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Public Services and Procurement Canada

2.1. Annex: Requisition Review

  1. Has the requisition been properly directed or allocated to the appropriate office?
  2. Has the current version of the requisition form been used? (If the previous version is used, then the proper security certification must be included.)
  3. Is the requisition authorized properly, and does it contain the mandatory signatures in all signature blocks on the requisition? The client must certify that:
    1. pursuant to subsection 32(1) of the Financial Administration Act (FAA), funds are available;
    2. the requisition is approved, the necessary approvals have been obtained, and the client requests Public Works and Government Services Canada ( PWGSC) to acquire and provide the goods and/or services, including construction, described; and
    3. the requisition, including any attached Security Requirements Check List (SRCL) for which clauses have already been provided to the client by the Canadian Industrial Security Directorate (CISD), and, if applicable, the Request for Private Sector Organization Screening (PSOS) form, accurately details the security provisions of the requirement. Information on how to obtain the PSOS form can be found in section 4.30.10 Industrial Security in Contracts.
      Note: Requisitions received via e-Purchasing or via the Universal ABE Interface (U ABE I) electronic interfaces are deemed to have been properly authorized with all signatures pursuant to the Financial Administration Act (FAA).
  4. Does the estimated funding seem adequate?
  5. Are the destination/consignee codes specified?
  6. Have environmental performance considerations been addressed?
  7. Is this requirement subject to the provisions of a Comprehensive Land Claims Agreement (see 9.35 Comprehensive Land Claims Agreements (CLCAs))?
  8. Are invoicing instructions provided?
  9. Are the financial codes identified?
  10. Has the client indicated whether the requisition includes security provisions and whether a Security Requirements Check List (SRCL) is required? If no SRCL is required but security provisions are included, this must be explained.
  11. Is there support for a sole source or no-substitute request? Has the client provided responses to Annex 3.1: Treasury Board Questions for Sole Source?
  12. Are delivery lead times and schedules realistic, or will special action be required to meet delivery objectives?
  13. What could be the consequences resulting from a late delivery, and is there a need for liquidated damages provisions or other performance incentives?
  14. Is the good or service adequately defined in the requisition, attached technical documentation or statement of work?
  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 or the Goods and Services Identification Number ( GSIN) 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.
  16. Is a design change/deviation procedure specified?
  17. Is the extent of required product quality management and assurance specified?
  18. Is the inspection or quality assurance authority specified?
  19. Does the requisition or attachments contain any clauses or conditions that conflict with any PWGSC or government contracting policies and procedures (i.e. Standard Acquisition Clauses and Conditions Manual (SACC) and Supply Manual)?
  20. Does the nature of the work include work to Canadian specifications?
  21. Does the requisition contain any form of predefined types of pricing basis?
  22. Are evaluation criteria specified and are the mandatory requirements clear?
  23. Is special production tooling or special test equipment required?
  24. Is government-furnished equipment or government-supplied materiel specified?
  25. Are there unrestricted rights to the use of technical data or are royalty payments involved?
  26. Is a trade-in specified?
  27. If radio-transmitting equipment must be acquired, has the client obtained radio frequency equipment clearance from Industry Canada? Are there other special considerations of a similar nature?
  28. If there are multiple items on the requisition, should any of these items be grouped together, or put in a part or extract file?
  29. Could repetitive items be bought on an annual basis through standing offers, supply arrangements, phased delivery, task authorization, contracts with a call-up feature, or be included as contract options for additional quantities?
  30. Are items required available on a standing offer or a supply arrangement (or a mandatory standing offer)?
  31. Has the client department included instructions concerning the treatment of any intellectual property that may result from the procurement?
  32. Has the client department claimed and substantiated exemption from taxes or duties, by referring to a certificate of exemption, or remission or drawback order in council?
  33. Are controlled goods identified?
  34. Has the client department identified the requirement as a "defence contract"as defined in the Defence Production Act
  35. Is the GSIN shown and accurate?
  36. Is the block "Current Funding"completed? Does it include the Goods and Services Tax or the Harmonized Sales Tax?
  37. Does the requirement involve contractor's access to personal records?
  38. Has the procurement been set aside under the Procurement Strategy for Aboriginal Business?
  39. Are option/extension period(s) specified/needed?
  40. Is the sole source directed to a former public servant?
  41. Is this procurement a renewal of an existing contractual arrangement for the same services, or have the services been procured before? If yes:
    1. Who is the incumbent contractor?
    2. What is the previous contract number?
    3. When does it expire?
    4. Was it procured by PWGSC or the client?
    5. Did the previous contract have special pricing or terms and conditions?