Proactive Publication - Contracts - Contracts over $10,000

It is a unique identifier given to each line item in the spreadsheet. Having a unique identifier for each item will allow users to locate a specific item should they need to modify or delete.

It is recommended that the procurement identification number be the contract number. Alternatively, the procurement identification number may be the commitment number or requisition number if this is the standard practice in the department.

It is recommended that the vendor name be the legal name of the contractor, as indicated on the contract. Alternatively, the vendor name may be the name in the financial system if this is the standard practice in the department.

i. It is recommended that this field be populated with the first three digits of the postal code for the vendor identified in the contract.
ii. Alternatively, the vendor postal code may be the first three digits of the postal code identified in the procurement or financial system if this is the standard practice in the department.
iii. This field is to be populated with “NA” if the vendor is located outside of Canada, as the value “NA” for this field indicates not applicable.

i. It is recommended that the field be populated with the name of the buyer, as indicated on the original contract or, alternatively, the individual responsible for the procurement at the department.
ii. For the establishment of a standing offer or supply arrangement agreement, it is recommended that this field be populated with the name of the buyer that issued the original standing offer or supply arrangement agreement.
iii. For a call-up contract against a standing offer or supply arrangement, this field should be the name of the buyer identified in the original call-up contract.
iv. For a contract with task authorizations, this field may be populated with the name of the buyer indicated in the original contract or in the individual task authorization.
v. For amendments, it is recommended that this field be populated with the value “NA,” as the value “NA” for this field indicates not applicable.
vi. For contracts awarded by PSPC or Shared Services Canada (SSC) on behalf of the client department, it is recommended that this field be populated with the name of the PSPC or SSC contracting authority. If this is not available, indicate the values, “PSPC-SPAC” or “SSC-SPC” as applicable.

i. It is recommended that the contract date be the date the contract is awarded by the government. Alternatively, the contract date may be the hard commitment date (the date that the financial commitment is recorded in the departmental financial system) if this is the standard practice in the department.
ii. It is recommended that the contract date for a contract with task authorizations be the date that the contract is awarded (or the hard commitment date) for the contract. When the full value of the contract with task authorizations is likely not to be used, the contract date for each task authorization may be the date that each task authorization is issued (or the hard commitment date).
iii. It is recommended that the contract date for an amended contract or the exercising of an option be the date that the contract is awarded (or the hard commitment date).
iv. It is recommended that the contract date for a confirming order be the date of the verbal contract for goods, services or an amendment. If the date of the verbal contract cannot be determined, the contract date may be the date that the confirming order is issued.

i. It is recommended that this field be populated with the contract’s numeric economic object code. Economic object codes are listed in the government-wide chart of accounts. The use of accurate economic object codes is important for maintaining the integrity of the Public Accounts of Canada. Departments are to ensure that all expenditures are coded appropriately in accordance with the Directive on Accounting Standards: GC 5000 Recording Financial Transactions in the Accounts of Canada.
ii. For standing offers and supply arrangement agreements, this field may be populated with the data value “NA” as the value “NA” for this field means not applicable.
iii. When a contract involves more than one economic object, it is recommended that the economic object associated with the largest dollar value be used. A department may use a different approach if this is the standard practice in the department.

It is recommended that this field be populated with the economic object code’s text description as listed in the government-wide chart of accounts ( http://www.tpsgc-pwgsc.gc.ca/recgen/pceaf-gwcoa/index-eng.html ). For standing offers and supply arrangement agreements, this field may be populated with the commodity code’s text description used by the federal government for procurement activities.

It is recommended that this field be populated with the economic object code’s text description as listed in the government-wide chart of accounts ( http://www.tpsgc-pwgsc.gc.ca/recgen/pceaf-gwcoa/index-eng.html ). For standing offers and supply arrangement agreements, this field may be populated with the commodity code’s text description used by the federal government for procurement activities.

i. For a services or construction services contract, it is recommended that the contract period start date be the starting date for the period of time over which the services are provided.
ii. For a standing or supply arrangement, it is recommended that this field be populated with the starting date for the period of time over which a call-up may be entered into.
iii. For a contract with task authorizations, it is recommended that this field be populated with the starting date for the period of time over the entire contract. For a contract with task authorizations where the full value of a contract with task authorizations is likely not to be used, it is recommended for this field be populated with the starting date for each task authorization.

