Defining Operational Requirements for DND Projects: A Comprehensive Guide, Schemes and Mind Maps of Property Law

Download Defining Operational Requirements for DND Projects: A Comprehensive Guide and more Schemes and Mind Maps Property Law in PDF only on Docsity! 25/08/2021 Annex: Matrix of Responsibilities - Buyandsell.ge.ca I *¥] Government Gouvernement ad ofGanada = du Ganada Canada 1.1. Annex: Matrix of Responsibilities ‘anadaBuys is here! Suppliers register today! Register now to ensure you transition to doing business with the new Government of Canada procurement service. Click here to get started. Website service advisory: 2021-08-25 https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 41122 25/08/2021 Annex: Matrix of Responsibilities - Buyandsell.gc.ca Table of Contents 1.1.1 - Annex: Matrix of responsibilities between Public Works and Government Services Canada and client departments for the procurement of goods and services (generic). 1.1.2 - Annex: Specific Division of Responsibilities Agreements 1.1.2.1 - Section A: Division of responsibilities between Public Works and Government Services Canada (PWGSC) and Department of National Defence (DND) for the acquisition of goods and services 1.1.2.2 - Section B: Division of Responsibilities between PWGSC and DND for the Quality Assurance of Materiel and Services https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 2122 25/08/2021 2.4 2.4.1 2.4.2 2.4.3 2.4.4 24.5 2.4.6 24.7 2.4.8 2.4.9 25 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 3.11 41 41.1 41.2 41.3 Annex: Matrix of Responsibilities - Buyandsell.gc.ca Develop Procurement Plan including: Delivery schedule and acceptance requirement Contracting approach (including sourcing strategy) Target cost and cash flow plan Statement of appropriate quality and inspection system standards and qualification approvals Communications strategy Contractual risk management Evaluation methodology and selection method Industrial Benefits (IBs), where appropriate Interdepartmental and international agreements related to procurement plan Obtain Procurement Plan approval. 3 - Contracting Process Prepare the translation of procurement documents (the client is responsible for the translation of the SQW and/or performance specifications or standards and techn evaluation criteria) Prepare and distribute/post procurement notice on GETS (Government Electronic Tendering Service) and the bid solicitation package. Prepare and distribute technical data packages, as required. Receipt of bids on bid closing. Evaluate technical elements of bids. Evaluate time, cost and other contractual elements of bids. Prepare consolidated evaluation and selection of the bidder. Negotiate the contract, where applicable. Obtain the contract approval. Prepare and issue the contract. Debrief unsuccessful bidders. 4 - Contract Administration General: Monitor work of the contractor; and receive the contract deliverables. Monitor the cash flow. Report any problems to the contracting authority. https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 5/22 25/08/2021 4.1.4 41.5 41.6 41.7 41.8 42 4.2.1 4.2.2 4.2.3 42.4 42.5 5.1 5.2 5.3 Annex: Matrix of Responsibilities - Buyandsell.gc.ca Resolve any contractual problems. Monitor compliance with the terms and conditions of the contract. Determine that goods and services received are in accordance with the requirement. Determine that goods and services received are in accordance with the contract. Process the claims for payment. Contract Amendements: Identify the need for additional work or revisions; confirm the funding. Confirm that the contract amendment is the appropriate vehicle. Negotiate the contract amendment. Obtain an approval for amendment/change order. Prepare and issue the contract amendment. 5 - Contract Close-out Settle the outstanding claims for payment. Issue the contract closing amendment. Finalize the disposition of Crown assets. https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 6/22 25/08/2021 Annex: Matrix of Responsibilities - Buyandsell.gc.ca Annex 1.1.2: Specific Division of Responsibilities Agreements (2010-01-11) Section A 1.1.2.1: Division of responsibilities between Public Works and Government Services Canada (PWGSC) and Department of National Defence (DND) for the acquisition of goods and services (2020-10-21) 1. . Effective communications between D) This matrix is an assigned division of responsibility, agreed by the Ministers of the Department of National Defence (DND) and Public Works and Government Services Canada (Pwesc)1. It forms the foundation for an efficient and effective partnering relationship for those who are responsible for activities within the procurement process. An "x" represents the assignment of each activity to a "Lead" and "Participatory" department. An "M" represents