COMMISSIONER'S DIRECTIVE

Materiel and Supply Management Services

Policy Bulletin 219

[ Policy Objective  |  Authorities  |  Cross-Reference  |  Policy Framework  |  Requirements  |  Other materiel

POLICY OBJECTIVES

1. To ensure that:

1. the Correctional Service of Canada (CSC) respects the government procurement contracting process to acquire goods and services and to carry out construction in a manner that enhances access, competition and fairness and results in best value or overall benefits to the department;
2. materiel meets CSC requirements for effective program delivery; and
3. the CSC achieves value for money when planning, acquiring, using and disposing of materiel assets.

AUTHORITIES

2. Treasury Board Materiel Management Policy and applicable circulars;
Public Works and Government Services Canada policy, circulars and delegations.

CROSS-REFERENCES

3. Commissioner's Directive 340 - Electronic Systems;
CSC Security Equipment Manual;
Public Works and Government Services Canada Supply Manual (reference to purchases from the CSC);
CSC Financial Signing Authorities, Schedule 26 - Procurement.
Treasury Board Policy on Green Procurement

POLICY FRAMEWORK

4. Each responsibility centre head must ensure that materiel management activities are appropriately monitored and respect the mandatory requirements specified in the central agency and CSC policy framework documents which include but are not limited to the following components:

1. CSC Guidelines 350-1 on Asset Management;
2. CSC Guidelines 350-2 on Acquisition Cards.

REQUIREMENTS

5. The Service must manage its materiel resources consistent with a life-cycle approach that incorporates the following phases:

1. assessing and planning materiel requirements;
2. acquiring materiel resources;
3. operating, using and maintaining materiel; and
4. disposing of and replacing materiel.

6. CORCAN is an integral part of CSC and shall therefore be considered the main supplier to CSC for any goods and services provided via the use of offender labour, subject to paragraph 7 hereof. (Refer to the listing of these commodities on the following CORCAN InfoNet site: http://appsweb.csc-scc.gc.ca/CorcanCatalog/index.jsp.

7. Each responsibility centre head must:

1. ensure that any requirements of goods or services identified in the referenced commodity list are brought to the attention of CORCAN (CORCAN is accountable for providing quality goods and services within the agreed timeframe, but longer timeframes will be acceptable unless they would create a severe negative impact on CSC's operations);
2. ensure that CSC works with CORCAN to develop mutually beneficial pricing for each individual requirement, taking into account competitive market pricing (in some cases, CSC could even consider paying up to 15% more for CORCAN products and services than for equivalent items from the trade given the correctional benefits of inmate work opportunities);
3. utilize the National Master Standing Offer Agreements created by CSC National Headquarters Contracting and Materiel Services for goods and services provided by CORCAN and consumed by all regions;
4. ensure that the rationale for not awarding a contract to CORCAN for the goods and/or services that CORCAN can provide is detailed in the individual procurement file, which will include a cost-benefit analysis, if required; and
5. exempt from this requirement construction contracts and collateral furniture and equipment related to construction.

8. Materiel acquired by the Service must be considered as CSC resources and its use by a particular organizational unit must not be construed as ownership.

9. Budget managers who require materiel resources for their operations are responsible for the identification and definition of those materiel requirements. These managers are also responsible for the safekeeping of all assets in their charge.

10. 10. The management of the materiel resources is facilitated via corporate automated systems. National Headquarters is responsible for the identification, coordination, implementation and maintenance of the corporate systems.

11. Each responsibility centre head must utilize the Service's integrated automated system (procurement, inventory, financial and asset modules) which will provide the information necessary for efficient and effective management of their materiel resources.

OTHER MATERIEL

12. Requisitions for the procurement and maintenance of electronic systems must be carried out as per CD 340 - Electronic Systems.

13. All requisitions for new security devices and/or articles not included in the Security Equipment Manual must be approved by National Headquarters.

Commissioner,

Original signed by
Keith Coulter

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