply Management Sector, the Director Crown Assets Distribution, the Regional Directors General, the Regional Directors Acquisitions, and those positions under the Crown Assets Distribution Directorate and Crown Assets Distribution Centres.

The authorities in these columns apply to all sales transacted with:

  1. the general public;
  2. any preferred customer, defined in two groups:
    1. Group 1, consisting of federal government departments or agencies listed in Schedules I and II of the Financial Administration Act, as well as Branches Designated as Departments for the purposes of the Act; and
    2. Group 2, consisting of provincial government departments and agencies; municipal government bodies and boards; incorporated Indian bands or councils; educational institutions, supported financially through federal, provincial or municipal subsidy or concession; or charitable or non-profit organizations with appropriate certification status.
  3. if surplus materiel has been offered to the public, preferred status will not be recognized. However, the party may submit an offer in the normal manner.

Authority References:

  • Surplus Crown Assets Act
  • TB Directive on Disposal of Surplus Material
Columns 65 to 68 Canadian Commercial Corporation

This is the authority for PWGSC to carry out contracting services in relation to CCC's export activities.

Authority Reference:

  • Inter Departmental Memorandum of Understanding between CCC and PWGSC.
Column 69 Instructions - Tools and Equipment

As part of the fulfilment of the Minister's duties and responsibilities under the Defence Production Act, this is the authority to issue instructions for shipment, transportation, storage and warehousing of machine tools, special production tooling and special test equipment that are required by contractors in the manufacturing or in the repair and overhaul of defence supplies or other equipment.

Authority Reference:

  • Defence Production Act.
Column 70 Certification of Defence Supplies

This is the authority to provide the certification required by the Canada Revenue Agency from PWGSC that items imported, pursuant to contract, by the Department of National Defence are "defence supplies". "Defence supplies", as defined in the Defence Production Act, means

  1. arms, ammunition, implements of war, vehicles, mechanical and other equipment, watercraft, amphibious craft, aircraft, animals, articles, materials, substances and things required or used for the purposes of the defence of Canada or for cooperative efforts for defence being carried on by Canada and an associated government,
  2. ships of all kinds, and
  3. articles, materials, substances and things of all kinds used for the production or supply of anything mentioned in paragraph (a) or (b) or for the construction of defence projects.

Authority Reference:

  • Canada Border Services Agency, Memorandum D8-9-3, Tariff Item 9982.00.00;
  • Defence Production Act.
Column 71 Seized Property Management and Disposal

Approval and signing authorities under the Seized Property Management Act and Regulations to manage and dispose of all seized properties (excluding disposal of seized real property).

These authorities are to be exercised only by the ADM, Acquisitions Branch, Director General Commercial Acquisitions and Supply Management Sector, and by those officers occupying a position within the Seized Property Management Directorate who have been delegated authorities under the Seized Property Management Act.

Authority Reference:

  • Seized Property Management Act and Regulations
Column 72 Disposal of Seized Real Property

This statutory authority to dispose of seized real property is found in the Seized Property Management Act. Section 10 of the Seized Property Disposition Regulations specify that where the Minister of Public Works and Government Services disposes of property that is real property, the Minister shall do so in accordance with the Federal Real Property and Federal Immovables Act and Regulations. Therefore, a stand-alone Section 3 Authorization pursuant to the Federal Real Property and Federal Immovables Act has been signed by the Minister.

This authority is delegated as follows:

Specific Delegation of Authority

Level 1
Assistant Deputy Minister, Acquisitions Branch
Director General, Commercial
Acquisitions and Supply Management Sector  --  FULL

Level 2
Director, Seized Property Management Directorate  --  FULL

Authority Reference:

  • Seized Property Management Act
  • Seized Property Disposition Regulations
  • Federal Real Property and Federal Immovables Act and Regulations

Appendix F

Annex 6.1.5: Contract Amendment Approval Instructions
(2009-XX-XX)

When the correct approval authority level for a proposed amendment is being determined, consideration must be given not only to the value of the amendment but also to the cumulative value (or aggregate) of amendments. The amendment approval authority level is based on the aggregate amendment value excluding negative and pre-approved amendments. Following is an example of how to determine the appropriate authority for amendments to a contract awarded on a competitive basis.