the norm for major crown projects (MCP) and like projects. . The assignment of each activity to a "Lead" and "Participatory" department as indicated in this matrix is to be considered the normal way of doing business. However, as every procurement and associated contract differs with respect to complexity, risk, value and availability of skilled resources, deviations can be agreed jointly in advance as long as justifications are formally filed in an agreement between the two departments, which consider reasons why the norm cannot be applicable in specific areas. . In all activities, it is incumbent upon each "Lead" department to always consider as prudent, continuous communication with the procurement representatives of the other department, even if this "Lead" department is identified as the sole "X". Finally, it is important to note that this matrix of assigned responsibilities is not necessarily sequential. and must be worked out on a project-by- project basis. The matrix below sets out anticipated DND internal responsibilities. For any individual project, [P requests that communications be through the procurement functional contact, the applicable agreed to with that procurement functional contact. Responsibility Matrix CODE DETAIL RESPONSIBILITY PO (Procurement Officer) PND iC PND PM (Project Manager) Normally Normally https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 7122 25/08/2021 Annex: Matrix of Responsibilities - Buyandsell.gc.ca 2.5 Define Quality Assurance and Acceptance requirements 2.6 Define other technical requirements (e.g. warranty, training, documentation, Initial Provisioning, etc.) 27 Define Technical Evaluation Criteria 2.8 Prepare Procurement Instrument and Associated Documents 2.8.1 Validate cost estimate and secure funding for this 2.8.2 Develop Technical Bid Xx Evaluation Plan 2.8.3 Establish Technical Bid x Evaluation Team 2.8.4 Develop proposed procurement schedule (activities and 2.8.5 risks 2.8.6 Develop Content of Procurement Instrument 2.8.7 Review Draft Procurement x Instrument 2.9 Approve Procurement Instrument (Requisition) 3 - DEVELOP 3.1 Assess the industrial capability* x 3.2 Identify applicable major x contracting policy which must be considered to accomplish procurement* 3.3 Review applicable J. cases and x Federal Court Rulings of Procurement 3.4 Examine potential problems in x relation to patents, licensing, royalties, and technology transfer 3.5 Develop Procurement Plan including: https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 10/22 25/08/2021 3.5.1 3.5.2 3.5.3 3.5.4 3.5.5 3.5.6 3.5.7 3.5.8 3.5.9 3.6 41 42 43 43.1 4.3.2 43.3 44 Annex: Matrix of Responsibilities - Buyandsell.gc.ca Delivery schedule and acceptance requirement Contracting approach* x Target cost and cash flow plan Stating of appropriate quality control and inspection system standards and qualification approvals Communications Strategy (e.g. x press release, etc.) Risk Management* x Evaluation Methodology* x Industrial and Regional Benefits x Interdepartmental and international agreements related to Procurement Plan (excluding DND/ iC) Obtain approval of procurement x plan 4 - CONTRACTING PROCESS Review requisition or procurement x instrument Review SQW and Technical Xx Evaluation Criteria for its contractibility Prepare Solicitation Bid Package Identify Applicable Terms and Xx Conditions (including Basis of Payment) Develop Contractual Evaluation x Criteria (time, finance incl. transition, contractual & consolidated evaluation plan) State appropriate authorities x (e.g. requisition, technical, contract, quality, etc., as applicable) Dispatch "Solicitation - Bid" x BR ') documentation to Industry and DND https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 11/22 25/08/2021 Annex: Matrix of Responsibilities - Buyandsell.gc.ca 45 Distribute technical data packages to suppliers as required and as applicable 46 If competitive (f [or equivalent process), Evaluate Bids and Recommend Supplier 46.1 Carry out Technical evaluation and associated t's & c's) i ordance with the Evaluation Plan 46.2 Carry out Contractual Xx evaluation (including contract t's & c's) in accordance with the Evaluation Plan 46.3 Consolidate evaluation and Xx recommend supplier 47 If sole-source, Negotiate contract x 48 Review draft contract documentation 49 Obtain J.B or Departmental Xx pproval, as required 5 - CONTRACT ADMINISTRATION 5.1 Initiate Contract Administration 5.1.1 Implement Tools and Processes x for Administration 5.1.2 Kick-Off Meetings with Parties, Xx Stakeholders 5.2 Provide Government Furnished Resources (GFR) in Support of Contract Work 5.3 Ascertain Contract Performance 5.3.1 Technical and Quality of the Deliverables 5.3.2 Contractor's Engineering, Production and Quality Systems 5.3.3 Contractor's Financial and Xx Management Systems 5.3.4 Contract Cash Phasing/ Cash Flow 5.3.4.1 Cash Flow Actual versus Xx https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 12/22 25/08/2021 Annex: Matrix of Responsibilities - Buyandsell.gc.ca Section B 1.1.2.2: Division of Responsibilities between PWGSC PI and DND for the Quality Assurance of Materiel and Services (2010-01-11) 1. Public Works and Government Services Canada (PWGSC) and the Department of National Defence (DND) agreed in principle to a division of responsibilities between the two departments for the quality assurance of materiel and services acquired on behalf of This agreement will be amended, if and when required, only with the consent of both departments. 