DOCUMENT

POL - Pre-Award File review and Document Checklist 2002

  • YEAR CREATED: 2002
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document is a file review and document checklist for pre-awards in the SIPSS (Standardized Integrated Procurement Support System) system. The document provides a list of documents that should be included in the procurement file for review before making an award. It includes a checklist of items that should be present in the file, such as a signed requisition, sufficient funding, PRC (Procurement Review Committee) record of decision, CPPA (Contracting and Procurement Policy Application) or Formal Procurement Plan, and procurement actions in accordance with the approved plan. The checklist also includes items related to specific documents that should be on file, such as the Notice of Proposed Procurement (NPP) or Advance Contract Award Notices (ACAN), correspondence with/from CIISD (Communications and Information Integration Sector Directorate) regarding security requirements, solicitation document, minutes of bidder's conference, bid receiving unit report, technical evaluation grid/report, financial evaluation report, signed evaluation summary report, legal opinion, cost analyst opinion, proposals, certifications, price support information, contract highlights form, PIF (Procurement Initiation Form), file summary sheet, and documents in chronological order. Additionally, the document provides a partial list of requirements for the submission/approval document, including clearly defined requirements, task authorizations for contracts with task authorizations, intellectual property, liquidated damages, sensitive issues or deviations, advance payment rationale and authority, consistency with previous approval documents and contractual documents, and agreement from the client for TB (Treasury Board) submissions. The document also includes a checklist of standard contractual document clauses that should be included in the contract, such as standard instructions and conditions, security clause, scope of work/requirement, delivery date/period, option exercise period and conditions, authorities, priority of documents, delivery of reports, inspection/acceptance procedures, warranty/maintenance terms, basis of payment, GST/HST/duty position, method of payment, limitation of expenditure, call-up limitation, invoicing instructions, liquidated damages, insurance provisions, discretionary audit, intellectual property ownership, applicable laws, international sanctions, timeliness, personal injuries, additional contract clauses for goods and services, liens under Section 427 of the Bank Act, packaging/marking/shipping instructions, task authorization process, tax withholding for non-resident contractors, non-permanent residents, work forces adjustment program, time verification, submission, and T4 slip requirement. The document concludes with a space for the review officer to sign and date the checklist.
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