ARCHIVED Client Requisition Checklist of clients request, Acknowledgement of Requisition Receipt Process and implementation of new Services Standards

Introduction

The purpose of Policy Notification 99 is to notify contracting officers of the following:

1. A new Requisition Checklist (PWGSC-TPSGC 195) for clients;
2. A new process for acknowledgement of requisition receipt; and
3. The implementation of new service standards for acknowledgement of requisition receipt.

Background

In its efforts to modernize the procurement function, the Acquisitions Branch, Procurement Renewal Office, formed a working group to develop solutions to streamline procurement processes. Over the past two years, the Procurement Solutions Modernization (PSM) working group, with representatives from sectors and regions, have been reviewing procurement processes for basic and standard procurements with the aim of supporting a streamlined approach and improving our service level.

Effective Date

This PN is effective immediately.

Policy

Please refer to Annex A (Revisions to the Supply Manual) for the new procedures regarding the client requisition checklist and the new process and service standards for acknowledgement of requisition receipt.

PWGSC contracting officers must still review all requisitions for acceptability and completeness so that procurement action can proceed. The Requisition Checklist in Annex 2.1 of the Supply Manual remains available for use by PWGSC contracting officers.

Annex B provides the contact information for the PWGSC Allocation Units.

Contact Person

For more information, contact the Procurement Solutions Modernization (PSM) working group by e-mail at the following address: Modernizingtogether.modernisonsensemble@pwgsc-tpsgc.gc.ca.

Annex A – Revisions to the Supply Manual

Changes are effective immediately and will be included in the next release of the Supply Manual.

2.30 Requisition Receipt

1. Client departments must complete the Requisition for Goods and Services and Construction form (PWGSC-TPSGC 9200) and submit it to a PWGSC Allocation Unit (AU). The client Requisition Checklist (PWGSC-TPSGC 195) is an optional tool that can assist client departments in completing the requisition and in determining the required supporting documents.
2. Client departments must submit completed requisitions to the AU by e-mail, fax or mail, although e-mail is the preferred format. Contracting officers who receive a requisition directly from the client must forward it to the AU and inform the client department of the procedures to follow. The AU will acknowledge receipt of a requisition to the client department within one business day for electronically (e-mail) submitted requisitions, and within two business days for hard copy (fax/mail) submitted requisitions. While processing the requisition, the AU will contact the client department to obtain any missing information and/or documents. Once a requisition is complete, the AU will enter it into the Automated Buyer Environment (ABE), and the requisition will be assigned to the appropriate acquisitions office in the region or National Capital Area.
3. (c) Within five business days of an acquisitions office's receipt of a requisition from an allocations unit, the responsible contracting officer must advise the client department that he/she has been allocated the requisition and provide the client department with his/her contact information.

2.30.1 Funding (remains as is)

2.30.5 Requisition Allocation within PWGSC

1. Client departments may direct their requisitions and price and availability (P&A) enquiries directly to the Public Works and Government Services Canada (PWGSC) Allocations Unit of their choice (Canada only)
2. When the client stipulates the PWGSC office of choice on the requisition, it will normally be allocated to that office. The major exceptions are:
   1. Restricted Commodities:

      Restricted Commodities include: advertising, public opinion research, production of audio visual, bulk buys for fuel and vehicles and United States Foreign Military Sales (U.S. FMS). Requisitions will be allocated as follows:

      1. when a requisition is for a Restricted Commodity, the requisition will be allocated to the headquarters (HQ) division/section responsible for that NATO Stock Number (NSN) www or Goods and Services Identification Number (GSIN);
      2. when there is more than one line item of a Restricted Commodity, the requisition will be allocated to the HQ division/section responsible for the Restricted Commodity line item with the highest value;
      3. when the monetary value of the line items cannot be determined, the requisition will be allocated to the HQ division/section responsible for the GSIN code of the first line item, which represents a Restricted Commodity; and
      4. when a requirement will be sole-sourced under the U.S. FMS Program, see Chapter 9.
   2. Commodity Managers:

      Where a requisition relates to a specific commodity (i.e. monitors or printers) or to a specific geographical client (i.e. Northwest Territories), PWGSC will customarily inform the client that the requisition is being forwarded to the specific commodity management office that is able to satisfy their request.

   3. Major Projects:

      If the requisition is part of a major project, it will be allocated to the office responsible for that project.

3. When a client does not specify a preference, the following rules apply:
   1. when there is only one consignee point, the requisition will be allocated to the PWGSC office closest to the consignee within the same regional sector. If the closest PWGSC office is HQ, it will be allocated in accordance with PWGSC HQ procedures;
   2. when a requisition originates in a region with more than one consignee in the same regional sector, it will be allocated to an office designated by the Regional Director, Acquisitions;
   3. when there are multiple consignee points within the same regional sector, and the consignee points are not close to one PWGSC office, then the requisition will be allocated to an office designated by the Regional Director, Acquisitions. When the multiple consignee points are all close to the same PWGSC office, then the requisition will be allocated to that office;
   4. when consignees in two or more regional sectors appear on a single requisition, it will be allocated to the PWGSC office closest to the originator of the requisition;
   5. when there are multiple consignees where the closest PWGSC offices are in two or more regional sectors, then the requisition will be allocated to the PWGSC office closest to the originator of the requisition, based on the requisition number of the ordering office. If the closest PWGSC office is HQ, then it will be allocated in accordance with PWGSC HQ procedures;
   6. requisitions sent to HQ will be allocated to the section responsible for the greatest value of line items based on the line item NATO Stock Number wwwor Goods and Services Identification Number;
   7. if the value of the line items are equal, or otherwise cannot be determined, then the requisition will be allocated to the office or division/section responsible for the GSIN code for the first line item on the requisition (clients should be encouraged to enter the NATO Stock Number wwwor Goods and Services Identification Number by line item on their requisition).

Annex 2.1: Requisition Checklist

15. Have appropriate standards, specifications or purchase descriptions been included? If not, can an existing one be used; or

1. Is there a need for the development of a new standard, specification or purchase description?
2. Is the NATO Stock Number (NSN) www or the Goods and Services Identification Number (GSIN) number of the products shown?

   Note: Although clients must detail the GSIN in the requisition, due to trade agreement implications, the contracting officer must ensure the GSIN is accurate as per the commodity codes published on the Buy and Sell site.

(The rest of Annex 2.1 remains unchanged.)

Annex B - List of PWGSC Allocation Units

Note: This Annex will be referred to as Annex 2.3 of the Supply Manual.