i. For a goods contract, it is recommended that this field be the date when goods are to be delivered, which may be the contract period end date. The department may use the last delivery date if the contract involves multiple items on multiple dates.
ii. For a services or construction services contract, it is recommended that this field be the end date for the period of time over which the services are provided.
iii. For a standing offer or supply arrangement, it is recommended that this field be the end date for the period of time over which a call-up may be entered into.
iv. For a contract with task authorizations, it is recommended that this field be populated with the end date for the period of time over the entire contract. For a contract with task authorizations where the full value of a contract with task authorization is likely not to be used, it is recommended for this field to be populated with the end date for each task authorization.

i. It is recommended that the total contract value be the amount of the hard commitment recorded in the departmental financial system for all contracts and all subsequent amendments regardless of dollar value. It is recommended for this field be in Canadian currency and for it to include all applicable taxes.
ii. For a multi-year contract, it is recommended for this field to be the total amount of the contract for all years.
iii. For a contract amendment, it is recommended for this field to be the amended contract value.
iv. For a contract with task authorizations, the full potential value of the contract may be reported upon contract award unless the full value is not expected to be used. In the latter situation, each task authorization may be reported individually or cumulatively. When a contract includes a fixed deliverable and another deliverable that requires a task authorization, the department may report the contract and task authorizations in any manner that is transparent.
v. The value of this field for the reporting of a standing offer agreement or supply arrangement agreement is $0.

i. It is recommended that the original contract value be the amount of the hard commitment recorded in the departmental financial system at the time of contract award for a contract or amended contract. It is recommended for this field be in Canadian currency and for it to include all applicable taxes.
ii. For a multi-year contract, it is recommended for this field to be the amount at the time of contract award for the multi-year contract period.
iii. For a contract option, it is recommended for this field to be excluded from the original contract value and for it to be reported at a later date as an amendment when the contract option is exercised. Alternatively, the full value of a contract, including options, may be reported at the time of contract award.
iv. For a contract with task authorizations, it is recommended that the original contract value be for the full amount of the contract rather than the amount specified within the minimum work guarantee clause. The full potential value of the contract may be reported in the original contract value unless the full value is not expected to be used. In the latter situation, each task authorization may be reported individually or cumulatively. When a contract includes a fixed deliverable and another deliverable that requires a task authorization, the department may report the contract and task authorizations in any manner that is transparent.
v. The value of this field for the reporting of a standing offer agreement or supply arrangement agreement should be $0.

i. For an amendment, it is recommended that the contract amendment value be the value of the contract amendment. Negative amendments should include a minus sign in front of the value. It is recommended for this field to be in Canadian currency and for it to include all applicable taxes.
ii. Multiple amendment(s) to a contract that take place in the same fiscal quarter may be reported either individually or combined. Positive or negative amendments over $10,000 are to be reported quarterly in accordance with Appendix A. Positive or negative amendments of $10,000 and under are to be reported annually via email to PSPC in accordance with Appendix A, and to be reported annually on the Open Government Portal in accordance with Appendix B. An amendment should be reported either quarterly or annually. Reporting an amendment both quarterly and annually would result in double counting of the amendment’s value when calculating the total contracting activity of an organization.
iii. When a contract is entered into and subsequently amended in the same fiscal quarter, the two transactions should be reported separately. Entry into the contract should be reported as a separate entry with the value at contract entry in the original contract value and should not include the value of the contract amendment. The contract amendment should also be reported as a separate entry with the value of the amendment in the contract amendment value and the contract entry value in the original contract value.
iv. For a contract with task authorizations, when the full value is likely not to be used, the value of any subsequent task authorization may be reported as an amendment with its value reported in the contract amendment value.
v. A “0” value should be included if there are no amendments associated with the contract.

i. Standardized comments are recommended to be used (refer to Appendix C). Avoid the use of acronyms within this field.
ii. Departments are encouraged to provide a brief description of each contract.
iii. When a contract involves an economic object code specified in Appendix D, departments are to fulfill the reporting requirements specified in Appendix D.

i. Standardized comments are recommended to be used (refer to Appendix C). Avoid the use of acronyms within this field.
ii. Departments are encouraged to provide a brief description of each contract.
iii. When a contract involves an economic object code specified in Appendix D, departments are to fulfill the reporting requirements specified in Appendix D.

The additional comments English field may be populated with additional comments when an organization needs additional capacity to fulfill the reporting requirements under the comments English data field.

The additional comments French field may be populated with additional comments when an organization needs additional capacity to fulfill the reporting requirements under the comments French data field.

