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Table of Contents
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GENERAL INFORMATION

1.1 Introduction
Guideline Objectives
Key Principles

1.2 Hierarchy of Procurement Documents

List of Documents

1.3 Obtaining Prices

Purpose
Public Advertising
Bid Strategy
Other Considerations

1.4 Procurement Processes and Tools

Methods of Procurement
Purchasing Activities
Information Gathering Activities
Pre-qualification Activities

1.5 Ethics
Financial Administration Manual Directive #3301
Code of Conduct
PMAC Code of Ethics

1.6 Standing Offer Agreements

Standing Offer Contracts
Definition
Purpose
Contracting Methods
Listing of Standing Offer Agreements
Standing Offer Agreement Templates

1.6B Supply Service Arrangements

Supply Service Arrangements
Definition
Purpose
Contracting Methods
Listing of Supply Service Arrangements
Supply Service Arrangements

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1.7 Electronic Contract Forms

Installation Process
Contracts and Procurement Documents
Contract Support
Construction
Negotiated Contracts
Request for Proposals
Requisitions
Notice Boards
Other Resources
Surplus Goods

1.8 Local Contract Authority

Restrictions
Reference

1.9 Corporate Purchase Credit Card

Restrictions
Reference

PROCUREMENT STRATEGY

2.1 Procurement Strategy

Needs Assessment/Operational Requirements
Requirements Definition
Review of Options

2.2 Requisitioning Phase

Goods
Services
Goods Services

2.3 Procurement Plan

Guidelines for Preparing a Procurement Plan

2.4 Methods of Procurement

Request for Tenders
Request for Proposals
Negotiated Contracts
Sole Source Contracts

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TENDERING

3.1 Preparing Tenders

Approval to Tender
Tender Documents
Tender Periods
Bid Security
Fees for Tender Documents
Plan Holders Log
Tender/Proposal Register
Tender Opening Centres
Facsimile Tendering

3.2 Bid Security

Other Contracts
Forms
Return of Bid Security

3.3 Tender Advertising

Objectives
When to Advertise
Advertising Schedules
Translation of Advertisements
Public Notices of Advertised Tenders
NWT Construction Association Plansroom
GNWT Contract Registry, Reporting System
NWT Newspapers by Region
Advertising Standing Offer Agreement

3.4 Modifying Tender Information

Addendum
Pre-tender Meetings
Site Visits

3.5 Release of Tender Information

Confidential Information

3.6 Receiving Bids

Receiving Location
Official Clock
Receipt of Bids
Protection of Bids
Sealed Bids
Facsimile (FAX) Bids
Late Tenders and Amendments

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3.7 Opening Bids

Formal Tender/Proposal Openings
Tender Opening Committee
Information to be Announced
Completing the Tender Register
Informal Tenders
GNWT Contract Registry, Reporting System

3.8 Tender Evaluation

Administrative Review
Technical Review
Sole Bid Received

PROPOSALS

4.1 Introduction to Proposals

When Should a RFP be Used
Proposals Different from Tenders
When to Use a Proposal or a Tender
Does a RFP Create a Contractual Obligation

4.2 The Request for Proposals Template

What Templates are Available
Why Use a Template
What Can Go Wrong

4.3 Preparing the Request for Proposals

What to Include
What NOT to Include
Instructions to Proponents
Terms of Reference
Evaluation
Proponent Response Guidelines
Pro-Forma Contract

4.4 Calling for Proposals

Public Advertising
Private Invitational
Safekeeping the Process
Proponents Meeting

4.5 Procurement Process and Tools

Information Gathering Tools
Pre-qualification Activities

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4.6 Receiving and Opening Proposals

Bid Timeliness
Classification of Responses
Receiving Proposals
Opening Proposals
Modification and Withdrawal of Proposals

4.7 Evaluating Proposals

Evaluation Committee
Selection Procedure

4.8 Debriefing Proponents

General Comments
Preparation
Who Should Attend?
Managing the Meeting

AWARDING CONTRACTS

5.1 Tender Award

Tender Acceptance Period
Important Points of Notification
Letters of Regret

5.2 Proposal Award

Negotiating the Contract
Letters of Acceptance
Letters of Intent
Letters of Regret

5.3 Pre-Award Considerations

Contract Summary & Commitment Form

5.4 Execution of Contract Documents

Signature of the Contractor
Corporate Structures
Corporate Registries
Business Licenses
Signature by PW&S

5.5 WSCC Clearance

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WCB Clearance System

Procedure

5.6 Certificate of Recognition

Purpose
Statement

CONTRACT ADMINISTRATION

6.1 General Information

Contract Administration
Contract Management Checklist

6.2 Retention of Contract Documents

How long must Contract Documents be Retained?
Impact of Legal Litigation on Record Retention

