SENATE

SNAT

Finance Directorate

Direction des finances

CANADA

GENERAL MATERIEL
MANAGEMENT POLICY

This policy was adopted by the Standing Committee on

internal economy, budgets and administration of the
Senate of Canada on:

March 27, 2003

and amended on:

July 18, 2005

Reviewed: May, 2008

TABLE OF CONTENTS
1. INTRODUCTION

1.1
1.2
1.3
1.4
1.5
1.6

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4
4
4
5
5

Name
Purpose
Authority
Definitions
Description
Inquiries

2. POLICY

2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
2.12
2.13
2.14
2.15
2.16
2.17
2.18
2.19
2.20
2.21
2.22
2.23
2.24
2.25
2.26
2.27
2.28
2.29
2.30
2.31
2.32

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6
6
7
7
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7
7
8
8
8
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8
8
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9

General
Code of Ethics
Indemnity
Persons Authorized to Procure
Petty Cash
Principles of Competitive Sourcing
Competitive Sourcing Process
Exceptions to the Competitive Sourcing Process
Request for Sole Sourcing
Authority to Contract
Request for Information
Senate Source Lists
Invitations to Bid
Off-List Suppliers
Number of Competitors
Technical Specifications
Final Specification Approval
Time Limits for Tendering
Time Limits for Consideration of Bids
Reserved Discretion to Award Contract
Criteria for Awarding of Contracts
Waiting Period
Notification of Results
Debriefing Sessions
Confidentiality
Request for Bid Review
Bid Review Committee (BRC)
Bid Review
Standardization
Quality Level
Unsatisfactory Materiel
Surplus Materiel

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2.33 Alternative to Purchasing Materiel

2.34 Loans
2.35 Loss or Damage
2.36 In-House Printing and Duplicating
2.37 Reporting
2.38 Contracts over $100,000
2.39 Socio Economic Objectives
2.40 Environmental Purchases

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12

3. ROLES AND RESPONSIBILITIES

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3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9

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15
15
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15
16
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The Committee
Clerk of the Senate
Director, Finance Directorate
Manager, Purchasing and Contracting
Supervisor, Purchasing and Contracting
Supervisor, Asset Management and Distribution
Materiel Management Staff
Honourable Senators, Directors and Managers
Employees

4. PROCEDURES

18

4.1
4.2
4.3
4.4
4.5
4.6

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19

Initiation of Request
Lead Time
Receipt of Goods
Receipt of Services
Memorandum of Understanding (MoUs)
Internal Requisition Forms

5. FORMS

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5.1 Internal Requisition

5.2 Request for Approval Form

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1. INTRODUCTION
1.1 Name
This policy is called the Senate General Materiel Management Policy.

1.2 Purpose
The purpose of this policy is to establish the principles, rules, practices, roles and responsibilities governing the
procurement of goods and services in the Senate. It may be supplemented by more specific policies.

1.3 Authority
This policy was adopted by the Standing Senate Committee on Internal Economy, Budgets and Administration on
March 27, 2003 and amended on June 12, 2003.

1.4 Definitions
Assets (non-financial):
A- Assets are tangible or intangible items that are purchased, constructed, developed or otherwise
acquired and:
-

are held for use to achieve Senate objectives;

have a useful life extending beyond one year and are intended to be used on a continuing basis;
beneficial ownership and control clearly rest with the Senate;
risks and benefits of ownership clearly rest with the Senate (as is the case of capital lease)
purchase value is greater than $1,000.00.

B- Accountable Assets are furniture, furnishings and equipment that are part of an approved policy or
scale of entitlement. Such assets will be recorded in the asset management system regardless of
purchase value.
C- Capital Assets for Senate accounting purposes generally include all assets that meet the criteria listed
above under section "A" and that are treated as capital assets under the accounting rules of the Senate.
Committee:
Means the Standing Senate Committee on Internal Economy, Budgets and Administration.
Contracting Official:
Means the Purchasing and Contracting employees who are responsible for conducting a particular
procurement of goods or services.
End User:
Means the person, department, committee or other body within the Senate who will use or consume the
materiel or services, which is the subject of a particular procurement.