1. Determining the Amendment Approval Authority for Competitive Contracts for Goods

A Contract Planning and Advance Approval (CPAA) was approved at the director level for a total original procurement value estimated at $10,000,000. The electronic bidding process was utilized. The original contract was awarded at $8,500,000 and signed by the Manager, the applicable signing authority level. The CPAA included a quantity option equaling $1,000,000 to be exercised at anytime before the expiry date of the contract. The CPAA also included a set aside for design changes equaling $500K.

The quantity option and the set aside for design changes were not funded at the time of contract award and were not included in the contract value.

Amendments 1 to 10 are determined as follows:

  1. Amendment 1: not pre-approved, is needed to add some items equaling $28,400.

    The amendment approval authority is the Supply Specialist.

    The Signing Authority is the Intern Officer/Trainee.

    Revised contract value is now $8,528,400.

  2. Amendment 2: not pre-approved, is for a mutually agreeable one month delay in the estimated delivery date of the first shipment (i.e. delivery date is not firm). A NIL amendment.

    Amendment aggregate value for not pre-approved amendments is $28,400.

    NIL value amendments where no further risk or liability accrue to Canada are administrative in nature and require no approvals.

    The signing authority is the Intern Officer/Trainee.

    Revised contract value is now $8,528,400 (no change).

  3. Amendment 3: a pre-approved option quantity, exercises half of the option quantity amount equaling $500,000.

    Aggregate amendment values for not pre-approved amendments are separate from the aggregate amendment values of either options or set asides. If required, options or set asides can be exercised to the maximum value in one amendment.

    Cumulative amendments to exercise a pre-approved option is $500,000.

    The amendment to exercise an option has already been pre-approved at the CPAA stage.

    The signing authority is the Supply Team Leader.

    Revised contract value is now $9,028,400.

  4. Amendment 4: not pre-approved, is for unscheduled work equaling $76,400.

    Amendment aggregate value for not pre-approved amendments is $104,800.

    The amendment approval authority is the Manager.

    The signing authority is the Supply Specialist.

    Revised contract value is now $9,104,800;

  5. Amendment 5: pre-approved option quantity exercises the second half of the option quantity for a value of $500,000.

    The cumulative value for the pre-approved option is $1,000,000. The option is now fully exercised.

    The amendment to exercise an option has already been pre-approved at the CPAA stage.

    The signing authority is the Supply Team Leader.

    Revised contract value is now $9,604,800.

  6. Amendment 6: not previously approved, a NIL amendment is required to add a SACC clause, inadvertently omitted from the original document.

    Amendment aggregate value for not pre-approved amendments is $104,800.

    NIL value amendments where no further risk or liability accrue to Canada are administrative in nature and require no approvals.

    The signing authority is the Supply Specialist.

    Revised contract value is now: $9,604,800. No change.

  7. Amendment 7: pre-approved set aside, is raised to exercise a portion of the pre-approved set aside for design changes equaling $280,000.

    The cumulative value for amendments to exercise the pre-approved set aside is $280,000.

    The amendment approval authority is the Manager.

    The signing authority is the Supply Team Leader.

    Amendments issued to use an amount set aside for unscheduled work, work arisings, or design changes must be approved by the appropriate non-competitive contract entry approval authority, not to exceed the Director level.

    Aggregate amendment values of set asides, previously approved, are separate from the aggregate amendment values of either options or normal amendments. If required, options or set asides can be exercised to the maximum value in one amendment.

    Revised contract value is now $9,884,800;

  8. Amendment 8: pre-approved set aside, is raised to exercise a portion of the pre-approved set aside for design changes equaling $100,000.

    The cumulative value for amendments to exercise the pre-approved set aside is $380,000. Balance remaining is $120,000.

    * The set aside amendment value stands alone: non-competitive contract entry approval authority is sought for $100,000.

    The amendment approval authority is the Supply Specialist.

    The signing authority is the Supply Officer.

    Revised contract value is now $9,984,800.