This data field is archived and replaced by the Appendix A data fields for Trade Agreement, Comprehensive Land Claims Agreement and Procurement Strategy for Indigenous Business.

i. It is recommended that this field indicate whether the procurement is covered by each of the applicable trade agreements.
ii. It is recommended that this field be populated with one or more of the following alphabetic characters. Report the alphabetic characters only. All text after the alphabetic characters, including the colon, is for information purposes only. For example, a procurement covered by the Canadian Free Trade Agreement and the Comprehensive Economic Free Trade Agreement is reported as CA, EU.

It is recommended that this field indicate whether the procurement is for goods, services or construction services to be delivered to an area that is within one or more of the Comprehensive Land Claims Agreements.

It is recommended that the commodity type be populated with the one of the three commodity types (Good, Service or Construction). When a contract involves more than one commodity type, the commodity type associated with the largest dollar value should be used. A department may use a different approach if this is the standard practice in the department.

i. It is recommended that the commodity code be populated with the generic product descriptions used by the federal government for procurement activities.
ii. When using the Goods and Services Identification Number (GSIN), only those GSINs published by PSPC may be used. The commodity code for goods must use a minimum of four numeric characters. The commodity code for services must use either a minimum of one alphabetic character and three numeric characters or, two alphabetic characters and two numeric characters. The commodity code for construction must use a minimum of “51” and one or two numeric characters.
iii. When a contract involves more than one commodity code, the commodity code associated with the largest dollar value should be used. A department may use a different approach if this is the standard practice in the department.

i. It is recommended that this data field be populated with the country of the vendor’s address identified in the contract.
ii. Alternatively, the country of the vendor may be the country of the vendor’s address identified in the procurement or financial system if this is the standard practice in the department.
iii. The country of vendor must be alphabetic characters listed in the International Organization for Standardization (ISO) 3166 Country Codes.

It is recommended that this field be populated with one of the five solicitation procedures listed below:
• AC: Advance Contract Award Notice (ACAN) refers to a contract awarded to a supplier identified under an ACAN process where it was determined that there were no other statements of capabilities that could successfully meet the government’s requirements.
• OB: Competitive – Open Bidding (Government Electronic Tendering System (GETS)) refers to a competitive contract where bids were solicited via GETS.
• TC: Competitive – Traditional refers to a competitive contract where bids were not solicited via GETS, but through another medium, such as soliciting bids directly from suppliers by email or phone.
• ST: Competitive – Selective Tendering refers to a solicitation procedure permitted under Canada’s trade agreements where qualified suppliers are selected from a source list (including single-use or multi-use lists) under the selective tendering procedural rules in Canada’s trade agreements.
• TN: Non-competitive refers to a contract awarded to a supplier without soliciting bids.

It is recommended that this field be populated with one or more of the limited tendering reasons listed below.

It is recommended that this field to be populated with one or more of the exceptions or exclusions listed below.

It is recommended that this field indicate whether the Procurement Strategy for Indigenous Business mandatory or voluntary set-aside applies to the procurement transaction.

i. It is recommended that this field indicate whether a contract was awarded to an Indigenous business.
ii. Any contract awarded to an Indigenous business where the procurement is subject to a mandatory or voluntary set-aside under the Procurement Strategy for Indigenous Business should be reported as “No” under this data field as such contracts are already reported under the Procurement Strategy for Indigenous Business data field.

It is recommended that this field identify whether there are terms and conditions in the contract related to intellectual property and whether those terms would result in Crown or contractor ownership of the rights to the intellectual property.

It is recommended that this field identify whether intellectual property generated under the contract has the potential for commercial exploitation.

It is recommended that this field identify whether the contractor is a former public servant in receipt of a pension under the Public Service Superannuation Act (PSSA).

i. It is recommended that this field identify whether the procurement is a contract awarded by the client department, PSPC, SSC or another departmental entity or a call-up contract against a standing offer agreement or supply arrangement agreement established by PSPC, SSC or the department.
ii. If PSPC awards a contract against a PSPC SOSA on behalf of a client department, it is recommended that the contract be reported as “PWC” for this field.
iii. If SSC awards a contract against a SSC SOSA on behalf of a client department, it is recommended that the contract be reported as “SSCC” for this field.
iv. If a department awards a contract against a PSPC or SSC SOSA, it is recommended that the contract be reported as “PWSOSA” or “SSCSOSA” as applicable.