Materiel:
Means moveable property acquired by the Senate for use as a resource in its operations and includes
machinery, equipment, furniture, fixtures, and consumable, whether held in stores or located at the point of
use.
Materiel Management:
Means the collective methods and procedures dealing with materiel in all of its states or stages of its use, from
design specification, acquisition, allocation, utilization, monitoring, controlling, disposing and reporting.
Materiel Management Services:
Means the Procurement and Contracting program reporting to the Finance Directorate and the Asset
Management and Distribution Program reporting to the Parliamentary Precinct Services Sector (PPSS).

1.5 Description
Certain policies of materiel management are broad enough to apply to all categories of goods and services. This policy
describes the general principles and procedures to be complied with for the procurement of goods and services.

1.6 Inquiries
Questions regarding this policy and the procurement of goods and services by the Senate should be directed to the
Manager, Purchasing and Contracting Services.

2. POLICY
2.1 General
The Committee:
a- recognizes that together with human resources, monetary funds and other property, materiel is one of the
main resources that the Senate has at its disposal to carry out its operations and programs;
b- expects and directs end users of materiel, with the specialist support of the Managers responsible for
Materiel Management programs, to give continuing and pervasive attention to materiel in all its forms:
materiel in use, materiel in stores, surplus assets and even the items design or specification;
c- expects all managers to give materiel management close attention so that it reaches a high level of
development and practice throughout the Senate and achieves a prominent place in the total management
function;
d- expects and directs end users to use materiel only for Senate and incidentally related purposes;
e- expects and directs end users to use materiel frugally, productively and prudently with a view to using the
minimum materiel required for the maximum return;
f- expects and directs end users and managers to obtain active involvement of Materiel Management
specialists in the early stages of planning for all materiel requirements, at all levels of the decision making
process;
g- affirms that improper use of materiel is improper use of public funds;
h- affirms that negligent control of materiel is negligent control of public funds;
i- directs that the economic, efficient and effective use and control of materiel be a subject of performance
appraisal of managers and end users; and
j- affirms that the two major concerns of materiel management, supply and control, be given equal emphasis.

2.2 Code of Ethics

Employees of Materiel Management Programs will abide by the code of professional ethics of the Materiel
Management Institute and will not in any way, benefit personally from their activities by accepting gifts or discounts
from suppliers.

2.3 Indemnity
The Senate shall indemnify and save harmless any employee of the Senate from and against all costs, claims, damages,
charges and expenses whatsoever that the employee sustains or incurs arising from, or in connection with, any action or
proceeding in respect to any act done or permitted by the employee in connection with materiel management, provided
that the employee:
a) acted honestly and in good faith with a view to the best interests of the Senate; and
b) had reasonable grounds for believing that the employees conduct was lawful.

2.4 Persons Authorized to Procure

Materiel for use in the Senate shall only be procured by Purchasing and Contracting staff or such other persons as may
be authorized by a Senate policy. Persons procuring materiel in the name of the Senate without its authority will be
required to either pay the supplier or reimburse the Senate where it pays the supplier. Therefore, unless expressly
authorized by the Manager responsible for the Purchasing and Contracting Program, end users shall not directly contact
suppliers to discuss procurement or enter into an agreement for the procurement of goods or services.

2.5 Petty Cash

Materiel to be procured at a cost of $2,500.00 or less and the procurement of which is otherwise authorized and funded
may be purchased with petty cash by a person authorized to do so by a Senator or a manager.

2.6 Principles of Competitive Sourcing

The competitive sourcing rules established by this policy are to be interpreted to allow:
a) the Senate to purchase those goods and services which provide the best overall value; and
b) qualified suppliers the opportunity to have access to Senate business.