  9. Amendment 9: not pre-approved, is for unscheduled work equaling $210,000.

    Amendment aggregate for not pre-approved amendments is now $314,800.

    As per the Electronic Bidding Aggregate Amendment levels, the Director can approve amendments to a maximum aggregate amendment value of $500,000.

    The amendment approval authority is the Director.

    The signing authority is the Supply Team Leader based on aggregate amendment amount.

    Revised contract value is now $10,194,800.

  10. Amendment 10: not pre-approved, the client decides, due to cut backs, that Amendment 9 is no longer required. The supplier agrees to forego this work at no additional cost to Canada, (having just recently ordered materials and was able to negotiate no cancellation fees, etc. from his suppliers) for a negative value amendment of $210,000.

    Amendment aggregate value for not pre-approved amendments remains at $314,800.

    The amendment approval authority is the Contracting Authority, designated as such in the contract.

    The signing authority is the Supply Team Leader based on aggregate amendment amount.

    Revised contract value is now $9,984,800.

2. Reductions in Contract Value

  1. Situation: The client reduces the quantity required and the supplier/contractor agrees to the reduced quantity with no increase in the unit price.

    Approval Level: The contracting authority, designated as such in the contract, may approve the amendment that reduces the value of the contract (if amendment is deemed administrative in nature).

  2. Situation: The client reduces the quantity required but the supplier/contractor wants to increase the price because of the reduced quantity. Renegotiation is necessary.

    Approval Level: The approval level for the contract amendment is that required for the revised unit price multiplied by the new quantity. Aggregate amendment approval authorities apply.

  3. Situation: The client wishes to disencumber funds allocated to a repair and overhaul contract in the last quarter of the fiscal year, because no more work arising will be forthcoming during that period.

    Approval Level: The contracting authority, designated as such in the contract, may approve an amendment to reduce the value of the contract.

  4. Situation: The client requires a work package to be removed from a research and development contract. There is no clear relationship between the reduced cost and the reduced work package.

    Approval Level: The amendment will be approved at a level equal to the value of the proposed cost reduction. Aggregate amendment approval authorities apply. Nil value amendment is not appropriate as there is no link between the value of the work package and the reduction.

3. Substitute Item (or work package)

If a client requests the contracting authority to amend a contract by deleting an item (or work package) and substituting a different item (or work package), the value of the substitute item (or work package) will determine the contract amendment approval level. If the contract amendment approval level, based on the value of the substitute item (or work package) exceeds the Director General's approval authority, the standard method of determining the amendment approval authority, based on cumulative value of amendments, must be used to determine whether the Deputy Minister, the Minister, or TB approval is required.

4. Additional Risks

Contract amendments that propose changes to either the basis of payment, the method of payment or the contract conditions, so that additional risk or liability is transferred to Canada, must be authorized at or above the original approval level for that contract only if corresponding compensatory benefits accrue to Canada. In the absence of corresponding benefits, such changes would constitute extra payments for which only TB has approval authority.

The following are examples of changes that would constitute additional risk to Canada:

  1. liberalizing the progress payments;
  2. eliminating the requirement for a performance bond;
  3. slippage, by the contractor, of firm delivery dates.

5. Advance Approval for Amount Set Aside

  1. If the original authority to enter into a contract also included advance approval for an amount to be set aside for unscheduled work, design changes or work arisings, then on each occasion when any of the amount set aside is used, it must be approved by the appropriate non-competitive contract entry approval authority, not to exceed the Director level.
  2. If an amendment to use the remainder of the amount set aside for a specific purpose exceeds that amount, the approval authority for the excess amount will revert back to the appropriate aggregate amendment approval authority in accordance with Annex 6.1.2. Aggregate amendment values of set asides, previously approved, are separate from the aggregate amendment values of either options or normal amendments. If required, set asides can be exercised to the maximum value in one amendment.
  3. If a condition of the original approval requires other levels of approval for encumbering amounts set aside, the levels established in the original contract approval will take precedence.
  4. The amount of the set aside/option should be based on sound front-end planning and preparation. The better the planning and preparation the better the ability to predict additional quantities or unforeseen work arisings, and the more accurate the assigned dollars values. A procurement plan that is thoroughly justified as to the purpose of each planned expenditure is more likely to be approved.

