Phase Two: Requirements Definition

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In Phase 2, the client must define their requirement by clearly explaining exactly what they require. The amount of detail depends on the complexity of the planned contract.

  • 2.1 Privacy

    In cases where personal information (information about an identifiable individual that is recorded in any form as defined under section 3 of the privacy act) may be handled under the terms of the contract, it is recommended to seek guidance and/or advice with the Privacy Management Division (PMD). The PMD will help to determine if privacy applies to the requirement. If applicable, the division will also provide the client with the valid privacy clauses for insertion into the terms and conditions of the contract. A copy of the provided clauses must be forwarded to the procurement specialist assigned to the file. The Privacy Management Division can be reached at NC-Privacy-Protection_Rens_Pers-GD.

    Project Authorities should note that privacy is considered a Security Requirement. As such, a Security Requirement Check List (SRCL) must be completed and provided to the procurement specialist. Refer to section 2.2 Security Considerations for details.

  • 2.2 Security Considerations

    It is important to consider any security requirements early on in the procurement process. If the contractor will require clearances in order to do the work, you will need to complete the Security Requirements Checklist (SRCL) form working with your Regional Security Officer. You may also want to contact IT Security with any questions. See the Security in Contracting – Quick Steps for the process, timelines and links to further guidance.

  • 2.3 Purchase Requisition (PReq) Process

    Whenever the Acquisition Card cannot be used, a procurement requisition (PReq) must be completed in myEMS (with approved section 32 of the Financial Administration Act). Along with any submitted procurement requisition, a duly completed Procurement Requirement Form (PRF) must be submitted as well. This must be done as soon as possible in order to involve the Procurement Specialist early in the process.

    The PReq Checklist (DOCX, 38 KB) provides guidance on how to complete a PReq. For more information please see the "Create a Purchase Requisition (PReq)" section of the iService Catalogue, and the myEMS(SAP) Procurement Instructions.

    The following supporting documents must accompany a procurement requisition under the identified conditions:

    • Procurement of professional services: Evaluation criteria, Statement of work (SOW)
    • Project related procurement: Project procurement plan (PPP)
    • Sole source procurement: Vendor quote *; sole source justification, TB probity questions (where applicable)
    • Procurement of goods: Specifications
    • Procurement of software that falls under SSC mandate: SSC SW Order Form (IITB approval required)
    • Procurement of hardware that falls under SSC mandate: SSC IT Pro Exception Order Form, upon request from the procurement specialist (IITB approval required)
    • Procurement involving creation of intellectual property: IP Produced under a Contract Form

    *please contact the procurement team before requesting a quote from a vendor

    As soon as your PReq is assigned, myEMS (SAP) will send an email to the cost centre manager and the requisitioner advising them of the procurement specialist it has been assigned to.

    Estimating the Value of a PReq

    To help estimate the value required on your PReq, search for past contracts in the myEMS system, review copies of previous contracts, or research online to find prices for similar products or services. Vendors should not be contacted for quotes for this purpose.

    Project Related

    If the requirement is in support of an investment project then a Project Procurement Plan (PPP) must be created and submitted with the PReq. The PPP is a document that identifies planned procurements for the "Planning Stage" and beyond.

    The PPP is jointly created by the Client and the Procurement Planning and Advisory Services (PPAS) team. The client is responsible for identifying the requirements and the PPAS team is responsible for identifying the procurement strategy. The PPP is signed-off by both the Project Authority and a member of the Procurement Services and Advisory Team.

    The PReq information must be consistent with the approved PPP.

    NOTE: Before creating a Purchase Requisition, if your requirement is within your acquisition card limit but you are unsure if the acquisition card is appropriate, you can contact the NC-PURCHASING-PORTAL or review the iService catalogue for direction on the commodity you are buying.

    Obtaining the Procurement Requisitioner Role

    In order to create a PReq in myEMS(SAP), one must obtain the procurement requisitioner role. Instructions for how to obtain the requisitioner role can be found on the Procurement Requisitioner page on iService.

  • 2.4 Developing a Statement of Work (SOW)

    The SOW is required for most types of services procurements; however they are not required for simple services purchased using the acquisition card. A Statement of Work (SOW) defines the activities, deliverables and timelines of a requirement. The client is also responsible for translating the SOW.

    The following tools are available to assist clients in writing their Statement of Work (SOW):

    Capacity on Demand for Statement of Work Writers

    The Capacity on Demand for Statement of Work Writers (DOCX, 547 KB) tool can be used by clients who require the services of Statement of Work Writers to help with procurement related tasks including writing statements of work.

  • 2.5 Developing Evaluation Criteria

    The project authority is responsible for developing the evaluation criteria and providing it with their PReq. This includes mandatory requirements, which should be identified with "must" statements, and may include rated requirements. The procurement specialist will work with the project authority to incorporate these criteria into the solicitation document.