2.7 Competitive Sourcing Process

To promote fair, open, impartial and competitive procurement procedures in the Senate, consulting services having a
value exceeding $35,000 and goods or other services having a value exceeding $25,000 shall be procured through a
competitive sourcing process (a competition) held in compliance with the rules established in this policy. No
procurement is to be divided into separate contracts solely to avoid these rules. The competitive process is not to be
used for requests for pricing information.

2.8 Exceptions to the Competitive Sourcing Process

Some or all the provisions of this policy governing competitive sourcing process may be waived by the Clerk of the
Senate or the Committee or a subcommittee thereof where the end user so requests in writing with reasons, or the
procurement:
a) is for works of art or similar items;
b) involves the protection of proprietary information;
c) can be satisfied only by a particular supplier and no reasonable alternative or substitute exists or there is an
absence of competition for technical reasons;
d) could not be satisfied in time if the process were followed;
e) is for replacement parts;
f) could result in a change of supplier that would compel the procurement of equipment or services that
would not be compatible with existing equipment or services;
g) is for consulting or similar services of a confidential nature, the disclosure of which could reasonably be
expected to compromise parliamentary or government confidences or similarly be contrary to the public
interest; or
h) affects national security.

2.9 Request for Sole Sourcing

Requests from Senate Committees for sole sourcing shall be pre-authorized by the Committee or an authorized
subcommittee thereof at the time of the approval of the Senate Committees budget application. Requests from
Administration for sole sourcing shall be pre-authorized by the Clerk of the Senate, the Committee or the Committees
subcommittee on agenda and procedures.

2.10 Authority to Contract

An instruction to Purchasing and Contracting to enter into a competitive sourcing process for the procurement of goods
or services shall constitute an authority for the Contracting Official to enter into a contract as a result of that process.

2.11 Requests for Information

Where price, availability and other products or service information is required for planning, budgetary or other
purposes, but the competitive sourcing process is not suitable because it is not yet intended that a contract be awarded,
end users may make a request to Purchasing and Contracting to obtain the desired information from suppliers. The
request for information to suppliers should clearly indicate that:
a) the request for information is for price and availability information only;
b) a contract will not be awarded on the basis of the responses to the request for information; and
c) should procurement of the subject of the information request under the competitive sourcing process
established in this policy follow, the suppliers who responded to the request for information will be
expressly invited to submit bids.

2.12 Senate Source Lists

Purchasing and Contracting will maintain source lists of qualified suppliers for products and services. Any supplier
may apply to be qualified as a supplier and entered onto the relevant Senate source lists. Where an application is
rejected, Purchasing and Contracting will notify the supplier and, upon request, advise the supplier of the grounds for
the rejection.

2.13 Invitations to Bid

When materiel is to be procured under this policy by competition, a contracting official shall invite bids from qualified
suppliers on the relevant Senate source lists and all interested qualified suppliers may bid.

2.14 Off-list Suppliers

Suppliers who are not on the Senates source lists may bid in a materiel procurement competition for which bids have
been invited. Such suppliers must qualify in accordance with the terms and conditions of the specific requirement and
meet the specific time limits.

2.15 Number of Competitors

The contracting authority shall ensure that an appropriate number of qualified suppliers are invited to tender, having
due regard to the effectiveness and efficiency of the tender process.

2.16 Technical Specifications

In a request for materiel procurement, the end user must specify or define in terms capable of objective verification by
the Contracting Official, the technical specifications of the materiel to be procured. Technical specifications should be
in terms of performance criteria rather than design or descriptive characteristics. They should not refer to a particular
trademark or product name, or producer or supplier, unless there is no sufficiently precise or intelligible way of
otherwise describing the procurement requirements and, in such cases, words such as or equivalent should be
included in the procurement request.

2.17 Final Specification Approval

The Manager responsible for Purchasing and Contracting or his/her delegate provides final approval of all
specifications to ensure that they are not unduly restrictive and that otherwise comply with this policy and the best
interests of the Senate.