It is recommended that this field be populated with the Standing Offer or Supply Arrangement Number applicable to this contract. This field should be left blank if there is no standing offer or supply arrangement established by PSPC or SSC associated with this contract.

i. It is recommended that the instrument type identify whether the transaction being reported is a contract, contract amendment, or a standing offer or supply arrangement agreement.
ii. The instrument type for:
- A contract is “C”;
- An amendment is “A”;
- A standing offer agreement or supply arrangement agreement is “SOSA”;
- Issuing a call-up against a standing offer or supply arrangement is “C”; and
- An amendment to a call-up is “A” for this field.
iii. When a contract is entered into and subsequently amended in the same fiscal quarter, the two transactions should be reported separately. Entry into the contract should be reported as one entry and should be identified as a contract by entering “C” for this field. The contract amendment should be reported as a separate entry and be identified as an amendment by entering “A” for this field.
iv. When a standing offer or supply arrangement agreement is amended, it should continue to be identified as an “SOSA” for this field.

It is recommended that this field indicate whether the transaction is for the Minister’s office. Ministers’ offices contracts are any contracts for goods and services entered into by a minister or their exempt staff. In accordance with the Policies for Ministers’ Offices, such contracts should be charged to either a Minister’s other operating budget or to the Parliamentary Secretary’s Assistant/Advisor operating budget. Please refer to the Policies for Ministers’ Offices for more information on the Minister’s office budgets. This data field should be entered for contracts and amendments awarded effective June 21, 2019, or, alternatively, for the contracts and amendments awarded within the month of this effective date.

It is recommended that this field be populated with the total number of compliant and non-compliant bids received in the procurement.
i. For a competitive contract, it is recommended for this field to be the number of bids received pursuant to a bid solicitation.
ii. For a call-up contract against a standing offer agreement established under a competitive process, it is recommended that a value of “0” be entered for this field. In this instance, the value of “0” represents not applicable.
iii. For a contract with task authorizations, the number of bids of the contract may be reported if this value is known when the task authorization is issued. If the number of bids is unknown, the department may input a value of 0 to indicate it is not applicable.
iv. If the contract was awarded using an Advance Contract Award Notice (ACAN) and it was determined that there were no statements of capabilities that met the ACAN requirements, it is recommended that a value of “1” be entered for this field.
iv. For non-competitive contract, it is recommended that a value of “1” be entered for this field.
vi. For the establishment of a standing offer or supply arrangement agreement, it is recommended for this field to be the number of standing offer or supply arrangement bids received. If the standing offer was established under a non-competitive or an ACAN procurement process where it was determined that there were no statements of capabilities that meet the ACAN requirements, it is recommended that a value of “1” be entered for this field for subsequent contracts awarded under the standing offer.
vii. For a competitive contract awarded by PSPC, SSC or another department on behalf of the client department, a value of “0” may be entered if the information is not available within the reporting period for which the contract was awarded. Once the information is available, the contract record is to be updated at the next subsequent reporting period, or as soon as practicable.

i. The Government Contracts Regulations requires the solicitation of bids unless one of the s.6 exceptions to the Government Contracts Regulations applies to the contract.
ii. It is recommended that this field be populated with one of the s.6 exceptions to solicit bids if bids have not been solicited for the contract.
iii. It is recommended that this field be populated with one of the s.6 exceptions to solicit bids if the contract was awarded using an Advance Contract Award Notice (ACAN) and it was determined that there were no statements of capabilities that met the ACAN requirements.
iv. For contracts whereby bids have been solicited or if the procurement is not a contract subject to the Government Contracts Regulations, the value of “0” should be entered. For this data value, the value of “0” represents not applicable.

It is recommended that this field be populated with one of the bid evaluation methodologies below if bids have been solicited for the contract:
i. If bids have not been solicited, the value of “0” is to be selected.
ii. For ACANs whereby it was determined that there were no statements of capabilities that met the ACAN requirements, the value of “0” should be entered.
iii. For amendments, select the value of “0” of this field.
iv. For a competitive contract awarded by PSPC, SSC or another department on behalf of the client department, a value of “0” may be entered if the information is not available within the reporting period for which the contract was awarded. Once information is available, the contract record is to be updated at the next subsequent reporting period, or as soon as practicable.

It is recommended for this field to indicate whether the procurement is subject to one or more of the applicable Socio-economic indicators.

It is recommended that this field be populated in the standard format described below.
When published on the Open Government portal, this field will contain the fiscal quarter this particular contract entry was reported to the public. For example if a contract is being amended on May 3, 2017, and reported in the first fiscal quarter of 2017-–2018, the entry should be 2017-2018-Q1.