    The evaluation criteria should be prepared as a separate document and should not be included within the SOW.

    Note that if an existing procurement tool is being used (e.g. TBIPS, TSPS), then the criteria must be framed in accordance with the tool. For example, if the screening was based on 5 yrs experience, the criteria can't increase this to 10 years required experience. It could require experience with a certain tool.

    For information concerning selection methodologies and how to write effective evaluation criteria, please consult the Writing Bid Evaluation Criteria & the ContractorSelection Process guide (DOCX, 50 KB)

    Official Languages For competitive requirements to be posted to the Buy and Sell site, all documents must be available in both official languages, as required by law and regulations. From the beginning of the process, contractors should have access to information in the official language of their choice.

  • 2.6 Accessibility

    For the benefit of all persons, especially persons with disabilities, we must identify and remove barriers and prevent new ones.

    As part of all procurement processes, where appropriate, clients must include accessibility criteria when specifying requirements for goods/services. They must also ensure that the deliverables incorporate accessibility features.

    In cases where it is determined not appropriate to include accessibility criteria within the specifications or compliant goods/services cannot be obtained, a clear justification must be documented on file.

    For more information on accessibility in procurement, please visit:

    Other useful links:

    Centre of Expertise for Accessible Client Service (AccessAbility Playbook)

    Accessibility Statistics (Statistic Canada)

  • 2.7 Intellectual Property (IP)

    When we are purchasing a license to intellectual property, for example, video presentations, documents or research information, we need to describe in the SOW or the contract how we intend to use such information. In the SOW, this can be done in plain language – simply explain how ESDC will use the material or information.

    Where NEW IP will be generated through the resulting contract, we must determine who will own such IP. See the guidance "Decide on IP Ownership" at ESDC's Intellectual Property Centre of Excellence. Clauses defining this ownership need to be included in the contract. If it is to be Crown-owned IP a sample statement to this effect should be included in the Statement of Work. The contracting authority assigned to the requirement will select the appropriate IP clauses to include in the Contract, and solicitation documents where applicable.

  • 2.8 Procurement Strategy for Aboriginal Business (PSAB)

    The PSAB initiative aims to increase federal contracting opportunities and to gain access to the overall federal procurement process for Indigenous businesses. Under the PSAB, contracts that serve a primarily Indigenous population are set aside for competition among qualified Indigenous businesses. Federal employees are also encouraged to voluntarily set aside opportunities for competition among Indigenous businesses whenever practical.

    All federal government procurements greater than $5,000 (all taxes included) are subject to PSAB consideration.

    Clients can promote this initiative by identifying to the procurement specialist their desire to limit the procurement to Indigenous suppliers. You can support this strategy, for example, by:

    • selecting one of the Indigenous suppliers in ESDC capacity on demand contract, for covered services
    • limiting a ProServices, TBIPS or TSPS request to indigenous suppliers
    • limiting a competitive bids to Indigenous suppliers (when there is sufficient competition)
    • asking your assigned procurement specialist for a list of indigenous suppliers.

    There are existing indigenous Standing Offers and Supply Arrangements for the following commodities: audio visual equipment, freestanding furniture, office seating, TBIPS, TSPS, Temporary Help Services, and Microcomputers (categories 6.0N - 12.0N only).

  • 2.9 Comprehensive Land Claims Agreement (CLCA)

    CLCAs are modern treaties that are based on the concept of continued Indigenous rights and title to lands. No two agreements are exactly the same, however most CLCAs include measures dealing with procurement. CLCAs are law.

    When managing a government procurement where the work could involve contracting activity or final delivery within the boundaries of a CLCA region, the federal government procurement obligation within the affected CLCA(s) must be respected. Allocation will identify impacted CLCA(s) based on the delivery postal code.

    Since the final delivery point(s) (location of delivery) of the goods or services performed is the determining factor as to whether the contracting obligations of one (1) or more CLCA(s) apply, requsitioners should identify in the header text if there will be deliveries to multiple locations.

    For more information, see the CLCA Quick Reference Guide and the CLCA nugget (PDF, 353 KB).

  • 2.10 Policy on Green Procurement

    Effective April 1st, 2006, the Government of Canada approved the Policy on Green Procurement. The policy seeks to reduce the overall environmental impacts of government operations. While achieving value for money, environmental performance considerations must be incorporated into the procurement process. The entire life cycle of the commodity being purchased must be considered during the requirements definition phase.

    Clients should also consider disposal costs when planning their procurement, particularly for items such as banners, signs, and advertising and promotional items. Contact your regional asset manager for more information.

    ESDC is committed to meeting the objective of this policy to advance the protection of the environment and support sustainable development by integrating environmental performance considerations into the procurement decision-making process.