2.18 Time Limits for Tendering

Requests for tenders must state the closing date and time for receipt of bids. The closing time for a competition may
only be changed if all bidders are notified of the new date and time prior to the expiry of the original closing time.

2.19 Time Limit for Consideration of Bids

Bids must meet the time limits for their receipt in order to be considered.

2.20 Reserved Discretion to Award Contract

The Senate reserves a discretionary right in all cases to make a final decision on whether or not to award a contract
following a competition.

2.21 Criteria for Awarding of Contracts

A decision to award a contract as a result of a competitive process shall be made on the following basis:
a) the selected bid is in total compliance with all the mandatory requirements stated in the tender document;
b) is made by a supplier whom the evaluation committee considers able to fulfill its bid obligations; and
c) the selected bid is determined by the evaluation committee to be the most advantageous in terms of overall
value based on the specific evaluation criteria set out in the tender document.

2.22 Waiting Period

No contract shall be awarded until the later of ten days, or the decision of the Bid Review Committee.

2.23 Notification of Results

Once the bid offering the best value to the Senate has been identified, and a decision to award a contract to the
identified bidder has been made, the Contracting Official shall on the same day notify or attempt to notify, in writing,
all bidders of the result of the evaluation process and offer every bidder the opportunity to attend a debriefing session
on the evaluation of its bid.

2.24 Debriefing Sessions

A bidder in a competition may request a debriefing session within two days of the day on which the bidder was notified
of the results. The debriefing session shall take place no later than four days after the day on which all bidders were
notified of the results.

2.25 Confidentiality
The Senate shall maintain the confidentiality of information submitted by suppliers in the same way and to the same
extent as bodies governed by the Access to Information Act and the Privacy Act.

2.26 Request for Bid Review

An unsuccessful bidder, who has been debriefed, may within six days after the day on which he was notified of the
selection results, submit a written request to the Clerk of the Senate for a bid review by a Bid Review Committee. The
request for review must contain one or more specific complaints on the manner in which the procedures established by
this policy were breached in the competition.

2.27 Bid Review Committee (BRC)

A Senate BRC shall consist of the Clerk of the Senate and two managers, to be named by the Clerk of the Senate, who
do not have a direct interest in the specific tender in question.

2.28 Bid Review

The BRC shall investigate the complaint or complaints in an expeditious manner and either dismisses the complaint or
justifies the complaint and issues such instructions, as the BRC deems appropriate.

2.29 Standardization
Equipment standardization and variety reduction will be implemented wherever possible in order to obtain best value
for money unless this objective cannot be accomplished given the special character or unique nature of the particular
procurement.

2.30 Quality Level

Where no quality standards or restrictions exist for comparison, the quality of materiel to be procured shall be
determined on the basis of a cost effectiveness review.

2.31 Unsatisfactory Materiel

End users shall report to Purchasing and Contracting at the first possible opportunity the unsatisfactory performance of
materiel acquired or put into use. Purchasing and Contracting shall take corrective measures with the supplier and,
where appropriate, improve the technical specifications for acquisition in the future for similar or identical materiel.

2.32 Surplus Materiel

Since excess materiel that is no longer used or required in one area can be an expensive waste of resources, to the
extent possible and where economically feasible, it shall be promptly re-allocated to other areas where the need is
greatest.

2.33 Alternative to Purchasing Materiel

Purchasing and Contracting shall encourage the reallocation within the Senate of excess materiel, the sharing of
materiel resources within the Senate, the borrowing of materiel from outside sources and other innovative forms of
sourcing materiel that will reduce expenditures.

2.34 Loans
Loans of Senate materiel to other government departments, industry or institutions are allowed when duly authorized.

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2.35 Loss or Damage

All employees are responsible for reporting the loss or damage of materiel resources to their Senator or manager
immediately. All Senators and managers must report as soon as possible the loss or damage of materiel resources to
Protective Services and the Asset Management & Distribution Services. Users must ensure that materiel is given
adequate security and protection.

