7.30. Procurement Reporting and Posting of Award Notices
The following sections describe procedures that contracting officers must follow to meet departmental responsibilities for award notices and contract activity reporting. These requirements stem from legal requirements, corporate and government policies, parliamentary needs and departmental procedures. The following is a summary of reporting requirements:
- Award Notices posted on the Government Electronic Tendering Service (GETS);
- Purchasing Activity Reports (government-wide annual reporting);
- Contract History database (published on Buyandsell.gc.ca);
- Comprehensive Land Claim Agreement contract reporting;
- Procurement Strategy for Aboriginal Business reporting;
- Trade agreements reporting requirements; and;
- Specific procurement activities such as contracts with task authorizations, terminations and conditional amendments related to vendor performance.
Note: The above section is not written to address the complete reporting requirements of client departments or suppliers, but only of contracting officers in the Acquisitions Program of Public Works and Government Services Canada.
7.30.1 Award notices on the Government Electronic Tendering Service
- For procurements subject to the international trade agreements and the Canadian Free Trade Agreement (CFTA), an award notice must be posted on the Government Electronic Tendering Service (GETS) within 72 days of contract award.
- For all contractual documents issued through the Automated Buyer Environment (ABE), award notices are generated automatically through ABE, with the release of the completed Procurement Summary, and posted on Buyandsell.gc.ca, except when the "National Security" indicator is checked. See 7.30.30 Use of the National Security Indicator for more details.
- For more information on completing the Procurement Summary, see the Automated Buyer Environment Blue Book (PDF 1.58 MB) (Help with PDF files).
- For procurements subject to the trade agreements where ABE is not used for contract award, contracting officers must create award notices using the Tender Management Application (TMA) on Buyandsell.gc.ca. For more information about obtaining an account to use TMA, please see the Get Started with Tender Management Application page for more details.
7.30.5 Procurement activity reporting to Treasury Board Secretariat
- In 1996, Public Works and Government Services Canada (PWGSC) agreed with the Treasury Board Secretariat (TBS) that PWGSC would be responsible for collecting contract data from other government departments and agencies to generate the annual procurement activity reports. This annual activity entails the reporting of the following:
- federal contracting (on behalf of the Treasury Board Secretariat);
- federal contracting in respect of all Trade Agreements to which Canada is a signatory (on behalf of the Department of Foreign Affairs and International Trade);
- federal contracting in respect of the Canadian Free Trade Agreement and the Ownership of Intellectual Property (on behalf of the Department of Industry); and
- all procurements related to the Procurement for Aboriginal Business (on behalf of the Department of Aboriginal Affairs and Northern Development Canada).
- The Office of Small and Medium Enterprises and Strategic Engagement (OSME-SE) is responsible for assembling contract activity data based on input submitted from all departments and agencies. This information is then provided to TBS to support the publishing of the government's Purchasing Activity Reports for each calendar year.
- On completion and release of the procurement summary in the Automated Buyer Environment (ABE), the award data is sent automatically to the Acquisition Information System (AIS) and will be included in the contract activity reporting.
- PWGSC Contract Activity Outside of ABE: Contracts done outside of ABE must be reported to OSME-SE at NCRReporting.RCNRapportage@pwgsc-tpsgc.gc.ca on an annual basis. The reports, summary or detail, should be submitted by the end of February. Such reports should include contract activity such as formal agreements, confirming orders, security sensitive contracts and any other contract or call-up not otherwise captured in automatic reporting in ABE.
- Standing Offers and Supply Arrangements: In the past, departments and agencies have reported only the total contract activity under standing offer agreements instead of reporting details on individual call-ups as quite a number of departments did not have the capability to report against call-ups. Beginning in 2011, departments and agencies phased in the reporting of standing offer call-ups as part of the Purchasing Activity Reports. Effective January 2011:
- all call-ups issued by PWGSC contracting officers are captured in the Government Contract Activity Report assembled by OSME-SE. Contracting officers must release the procurement summary in ABE for all call-ups to ensure the data is captured;
- the value entered for the total estimated value, appearing on the front page of Standing Offers is no longer used as part of the contract activity report, regardless of the type of standing offer. Contracting officers within AB are not responsible for reporting client departments' contracts/call-ups which utilizes PWGSC SOs and SAs. This is reported to OSME-SE directly from the departments;
- call-ups done within PWGSC/AB but outside of ABE must be reported separately to OSME-SE per subsection d. of this section.
7.30.10 Contract History on Buyandsell.gc.ca
- The Contract History database for Public Works and Government Services Canada (PWGSC) common services procurement was originally launched to facilitate requests about contracts awarded by PWGSC, and is accessible to both suppliers and government buyers. Making this data readily available supports a reduction in access to information and privacy (ATIP) requests for information on contract awards. On March 8, 2013, this database was added to the Procurement Data section on BuyandSell.gc.ca, along with other data such as Standing Offers and Supply Arrangements (SOSA), and also Goods and Services Identification Number (GSIN) on June 1, 2013.
- On completion and release of the procurement summary in the Automated Buyer Environment (ABE), the award data is sent automatically to the Contract History database and published on Buyandsell.gc.ca, except when the National Security indicator is checked. There is no requirement for buyers to report in this system for contracts done outside of ABE.
