Phase 1 Planning and Ordering

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In Phase 1, the client must plan and submit their printing requirement via the SharePoint Ordering Site. The CPS team then coordinates and prepares the orders to conduct a competitive procurement process for prospective vendors.

1.1 Planning

The CPS team sends a notification email to clients five business days in advance to inform them that the SharePoint ordering site will open for the next quarterly order.

Note: If you are not yet a client, please contact the CPS Team at edsc.cn.services.impression-print.services.nc.esdc@hrsdc-rhdcc.gc.ca to get registered as a departmental user for the SharePoint Ordering Site. We recommend having two assigned contact persons per team; a main contact and the team leader. This will ensure that you are included in the distribution list for important process notifications such as upcoming order dates, changes, instructions and communications.

We highly recommend that clients add a buffer quantity of approximately 10% to their order. This creates a safeguard against running out of product before the next scheduled quarterly order, in the event that product use exceeds anticipated demand. Clients are asked to plan in advance and respect the timelines.

Refer to the Order Schedule to plan your next quarterly order.

1.2 Item creation or modification

We can create new items or modify existing ones.

Note that the timeline for the creation or modification of an item is four to six weeks. This is to allow enough time to have your new item designed, revised, approved and added to the SharePoint catalogue.

Refer below the list of documents required in order to process the creation of new items or modifications to an existing item. Once you have completed and gathered all required documents, please email them to the CPS Team at edsc.cn.services.impression-print.services.nc.esdc@hrsdc-rhdcc.gc.ca

  1. Creation of a new item:
    1. Fill out the Request for New or Revised Form in either official language

      Select ESDC-S_P2000 EN to fill the form in English

      Select ESDC-S_P2000 FR to fill the form in French

    2. Fill out the Specification forms in both official languages

      Select GC-GC068 EN to fill the form in English

      Select GC-GC068 FR to fill the form in French

    3. If applicable, high resolution Indicia files from Canada Post

      How to buy and use postal indicia

  2. Modification to an existing item:
    1. Fill out the Request for New or Revised Form in either official language

      Select ESDC-S_P2000 EN to fill the form in English

      Select ESDC-S_P2000 FR to fill the form in French

    2. Fill out the Specification forms in both languages: GC-GC068 EN and GC-GC068 FR

      Select GC-GC068 EN to fill the form in English

      Select GC-GC068 FR to fill the form in English

    3. If applicable, high resolution Indicia files from Canada Post

      How to buy and use postal indicia

    4. If available, artwork and specifications of the original item
    5. If available, photos of item front and back, with details on the required change

1.3 Placing Orders

Orders on the SharePoint ordering system can only be placed within the set dates of the order period. Once open, clients have 10 business days to submit their orders get them approved by their cost center manager.

Clients are required to follow-up with their cost center manager to ensure orders are approved before the site is scheduled to close.

Clients can refer to the instructions on SharePoint site to place an order.

Please note orders will not be accepted outside of the SharePoint order periods unless they are due to exceptional unforeseen circumstances. If this applies to your order, you will be required to answer justification questions explaining the nature of the unforeseen circumstance.

1.4 On-Demand Orders

All orders should be planned and placed within the scheduled quarterly orders. However, in the event of exceptional unforeseen circumstances or new requirements, orders can be placed outside of the scheduled quarterly order, with proper justification.

Please note:

  • You will be required to provide a justification.
  • Suppliers have minimum order quantities that vary between 5,000 and 10,000 envelopes.
  • It can take up to four weeks for production and delivery.
  • If your item requires modifications or we are creating a new item, additional design time of four to six weeks must be taken into consideration.
  • Not following the quarterly process, results in higher cost for the government.

Please contact CPS team at edsc.cn.services.impression-print.services.nc.esdc@hrsdc-rhdcc.gc.ca so we can find a solution to your requirement.