6. Advance Approval for Options

Once approval has been obtained to exercise an option, the contract amendment to exercise the option requires only the contract amendment signing authority as per Annex 6.1.2. Funds and approval received for an option can only be used for the specific purpose stated in the approval document. Any change to the scope or period of the option must be approved by the original approval authority.

Aggregate amendment values of options, previously approved, are separate from the aggregate amendment values of either set asides or normal amendments. If required, options can be exercised to the maximum value in one amendment.

Approval and funding for unexpected changes in the scope of the work, that were not specifically provided for in the approval document as an Advance Approval for Amount Set Aside (see section 5 above), cannot be drawn from the approval for an option. For example, if approval is obtained for a 1 year services contract valued at $200,000, with an option year also valued at $200,000, the contracting officer cannot use the approval and funding related to the option year to cover an increase in the services required during the first year. Any change in the scope of work that was not approved as part of the original submission is a change in the requirement and must be approved on its own merits.

7. Contract Code for Pre-Approved Amendments

Document Type number 22, Contract Code for Pre-Approved Amendments, is available in ABE (Automated Buyer Environment) and SELECT systems, and is used to identify all pre-approved amendments.

These include, but are not limited to:

  1. amendments issued to exercise an option for additional quantities or years that were included in the original bid solicitation and approved as part of the original contract approval submission; and,
  2. amendments which use amounts set-aside for anticipated, but not yet clearly defined, changes (e.g. unscheduled work, design changes, work arisings), which were approved as part of the original contract approval submission.

Amendments that do not fit within the description of the original approval or go beyond the scope or value of the approval will be coded as "Normal Amendments" and must be approved at the appropriate level as determined by the Minister's delegation of amendment authorities.

8. Rates (or Prices-to-be-negotiated)/Interim Rates (or Prices)

If the basis of payment in a contract includes interim rates (or prices) and it is proposed to amend the contract to provide for firm rates (or prices) in lieu, then the amendment approval authority level will be as follows (unless otherwise instructed by the contract approval authority):

  1. one level above that required for signing the contract, only if the firm rates (or prices) are equal to or less than the interim rates (or prices); or
  2. at the original contract approval authority level, when the firm rates (or prices) exceed the interim rates (or prices); or
  3. Director General, if the contract was approved by the Assistant Deputy Minister, the Minister or TB.

9. Combining Several Types of Contract Changes in One Amendment

When a contract amendment is raised to incorporate several types of changes enumerated in paragraphs 1 to 7 above (i.e. firming up price-to-be-negotiated items, using a portion of an amount set aside, addition of items/quantities, etc.), the highest approval level for any one type of these changes or combinations thereof being incorporated into the contract by that amendment must apply.

10. Amendments to Contracts with Former Public Servants

All amendments to service contracts with former public servants in receipt of a pension pursuant to the Public Service Superannuation Act must be approved by TB when the total amount payable exceeds the thresholds set out in procedure 6A.006.

11. Interpretation of Aggregate Amendment Value

All amendment approval authorities (for amendments not pre-approved) are to be determined on the basis of the aggregate amendment value.

The interpretation that aggregate amendment value means the sum total of the amendments to a contract including positive and negative amendments applies only to amendments requiring TB approval. For internal purposes and to ensure adequate control measures are in place, the aggregate amount for amendments not pre-approved will be calculated using only positive amendments.

As a general principle, once an approval level has been reached it can never be lowered. As an example, once the ministerial level for approval has been reached every subsequent positive amendment reverts to the minister regardless of dollar value.

Nil value amendments where no further risk or liability accrue to Canada are administrative in nature and can be approved and signed by the Contracting Authority. Nil value amendments where further risk or liability will be Canada's responsibility require approval authority at or above the original approval authority.

12. Amendment Approved by Treasury Board

When TB has approved an amendment, PWGSC may further amend the contract without TB approval if the cumulative value of the amendments after each issuance of an amendment pursuant to a TB approval does not exceed the non-competitive contract amendment approval authority limits set out in 6A.020.