2.36 In-House Printing and Duplicating

When economically feasible and when the required quality level can be achieved, printing shall be performed in-house.

2.37 Reporting
The Director of the Finance Directorate shall submit to the Committee, on a quarterly basis, a report prepared by the
Manager responsible for Purchasing and Contracting, in regard to:
a) all procurement of goods or services exceeding $25,000 in total value or any amendment to an existing
contract that would result in the revised total surpassing $25,000. This report will explain the details of the
contracting process for the particular procurement;
b) all instances of non-compliance with the competitive tendering provisions in this policy; and
c) all competitive processes initiated.

2.38 Contracts over $100,000

End users must seek and obtain authorization from the Committee:
a) prior to initiating any procurement action for goods or services that exceed $100,000;
b) for major amendments of terms and conditions of contracts, previously approved by the Committee, prior
to final changes made on the contract; and
c) for requests, regardless of value, that the Contracting Official may judge that it is not proper use of public
funds.

2.39 Socio-Economic Objectives

I)

The Senate supports national objectives such as industrial and regional development, aboriginal economic
development and other approved socio-economic objectives.

II)

When economically and logistically feasible, impediments to suppliers in the region shall be reduced in order to
enable them to compete for Senate business with local suppliers. This may be achieved by removing certain
factors such as shipping costs in the competitive documents and evaluation process and potentially the inclusion
of other factors as may be appropriate to ensure that the location of suppliers does not impede their ability to
compete for Senate business. A review of the potential application of these objectives will apply in the following
cases:
Procurement estimated to be over $100,000 dollars;
Procurement of goods or services for use in the regions regardless of dollar value;
Any potential additional costs such as shipping and travel is estimated to be under 10% of the
value of the goods and services to be procured;
When mandatory logistical requirements such as lead-time, installation, maintenance and
support are not compromised due to the remote location of suppliers; and
When all other mandatory requirements including quality and specifications can be achieved.

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2.40 Environnemental Purchases

2.40.1

The environmental clause in competitive processes has been recently expanded and formalized and will
be utilized in all Requests for Proposals (RFP) and in certain cases in Requests for Quotations (RFQ) in
accordance with the following.

2.40.2

REQUESTS FOR PROPOSALS (RFP)

The following environment clause will be included in all RFPs and a maximum of 5% of potential points will
be awarded to suppliers that demonstrate in their response sound environmental practices.
The Senate requests that its suppliers demonstrate and develop good environmental
practices. Suppliers proposals will therefore be evaluated on their environmental
initiatives and suppliers must indicate in their proposal in what way they promote a
safe environment in their manufacturing, administrative and / or purchasing practices.
Full points for this criterion will be awarded to suppliers who have implemented
formal programs and received certification such as ISO 14001, EcoLogo, EngeryStar,
Green Seal, Energuide, etc. Partial points will be awarded to suppliers who do not
presently have formal certifications but have implemented a formal environmental
policy that includes environmental audits and review programs. This policy and
program should include some or all of the following: packaging, recycled or
remanufactured content, take-back programs, renewable and / or sustainable
resources, non-hazardous products, reusable and recyclable packaging, etc.
2.40.3

REQUESTS FOR QUOTATIONS (RFQ)

In general, RFQs include mandatory requirements that all potential bidders must meet. Quotations are normally
evaluated based on the lowest cost quotation submitted that meets all the stated specifications and other
mandatory requirements set forth in the RFQ. Therefore, environmental issues would need to be included as part
of the mandatory requirements in the RFQ. In such cases, suppliers must meet this requirement in order to
participate in the competition. This may impact on the quantity of suppliers that would qualify and may also
result in higher prices. Therefore, all such requirements will need to be evaluated on a case-by-case basis in
regard to the merit of including environmental clauses versus the possibility of higher costs.
The following standard clause will be added to RFQs and activated in cases where the price offered by two or
more suppliers is the same.

