A practical guide for new buyers in federal departments and agencies

Table of Contents

Foreword -
Buying in departments and agencies of the Government of Canada is more decentralized than ever. Departments buy most of their own services and low-dollar value goods. Many goods and services are bought by using standing offers, while we buy low dollar value goods (less than $5,000) by using government acquisition (credit) cards.

As a new buyer, where do you fit in?
Because your clients generally do not have much contracting experience, contracting expertise is what you bring to them. Following their initial contact, you help your clients define their requirement. Then you initiate, prepare and manage a contract for the purchase.

To be good at your job, you must first learn the rules and regulations of buying. This guide will help you to learn the basics in buying goods and services and to understand the procedures. You will also learn about Public Works and Government Services Canada's (PWGSC) procurement services and where to find out more about them.

What makes a good buyer?
Good buyers are individuals who tend to be precise in their work, and who enjoy meeting challenges. Because buying for government is often complex, you must devote time and energy to become good at it. Your supervisor and your colleagues will help you to learn your job, but it is the experience you gain working that will make you more proficient. Training in all aspects of contracting provided by PWGSC and your department will improve your skills.

While deferring to the broad view of the government's policies and contracting regulations, departments have developed their own contracting practices and administrative procedures, not all of which can be listed here. The guide outlines and explains only the most common rules and regulations. And the guide does not discuss the regional variations in buying and contracting practices that regional buyers must learn.

Throughout the guide, various terms, such as to buy, buying, purchasing, acquiring, are used interchangeably, as are procurement, purchase and acquisition. Every effort has been made to keep the guide and its message simple and clear.

Business Access Canada hopes that this guide will help you to understand the often complex business of buying and contracting.

The guide is divided into three parts:

• Part one outlines the basic rules in government procurement and the general practices in buying; it leads you through the process, from the beginning, when you help your client define the need, through the various steps in buying, all the way to close out of the contract.
• Part two briefly lists PWGSC's mandatory and optional procurement services.
• Part three consists of a selected reading list.