2. This agreement identifies the division of responsibilities as agreed by each department for the quality assurance of materiel and services, as it applies to military specifications, acquired on It does not deal with materiel and services to non-military specifications (see Section A: Division of Responsibilities between PWGSC and DND for the Acquisition of Goods and Services) or with the division of responsibilities for materiel and services managed by an interdepartmental project management office, which are the subject of a separate agreement. Materiel and services to military specifications: Includes all materiel and services, including repair and overhaul, as well as research and development for which a military or other DND specification or requirement is included in procurement documents. Also included in this category are materiel and services which are not covered by or military specifications but which are of sufficiently significant concern to D. ) as to require the division of responsibilities annotated under this heading. will also participate with P. in identifying the application and use of quality assurance techniques at the earliest possible stage in the product life cycle and the development and implementation of cost-effective quality assurance support programs. ill be solely responsible for the designation of materiel and services as "Military" or Non-Military" in technical and procurement documentation. 5. The division of responsibilities identified for a subactivity does not mean exclusive involvement by one department. Close participation and coordination by both departments is essential throughout the various phases of the procurement program. Where participation by the other department is indicated, the responsible department is expected to initiate the consultation. However, it does not preclude either department from requesting participation in, or consultation on, any given subactivity relative to an established program. Materiel and Services for Military Specifications https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 15/22 25/08/2021 Annex: Matrix of Responsibilities - Buyandsell.gc.ca Sub-activity Description A. Definition of Requirements- DNPD assigned overall responsibility Quality assurance services which support achievement of the quality of design, its practicality for manufacture and the means by which conformance will be demonstrated. The tasks involve participation in: AA The evaluation with of technical data for completeness, clarity, freedom from irrational or excessive tolerances, contradictions, over stipulation of quality requirements, ability to meet interface requirement, etc. A.2 Review of design to determine completeness of definition, the methods for demonstrating conformance and analysis of system effectiveness of such major elements as: a. Safety b. Maintainability c. Reliability d. Performance e. Human Engineering f. Interchangeability g. Configuration Control. A3 Establishment and definition of test methods with respect to practicality, suitability and cost as related to: a. Qualification Approval b. Design Approval Model (Prototype) c. Production Unit Conformance d. Acceptance Trials. Responsibility for Sub-activity Normally Participates in Sub-activity- A4 Applicability of technical data to current programs of maintenance, repair and overhaul and reprovisioning. Responsibility for Sub-activity- R AS Selection of parts, components or process, with avoidance of those which are difficult to https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 16/22 25/08/2021 Annex: Matrix of Responsibilities - Buyandsell.gc.ca control, subject to excessive variation or high failure rate, etc. Responsibility for Sub-activity Normally Participates in Sub-activity- A6 Classification of quality characteristics with respect to their importance to design objectives. A7 Designation of quality control and inspection system standards. A8 Definition of preferred warranty requirements. AQ Establishment of requirements for technical reports from suppliers. Responsibility for Sub-activity- DND B. Quality Assurance