7.30.15 Comprehensive Land Claims Agreement Reporting
- As detailed in Treasury Board Secretariat Contracting Policy Notice 2008-4, the government monitors and reports on procurements that are subject to Comprehensive Land Claims Agreements (CLCAs). Therefore, contracting officers must ensure that the coding for procurements subject to CLCAs is done accurately. See section 7.70.30 Comprehensive Land Claims Agreement (CLCA) Coding for instructions for the Automated Buyer Environment (ABE).
- Contracting done outside of ABE must be reported as described in subsection d. of 7.30.5 Procurement Activity Reporting to Treasury Board Secretariat.
7.30.20 Procurement Strategy for Indigenous Business Reporting
- Treasury Board Secretariat (TBS) ARCHIVED - Aboriginal Business Procurement Policy Performance Objectives - (Contracting Policy Notice 1996-6) sets out details of department's responsibilities with respect to developing performance objectives relating to procurements from Indigenous businesses and to develop related reporting mechanisms. The establishment of, and reporting on, annual objectives in support of the program, includes value and numbers of contracts awarded to Indigenous businesses, supplier promotion activities, and increased representation of Indigenous businesses on department source lists.
- Therefore, contracting officers must ensure that reporting on procurements subject to a Procurement Strategy for Indigenous Business (PSIB) set-aside is done accurately. All procurements subject to PSIB must be coded as such; in the Automated Buyer Environment (ABE), this involves clicking on "Trade Agreement" and selecting "Set-Aside Program for Aboriginal Business (SPAB)".
7.30.25 Trade agreements reporting
- Some trade agreements, including the Canadian Free Trade Agreement (CFTA), Canada-European Union Comprehensive Economic and Trade Agreement (CETA), and the World Trade Organization Agreement on Government Procurement (WTO-AGP) require that parties report on covered procurement. In response to this obligation, Public Works and Government Services Canada provides statistics to the Treasury Board Secretariat who is responsible for the government-wide report.
- Contracting officers are to ensure that the procurement summary in the Automated Buyer Environment (ABE) is coded properly when their procurement is covered by one or more of Canada’s trade agreements. ABE selection choices include all trade agreements that have reporting obligations.
- Contracts done outside of ABE must be reported as per subsection d. of 7.30.5 Procurement Activity Reporting to Treasury Board Secretariat. Such reports must identify which trade agreements applied to the procurement.
7.30.30 Use of the National Security Indicator
- There may be circumstances other than National Security where posting an award notice could reasonably be expected to compromise government confidences, cause economic disruption, or similarly be contrary to the public interest. On the other hand, there are procurements for which a National Security Exception (NSE) was approved in accordance with paragraph 3.105 National Security Exceptions of the Supply Manual, but it is still appropriate to post an award notice.
- A contracting officer may suppress the posting of an award notice by checking the box for the National Security Indicator in the ABE Procurement Summary. Contracting officers must treat this indicator as if it were labeled “Suppress Posting”.
- For amendment documents in ABE, the value of the National Security Indicator always defaults to “No” (unchecked) regardless of the value on the original document. If the National Security indicator was “Yes” (checked), on the original award, the contracting officer must remember to choose “Yes” (by checking the box) for subsequent amendments. If the National Security indicator was “No” (unchecked) on the original award, the contracting officer must leave the box set to “No” (unchecked) for subsequent amendments. Changing the value of the National Security Indicator on an award amendment can result in awards being posted in error on the Buy and Sell website.
- Therefore, the following procedures apply with regard to the National Security Indicator on the ABE Procurement Summary:
- when an NSE is invoked for a procurement in accordance with paragraph 3.105 of the Supply Manual, and posting an award notice is contrary to the public interest, the contracting officer must check the National Security Indicator box for the original contractual document and for any subsequent amendments, thus no award notices will be posted for any documents.
- when an NSE is invoked in accordance with paragraph 3.105 National Security Exceptions of the Supply Manual, and posting an award notice is not contrary to public interest, the National Security Indicator must be left unchecked for both original and subsequent amendment documents and the award notice will be posted.
- if an NSE does not apply, but the contracting officer’s management has advised that it is not in the public interest to post an award notice, the contracting officer must check the National Security Indicator box for the original contractual document and for any subsequent amendment documents.
- if during the life of a contract, it is decided and approved that the National Security Indicator must be changed (as not being the same as for the original), contracting officers must first contact the Acquisitions Systems Service Desk (ITSB) either by phone at 819-956-3325 or via e-mail at: firstname.lastname@example.org, to have them modify the indicator from the original contractual documents. This is a complex process that, if not followed properly, can cause reporting issues, so contracting officers should not attempt to make the change without ITSB’s assistance.
7.30.35 Reporting of Contract with Task Authorizations
After issuing a contract with task authorizations (TAs) or an amendment to this type of contract, contracting officers must report on the procurement. See section 7.70.35 Contracts with Task Authorizations - Coding for instructions.
7.30.40 Reporting of emergency requirements
Use of the emergency contracting authority is subject to the reporting requirement for such contracts as set out in the TB Directive on the Management of Procurement (see Appendix C, section C.5 Emergency Contracting for details).