The Senate requests that its suppliers demonstrate and develop good environmental
practices. In the event that the price quoted by more than one supplier is the same,
consideration will be given to the supplier whose environmental practices are identified in
their quotation. Therefore suppliers should indicate in their quotation in what way they
promote a safe environment in their manufacturing, administrative and / or purchasing
practices. Preference will be given to suppliers for this criterion who have implemented
formal programs and received certification such as ISO 14001, EcoLogo, EngeryStar,
Green Seal, Energuide, etc. In the event that no suppliers meet the formal certification
requirement, consideration to suppliers who have implemented a formal environmental
policy that includes environmental audits and review programs may be exercised. This
policy and program should include some or all of the following: packaging, recycled or
remanufactured content, take-back programs, renewable and / or sustainable resources,
non-hazardous products, reusable and recyclable packaging, etc

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2.40.4

Enforcement of Environmental Clause

In support to the above environmental clauses, the following would be added to the terms and conditions of
resulting contracts:
Suppliers will maintain or exceed the environmental practices indicated in their proposal / quotation documents
for the duration of the Agreement

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3. ROLES AND RESPONSIBILITIES

Certain roles and responsibilities are broad enough to apply to all categories of goods and services. The following is a
list of positions and their respective responsibilities.

3.1 Standing Senate Committee on Internal Economy, Budgets and Administration

The Standing Senate Committee on Internal Economy, Budgets and Administration is responsible for:
a) ensuring that policies and procedures are in place to address the acquisition, allocation, control and
disposal of assets;
b) encouraging the Contracting Official to bring to the attention of the Committee any requests for
goods/services that may not be proper use of public funds;
c) reviewing and authorizing all requests for goods and services exceeding $100,000 in value or other
requests brought to the attention of the Committee;
d) advising the Contracting Official through minutes of the approval of requests brought to the attention of
the Committee and advising both the end user and the Contracting Official on requests that have not been
approved by the Committee; and
e) reviewing and authorizing requests for exceptions to the competitive sourcing process.

3.2 Clerk of the Senate

The Clerk of the Senate is responsible for:
a) ensuring that policies are reviewed by the Committee to obtain a decision before implementation through
the Senate;
b) ensuring the implementation of the policies in place at the Senate;
c) ensuring that Senate managers are evaluated on their management of materiel as they are for their
management of human and financial resources; and
d) reviewing and authorizing requests for exceptions to the competitive sourcing process.

3.3 Director, Finance Directorate

The Director, Finance Directorate is responsible for:
a) ensuring that qualified individuals are engaged in positions of functional specialty in the Procurement
Functions;
b) managing the implementation of policies and the development of plans to address identified problems; and
c) reporting to the Committee all requests that exceed $25,000 in value, non-compliance to policy and
competitive processes initiated.

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3.4 Manager, Purchasing and Contracting

The Manager of Purchasing and Contracting is responsible for:
a) researching, developing, in consultation with other activity centres, and drafting Senate policies and
procedures covering all aspects of Purchasing and Contracting;
b) ensuring that approved policies are applied;
c) providing direction and professional advice concerning all areas of Purchasing and Contracting to the
Honourable Senators, managers and all other Senate employees;
d) designing, coordinating, organizing and managing the Purchasing and Contracting function at the Senate;
e) providing and/or promoting training in Purchasing and Contracting;
f) managing the automated materiel management systems;
g) investigating and reporting on unsatisfactory quality and performance of materiel having a Senate wide
impact; and
h) managing the Purchasing and Contracting Services;

3.5 Supervisor, Purchasing and Contracting

The Supervisor, Purchasing and Contracting is responsible for:
a)
b)
c)
d)

managing the centralized purchasing and contracting functions of the Senate;

managing all competitive processes for goods and services;
managing budgets and staff;
preparing monthly and quarterly reports on activities, work plans, budget consumption and forecast,
competitive processes and contracts over 25K;
e) ensuring that systems are maintained in support to the purchasing function;
f) approving requirement specifications; and
g) applying approved policies.

