Proactive Disclosure — Contract Agreements

Why must we disclose the awarding of contracts?

The Government of Canada has implemented a series of measures to strengthen public sector management by enhancing transparency and oversight of public resources in the federal government.

One of these measures includes the proactive disclosure of financial and human resources related information by departments and agencies. By making this information rapidly available on departmental websites, Canadians and Parliament are better able to hold the Government and public sector officials to account.

On March 23, 2004, the government announced a new policy on the mandatory publication of contracts over $10,000, which became effective on October 31^st, 2004. Since April 1, 2009, the Department also includes information on contracts with an amendment contract value over $10,000 and contract amendments when an amendment or a series of amendments to a contract exceed $10,000. The Guidelines on the Proactive Disclosure of Contracts came into effect January 1^st, 2019 detailing the requirements.

Who is responsible for validating the reports?

The branch/region delivering the program must validate the agreements and the amendments awarded during the period (based on fund center).

What information should be disclosed?

Institutions are required to disclose:

• All contracts valued at an amount greater than $10,000;
• All positive and negative amendments valued at an amount greater than $10,000;
• Any amendments which modify the initial value of a contract to be greater than $10,000 today;
• When a series of positive and/or negative amendments to a contract in the same quarter exceeds $10,000, the series of amendments should be disclosed as one amendment.
• For additional information, please refer to the Guidelines on the Proactive Disclosure of Contracts

As part of the requirements to be disclosed, it includes, but not limited to, the following fields:

• Procurement Identification Number/ Numéro d'identification d'approvisionnement
• Vendor Name / Nom du fournisseur
• Contract Date / Date du marché
• Economic Object Code / Code d'article économique
• Description of Work English / Description du travail Anglais
• Description of Work French / Description du travail Français
• Contract Period Start Date / Date de début du marché
• Contract Period End Date or Delivery Date / Date de clôture du marché ou Date de livraison
• Total Contract Value / Valeur totale du marché
• Original Contract Value / Valeur d'origine du marché
• Contract Amendment Value / Valeur de modification du marché
• Comments English / Commentaires en anglais
• Comments French / Commentaires en français

The rules and principles governing government contracting are outlined in the Treasury Board Contracting Policy. The objective of government procurement contracting is to acquire goods and services, including construction services, in a manner that enhances access, competition and fairness and results in best value to Canada.

Please note that information that would normally be withheld under the Access to Information Act and the Privacy Act does not appear on the Open Canada website.

When is the reporting period?

Reporting shall be done on a quarterly basis, corresponding to the government's fiscal year quarters. Contract information must be posted on-line within thirty (30) days of the end of each reporting period. Once Bill C-58 receives Royal Assent, the department will dispose of sixty (60) days exclusively for the fourth quarter following the end of the reporting period) to disclose the information.

Description of the monthly exercise VS quarterly submission

Monthly exercise:

Are intended to facilitate the gradual and incremental validation of data for the proactive disclosure of contracts. This helps reduce the burden/workload on Branches and Regions for the quarterly submission. Please note that no contracts will be disclosed publicly following the monthly exercise. As such, no ADM (or equivalent) approval will be required.

Quarterly submission

Consists of publishing on the Open Government website the list of contracts awarded or amended during the last quarter. Note that the ADM (or equivalent) certification is required prior to any quarterly disclosure.

Reporting shall be done on a quarterly basis, corresponding to the government's fiscal year quarters. Contracts information must be posted on-line within the end of each reporting period.

The reporting period corresponds to the date at which the awarding of a contract has been officially authorized (signed) by both parties. The most recent date of both signatures resulting in the commitment made by our department in favor of a provider.

Exceptions

Contracts for legal services, real property transactions, grants and contributions, service level agreements between federal government institutions, and memoranda of understanding with other levels of government and foreign governments are to be excluded

For additional information, please contact the proactive disclosure unit at the following email address: NC-PROACTIVE-FINANCIAL-REPORTING-GD@hrsdc-rhdcc.gc.ca

Link: https://www.canada.ca/en/employment-social-development/corporate/transparency.html#h2.1