Support Programs- DND assigned overall responsibility Develop, support and maintain programs conducive to efficient procurement and quality assurance which includes such tasks as: B.1 Development as appropriate of contractor quality system standards/specifications for contract use. B.2 Maintenance of qualified/approved product programs. B.3 Evaluation of the acceptability of suppliers’ quality control/inspection systems, commercial test, laboratory and calibration facilities. Responsibility for Sub-activity- DND Normally Participates in Sub-activity- B.4 Selection of suppliers with acceptable quality control/inspection systems, commercial test, laboratory and calibration facilities. Responsibility for Sub-activity Cc. Normally Participates in Sub-activity- DND C. Requisitioning- assigned overall responsibility Quality assurance tasks associated with requisitioning (contract demands, local purchase orders). https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 417122 25/08/2021 Annex: Matrix of Responsibilities - Buyandsell.gc.ca h. Control of contractor purchased materiel i. Manufacturing and process control j. Purchased and/or supplied materiel standards and specifications k. In-process and final inspection and test | Sampling procedures m. Control of non-conforming materiel n. Inspection status o. Handling, storage and packing. G.2 a. Verification of the conformance of preproduction or first-off unit. b. Periodic sampling as appropriate during production to ascertain conformance to specifications. c. Timely reporting to PWGSC in the event of deviations from specifications. d. Verify acceptability of product and authorize release to consignee. G3 Quality assurance action in technical change procedures such as initiation, and recommendation. G4 Review of contract quality requirement with contractor to ensure mutual understanding. Responsibility for Sub-activity Normally Participates in Sub-activity- H. Contract Close out and Clean-up- PWGSC assigned overall responsibility Quality assurance tasks performed during contract close-out and clean-up: H.1 Verification from DND of the condition and disposition of Crown-owned production tooling, inspection and test equipment H.2 Verification from | [2 of the completeness, suitability and proper disposition of technical data and documentation. Responsibility for Sub-activity- DND Normally Participates in Sub-activity- |. Post-delivery Appraisals- DND assigned overall responsibility Quality assurance tasks ari 14 Quality History ng during the life of the product in relation to: https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 20/22 25/08/2021 Annex: Matrix of Responsibilities - Buyandsell.gc.ca a. Accumulation and assessment of quality assurance histories for the purpose of recommending need for modification of product technical data, quality assurance standards, or quality assurance plans for the product, based on quality data acquired from the following: i. Product Qualification ii. Supplier Evaluation iii. Bid Evaluation iv. Product Quality Assurance v. Post-delivery Appraisal. 1.2 Unsatisfactory Condition Report/Complaints a. Review of failure reports where the complaint has been associated with quality defects. b. Analysis and identification of cause. c. Seeking of corrective action with contractor or through QR Responsibility for Sub-activity- DND Normally Participates in Sub-activity 2. In all instances, ) should notify C immediately in writing. J. Disposal- DND assigned overall responsibility Quality assurance tasks related to the disposal of equipment and data. K. Warehousing and Distribution- assigned overall responsibility Quality assurance tasks associated with the development of a quality program which, will assure product quality on receipt, during storage and on issue, including such elements as: K.1 Preparation of Inspection Plans, including inspection on receipt, during storage, on issue and after repair. K.2 Control of technical data. K.3 Control of adequacy of inspection equipment. K.4 Incoming inspection. K.5 Identification of defective material. K.6 Procedures for material handling. K.7 Packaging and shipping. K.8 Inspection records. https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 21/22 25/08/2021 Annex: Matrix of Responsibilities - Buyandsell.gc.ca K.9 Quality audit. K.10 Corrective action. Responsibility for Sub-activity— 1 The matrix does not represent delegation of procurement authority by the Minister of PWGSC, and does not affect the responsibility of the contracting officer as defined in Treasury Board Contracting Policy. Legislation, regulations and policy will take precedence over this matrix in the case of any ambiguity. Date modified: 2015-03-04 §® Feedback @ Share this page https://buyan dsell.gc.ca/policy-and-guidelines/supply-manuaV/annex/1/1 22122