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6.5.1. Procurement Plan

  1. The Procurement Plan is a document that sets out the intended strategy for how a procurement will be carried out before any significant procurement actions are performed, such as the posting of an ACAN or the commencement of negotiations. The procurement plan is a key point for discussing and reviewing such matters as competition or sole source and industrial and regional benefits.
  2. Before issuing a solicitation for any procurement, contracting officers must obtain approval for the procurement plan at the appropriate level. The appropriate approval document must be used depending on the approval authority level required, as indicated in 6.5.1.1 Procurement Plan for Procurements below Director General Level and 6.5.1.5 Formal Procurement Plan. Before issuance of the resulting contract, the contracting officer will also need to seek contract approval.
  3. There are two forms available for procurement plans:
    1. the Procurement Plan for procurements at or below director general approval level; and,
    2. the Formal Procurement Plan template.

6.5.1.1 Procurement Plan for Procurements below Director General Level

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  1. The procurement plan form is used for procurements estimated to be at or below director general level when there is insufficient information to obtain advance approval for contract entry.
  2. For procurements within Departmental Delegation of Authority, contracting officers may use the procurement plan available in the Automated Buyer Environment, or a similar form. A procurement risk assessment must be performed prior to completing the procurement plan and be attached to it. The procurement plan must provide details surrounding the medium-high and high risks with proposed mitigation strategies, as necessary.
  3. For procurements outside the Department’s authority, the procurement plan must be prepared as a memorandum from the Senior Director (or Director) to the Director General or Regional Director General. It must include the elements identified in Annex 6.1 Procurement Plan Instructions.
  4. The procurement plans are prepared for the signature of the appropriate approval authority. Contracting officers should refer to section 3.1.1 Planning the Procurement for a list of some items that could be included in the procurement plan.
  5. For non-competitive procurements including those non-competitive requirements with a posted Advance Contract Award Notice, a copy of the signed approved formal procurement plan must be sent to the Assistant Deputy Minister within 48 hours after they are approved by the Director General/Regional Director General.
  6. If there are significant changes to the original procurement plan, the complexity level must be reviewed, a new risk assessment must be performed, Risk Management Advisory Services consulted if required, and the procurement plan must be resubmitted.

6.5.1.5 Formal Procurement Plan for Complexity Levels 4 and 5

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  1. The formal procurement plan is required for the approval of the procurement strategy and is prepared for all procurements requiring contract entry approval at or above the Assistant Deputy Minister, Acquisitions Branch.
  2. The Assistant Deputy Minister will approve formal procurement plans for Complexity Levels 4 and 5 inclusive.
  3. Contracting officers should prepare the formal procurement plan in accordance with the template at Annex 6.1 Procurement Plan Instructions.
  4. The formal procurement plan must provide details surrounding the medium, medium-high and high risks with proposed mitigation strategies, as determined by the risk assessment. The risk assessment must accompany the formal procurement plan.
  5. If there are significant changes to the original procurement plan, the complexity level must be reviewed, a new risk assessment must be performed, Risk Management Advisory Services consulted, and the procurement plan must be resubmitted.