Procurement: Roles & Responsibilities
This is a high-level overview of the main responsibilities clients (ESDC employees and managers requesting contracts) and the ESDC Procurement Team throughout the Procurement process. More detail is available through various documents and training on the Procurement iService site.
| Phase | Client (Cost Center) | Procurement Specialist (CFOB Procurement Team) | Other Groups (Diverse) |
|---|---|---|---|
| All phases (required throughout the procurement process) |
Maintain Requirement File documents (for the requirement details, such as the statement of work, all deliverables and signed contracts to enable s.34 during the Contract Management phase) Obtain required approvals, as per branch or regional processes |
Maintain Procurement File documents (for the contracting process, such as the request for proposals documents, bids and the signed contracts) |
All: Maintain documents and related policies as and when required Intellectual Property (IP) Centre of Excellence: Assist with contracts that involve IP (copyright, trademarks) |
| Planning and Budgeting | Identify high-level needs and participate in the Branch or Regional planning processes, as required by the senior management of each organization | Can provide guidance on estimating costs | N/A |
| Requirements Definition | Define needs. For professional services (e.g. consulting services), this includes the development of a statement of work. For competitive processes, this includes the evaluation criteria | Provide tools, templates, advice and guidance to clients on the development of required documents (which may include statement of work and/or evaluation criteria, depending on goods/services required) including intellectual property issues |
Security: Regional Security Officer must be involved in the Security Requirements Checklist process; provides contract terms and conditions on security as required IP COE may provide advice to clients at the request of the procurement specialist |
| Acquisition |
Provide Section 32, FAA Have final requirement documents translated For competitive processes: respond to Procurement Specialist if any bidders ask questions; evaluate all technical criteria (mandatory and non-mandatory); evaluation team members must understand and sign the bid evaluation team documents |
Determine procurement strategy (how ESDC will buy what it needs), including which PWGSC tool(s) to use Prepare contract terms and conditions, sign and award contract, obtain vendor signature and send signed copy to client For competitive processes, prepare and issue RFP and act as Departmental contact during bidding process; evaluate mandatory non-technical criteria (if any); evaluate financial criteria |
PWGSC may be involved, depending on the dollar value Security may be involved, such as to validate security clearances Other groups such as Legal Services and the IP Centre of Excellence may also be involved at the request of the procurement specialist |
| Contract Management |
Manage vendor performance Receive and accept deliverables and certify invoices, as per Section 34, FAA Plan for and request amendments (with advice from the Procurement Specialist as required) Prepare for disposal and replacement |
Upon request: help clients deal with contract disputes and performance issues; review amendment requests, prepare and sign amendments |
Accounting Operations: Review and approve as per Section 33, FAA Other groups such as Legal Services and the IP Centre of Excellence may also be involved for IP issues and questions |
| Disposal and Replacement |
Dispose of and replace obsolete assets Plan for the transition to new service provider(s), involving Procurement |
Provide advice on service provider replacement as required |
Regional Materiel Management Services: Approve and administer (manage) the disposal process for assets Managers of Centrally Managed Cost Pools (e.g. IITB on IT equipment) make decisions on replacements as required |