6.3 Indemnity & Insurance

Indemnification
Types of Insurance Coverage
Deductibles
Certificates
Advising Risk Management

6.4 Payment Holdbacks

Application of Holdback
Use of Holdback
Release of Holdbacks

6.5 Mechanics Lien Act

General Principles
Mechanics Lien in the Northwest Territories
When PW&S Is Contract Manager

6.6 Changing the Contract

Principles
Reasons for Changes
Format for Changes

6.7 Performance and Payment

Partial Performance
Substantial Completion
Final Completion/Performance

6.8 Contract Security

Requirements
Forms of Contract Security

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Return of Contract Security

Changes in the Contract Security

6.9 Unpaid Accounts

Objectives
Principles of Administering Unpaid Accounts
Administration of Unpaid Accounts

6.10Dispute Resolution
Litigation
Alternative Dispute Resolution

CONTRACTED SERVICES

7.1 Introduction to Contract Services

Definition - Services
Suggested Reading
Establishing the Contract
Contract Forms
Written Contracts

7.2 Unit Price Contracts

Introduction
Purpose
Contracting Methods

7.3 Standing Offer Agreements - Services

Maintenance Services
Printing/Design Services
Short Term Vehicle Rentals

7.4 Aircraft Chartering

Introduction
Authority
Request for Tenders - Aircraft Chartering

GOODS PURCHASING

8.1 Introduction to Purchasing Goods

The Purchasing Cycle
Requisitioning Supplies and Services
Issuing Tenders and Purchase Orders
Expediting
Receiving

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Paying Supplier Invoices

8.2 Requisitioning
Requisition for Supplies and Services

8.3 Changing Purchase Orders

Reasons for Changes
Format for Changes

8.4 Supplementary Purchasing Clauses

Miscellaneous Tender Clauses
Fuel Delivery Contracts
Mobile Equipment Contracts

8.5 Forms Purchasing

Multi-part Snap-Sets/Continuous Forms
Other Forms
Quick-print Services

8.6 Vehicle Purchasing - Procurement Strategy

Guidelines and Criteria for Purchase of Vehicles
Procurement Strategy

8.6aVehicle Purchasing
Guidelines and Criteria for Purchase of Vehicles

8.7 Local Contract Authority

Restrictions
Reference

8.8 Expediting
Expediting Explained
Methods of Expediting

8.9 Importing Foreign Goods

General Information
Postal Program Importing by Mail
Duties, Taxes and Handling Fees on Items Mailed to You
Disputing Duty and Taxes
Contacting the Canada Border Service Agency

8.10Receiving
Definitions
Procedure for Receiving
Vendor Performance

8.11Transportation Claims

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Procedures for Damage, Overage, Shortage

8.12Marine Transportation
NTCL Operations

8.13Local Delivery Services

Local Cartage Marine Transportation
Local Mail and Delivery Services

8.14'Green Procurement
Green Procurement Guide

8.15 Guide For Procurement Of Environmentally

Responsible Products/Services
Introduction

8.16Equipment Leasing
Background
Selecting the Equipment
Bank Lease Back Agreements

8.17FOB
Selection of FOB Terminology
Determining FOB Points - Costs/Benefits to GNWT

LEGAL, POLITICAL AND ADMINISTRATIVE

9.1 Legal Framework

Principles of Law
Responsive and Responsible
Void and Voidable Contracts
Information Sources

9.2 Contracting Environment

Agreement on Internal Trade
Contract Law
Environmental Issues
Fair Treatment of Vendors

9.3 Contract Law

The Nature of a Contract
Laws of Tender

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9.4 Sole Source Contracting

Criteria for Sole Source Contracts
Examine the Requirement

9.5 Negotiated Contracts

What is a Negotiated Contract?
Authority to Negotiate

9.5aNegotiated Contract - Submission Guidelines

Submission Guidelines

9.6 Business Incentive Policy

Introduction
Eligibility
For More Information

9.7 Settlement Legislation

Introduction

10 DISPOSALS
10.1Introduction to Disposals
Methods of Disposal
Delegation of Disposal Authority
Exclusions

10.2General Disposal Procedures

Definitions
Procedure

10.3Transfers
Procedure
Transfer of Mobile Equipment

10.4Donation/Negotiated Sale
Procedure
Negotiated Sale

10.5Public Tender
Procedure

10.6Public Auctions
Procedure

10.7Cash & Carry

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Procedure

10.8 Destroy or Reduce to Spare Parts

Procedure

10.9 Appendices
NWT 10573
NWT 6532
NWT 2547
NWT 2548
NWT 3415
NWT 2550

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