3.6 Supervisor, Asset Management and Distribution

The Supervisor, Asset Management and Distribution is responsible for:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)

15

recommending and implementing a Senate scale of entitlement;

monitoring and reporting on utilization of assets;
administering the asset inventory control system;
reallocating reusable assets;
managing the disposal process for surplus Senate materiel;
ensuring that a monitoring and reporting system is in place to evaluate the management of assets
throughout the Senate;
preparing annual capital replacement plans;
managing the storage and distribution of goods;
compiling information and submitting monthly and quarterly reports on activities, work plans, budget
consumption, budget forecast, assets lost, etc.; and
applying approved policies;

3.7 Materiel Management Staff

Materiel Management staff are responsible for:
a)
b)
c)
d)
e)
f)

performing in accordance with the directives and regulations of the Senate;

providing in a timely fashion goods and services in the quality and quantity required;
providing employees with advice on materiel management matters;
operating the Purchasing and Contracting function of the Senate;
operating the Asset Management and Distribution function;
investigating and reporting on unsatisfactory quality and performance of materiel having component wide
impact; and
g) providing advice to employees on sources of supply by researching and developing source lists.

3.8 Honourable Senators, Directors and Managers are responsible for;

a) ensuring that all materiel requirements are adequately defined or specified in terms capable of verification;
b) identifying conditions where commercially available goods do not meet requirements and for the related
decision to acquire custom made goods;
c) ensuring the best use of materiel resources allocated to them through proper allocation and the monitoring
and controlling of consumption;
d) requesting goods or services in a manner that will give evidence of their judicious use of public funds;
e) reporting to purchasing staff the unsatisfactory performance of any materiel;
f) ensuring that employees are aware of their responsibilities regarding the security of materiel and that
shortcomings of those security requirements are reported to the Director of Senate Protective Services;
g) ensuring that materiel is not removed from Senate premises or areas of responsibility without appropriately
documented authorization;
h) identifying, reporting, and transferring surplus furniture and equipment to the Asset Management and
Distribution Services;
i) reporting changes of the status of their capital assets holdings to the Asset Management and Distribution
Services in accordance with established directives; and
j) seeking and obtaining authorization from the Committee for all requests that exceed $100,000 in value.

3.9 Employees
Employees are responsible for:
a)
b)
c)
d)

using materiel for approved Senate activities;

using materiel efficiently so as to keep waste to a minimum;
protecting assets from unnecessary damage or loss;
reporting to their supervisors all deficiencies, loss, damage or the absence of adequate security regarding
materiel;
e) obtaining documented authority prior to removing Senate assets from Senate premises or areas of
responsibility; and
f) obtaining approval of the custodian (Senator or Activity Center Manager) before moving any capital assets.

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4. PROCEDURES
Certain procedures are broad enough to apply to all categories of goods and services. The following is a list of such
procedures.

4.1 Initiation of Request

When identifying needs, the end user must provide a complete description, intended utilization and detailed
specifications in terms that:
a) are capable of verification;
b) allow for easiest procurement of goods or services; and
c) subject to this policy, permits the greatest number of suppliers to have access to Senate business.

4.2 Lead Time

The end user must allow sufficient lead-time to permit the competitive process to obtain the greatest value. However, in
cases where the end user judges that the cost of this delay is greater than the savings that may be realized by the
competitive process, documentation to this effect must accompany the request.

4.3 Receipt of Goods

Persons receiving and signing receipt documents must have formal delegated signing authority and must:
a) examine the goods to ensure that the goods received are those that were ordered and that they are in good
condition;
b) report damage or improperly filled orders to Purchasing staff as soon as possible;
c) compare the goods received with packing slips to ensure that no discrepancies exist;
d) sign the receiving report noting date goods or services were received, quantities received and back-orders;
and
e) send original of the receipt report, packing slip and shipping documents to Senate Purchasing as soon as
possible.

4.4 Receipt of Services

End users of services shall:
a) verify that the services have been performed to specifications;
b) sign the receiving report portion of the purchase order, noting the date on which the services were
completed; and
c) send the original of the receipt report to Senate Purchasing as soon as possible.

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4.5 Memorandum of Understanding

a) End-users must consult with Purchasing and Contracting from the on-set of discussions with third parties;
b) Requests to draft or review MoUs should be submitted to Purchasing and Contracting. The request must
be signed by a manager with the appropriate approval and expenditure initiation authority when the MoUs
includes a financial commitment on behalf of the Senate;
c) Purchasing and Contracting will consult with the Office of the Law Clerk for advice in regard to specific
MoUs. The timing of this consultation will depend on the nature of the agreement, the involvement of the
Law Clerks Office may occur at the early stage in the process while at other times it may be very limited);
d) MoUs will be signed only by person/s with delegated contracting authority (including the delegation on a
case by case basis to specific managers as per the procedure and authority outlined in the Delegation of
Financial Authority Policy);
e) Once signed, the MOU must be returned to Purchasing and Contracting. The original will be submitted to
the Office of the Law Clerk who will be responsible for the depository, one copy for Purchasing and
Contracting, one copy for Finance and one copy for the end-user and signatory if different from Purchasing
and Contracting or end-user (when delegated).

4.6 Internal Requisition Form

All requests for the acquisition of goods or services shall be made on the Internal Requisition form no. SEN-05001
available from Senate Printing Services.

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5.1 Internal Requisition Form

Senate

Snat
CANADA

INTERNAL REQUISITION FOR

MATERIEL / SERVICES

TO: MATERIEL MANAGEMENT

AU: SERVICE DE LA GESTION DU MATRIEL

From / de: Hon: Senator / Hon. Snateur Directorate / Direction

Address / Adresse
Contact

COMMANDE INTERNE DE
MATRIEL / SERVICES

Tel. No. / No. de tl.

Deliver to / Livrer

M.M. Ref. No.

No. de la G du.M.

Charge to:
Charg :
Item no /
No. de lart.

Date of Request
Demand le
Description

U/I
U/E

Quantity
Quantit

Date Required
Requis le
Unit Price
Prix unitaire

Ext. Cost
Prix total

Special Instructions / Instructions spciales

Total
Not to Exceed
Ne doit pas dpasser
Recommended Supplier / Fournisseur suggr
Address / Adresse

Approved by: / Approuv par:

Name / Nom: _________________________

Signature:
SEN: 05001 09/97

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Title / Titre:_______________

Date:

Contact:_
Tel. No./ No. de tl.

5.2 Request for Approval Form

In accordance with applicable policy, approval is requested to commit funds as follows:
PART A:

TO BE COMPLETED BY REQUESTER

Name of Requester:
Funding from:

__ Administration

__ Senators Research and Office Expenses Budget

__ Other (please specify)____________________________

Description of Requirement:

Estimated or actual cost:

Justification:

$_____________

Requesters Signature:___________________________________
PARTIE B :

Date:__________________

TO BE COMPLETED BY THE RECORDING CLERK OF THE STANDING COMMITTEE ON INTERNAL

ECONOMY, BUDGETS AND ADMINISTRATION

Resolution:
This request was reviewed by the Standing Committee on Internal Economy, Budgets and Administration or the Steering
Committee thereof and authority to proceed in accordance with this request and the applicable Senate policy is:
__ Granted

__

Denied

__

* Partial Approval

* Partial Approval is granted to a maximum dollar value (excluding taxes) not to exceed $______________.

The applicable Senate policy is to be amended to include the goods or services described on this document as a standard
entitlement:
YES __
NO __
On Behalf of the Standing Committee on Internal Economy, Budgets and Administration
Signature:__________________________________________ Date:________________

Name:_____________________________________________

SEN-05045 05/99

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