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About This FAM

Responsible Agency: BIP Monitoring Office - ITI
Issued: Dec 2010
Last Updated: Dec 2010

Approval Announcements

1. Introduction

In accordance with Cabinet direction, the Department of Industry, Tourism and Investment (ITI) was mandated to formulate and implement a central Government of the Northwest Territories (GNWT) Contract Registry and Reporting System to enable the GNWT to:

evaluate trends to provide assurance that departments and agencies comply with contracting regulations and policies, and

advise the Financial Management Board (FMB) on this evaluation, as well as on the total contracting activity throughout the Government.

This policy establishes the scope and parameters of the GNWT Contract Registry and Reporting System. The objective of the Registry is to provide a single comprehensive and readily accessible database from which information on all competitive and non-competitive contracts can be drawn. The purpose is to enhance the government’s ability to collect, monitor, evaluate and report on its procurement activity thereby enhancing accountability and transparency in government contracting in accordance with the public interest and in compliance with requirements under the Canada’s Agreement on Internal Trade (AIT).

The GNWT Contract Registry and Reporting System will include the posting of all tender/proposal notices valued over $5,000, evaluation and award results (including the total Business Incentive Policy (BIP) bid adjustments applied), and change orders, from which a contract report will be published. In addition, Government Contract Regulations, relevant Financial Administration Manual (FAM) policies, Purchasing Guidelines, BIP and designated contacts for each Department/Agency would also be posted on the website to inform all staff and businesses about government contracting in a comprehensive way. The GNWT Contract Registry and Reporting System is based upon the following principles:

  1. The GNWT should maximize benefits for Northwest Territories (NWT) residents while ensuring best value on government procurement.
  2. The GNWT policies and practices should enhance the NWT business environment to ensure sustained economic growth.
  3. The GNWT is committed to ensuring that there is an effective and efficient system of government that is open and accountable to the people it serves.

This policy should be read with the Government Contract Regulations, BIP, FAM Policy 1801 & 1802 (Financial Approval Authorities), and the FAM 3300 policy series.

 

2. Definitions

“competitive contracts” Include public tenders as well as request for proposals, which are presented before the public to bid on.
“non-competitive contracts” Includes only those contracts available by private invitation or arranged with specific contractors. (e.g., negotiated, sole-source, or purchases against existing Standing Offer Agreement (SOA)).
“Departmental/Agency Representative” A Public Officer from each Department/Agency who has been designated to collect and provide procurement information, data and change order(s) to the BIP Monitoring Office located in ITI.
 

3. Policy

3.1 In accordance with the following Directives, the Minister of ITI is responsible to collect competitive and non-competitive procurement information, data and change orders required to administer and support the GNWT Contract Registry and Reporting System.
3.2

Scope

This policy applies to all GNWT departments, the NWT Housing Corporation, and the NWT Business Development and Investment Corporation (or any successor corporation(s)), all housing authorities established under the Northwest Territories Housing Corporation Act, all Boards of Management established under the Hospital Insurance and Health and Social Services Administration Act, and all organizations identified as an “educational body” under the Education Act.

Participation by all Departments and these Public Agencies is mandatory.

4. Directives

4.1

The Contract Registry shall include information on each contract over $5,000 that is to be competitively and non-competitively awarded by the GNWT, (including multi-year contractual arrangements, regardless of the year initiated, as defined in Section 44(2) of the Financial Administration Act) and will be incorporated into resulting contract reports.

Each Department/Agency will designate a representative to collect and provide procurement information, data and change order(s) to the BIP Monitoring Office, ITI. The Departmental/Agency Representatives will be required to complete and submit the following standard documents, where applicable:

  1. Competitive contracts;
  2. Non-competitive contracts;
  3. Evaluation and Award Results;
  4. Summary of Change Order(s).
4.2

Reports

ITI shall publish a GNWT Contracts Over $5,000 Report (including multi-year contracts), which will be provided to the Departments/Agencies prior to being presented to the Legislative Assembly by March 31 each fiscal year. Following tabling of the report at the Legislative Assembly, this report shall also be provided to the Internal Trade Secretariat in compliance with procurement reporting requirements under the AIT.

The GNWT Contracts Over $5,000 Report shall include all contracts for Goods, Services and Construction in excess of $5,000 issued by the GNWT to businesses. Salaries and wages, non-commercial payments to non-profit organizations and individuals and grants, contributions and subsidies are excluded from the report.

The GNWT Contracts Over $5,000 Report will provide information by fiscal year in two formats:
4.2.1 Detailed Report (by Department/Agency):
  1. Contract Number;
  2. Contract Title;
  3. Contract Designation (Goods; Services);
  4. Construction;
  5. Description of Contract Designation;
  6. Contract Type (Tender, Proposal, Negotiated, Sole Source, SOA);
  7. Description of Contract Type;
  8. Business Name;
  9. Business Community;
  10. Business Status (BIP Registered, NWT Non-BIP, Not in NWT);
  11. Contract Amount;
  12. Total Contract Amount (including Change Orders).
4.2.2

Summary Report

  1. Contract Designation (Goods,  Services);
  2. Construction;
  3. Description of Contract Designation;
  4. Contract Type (Tender, Proposal, Negotiated, Sole Source, SOA);
  5. Description of Contract Type;
  6. Business Name;
  7. Business Status (BIP Registered, NWT Non-BIP, Not in NWT);
  8. Total BIP Bid Adjustments (NWT Content, Local Content, BIP Premium);
  9. Total Number of Contracts;
  10. Total Contract Amounts (including Change Orders).
 

5. Guidelines

5.1 ITI should provide training to the Departmental/Agency representatives to enable them to provide the information required for the GNWT Contract Registry and Reporting System.
5.2 The Contract Registry and Reporting System may provide electronic notification (i.e., bring forward flag) to the Department/Agency within the scope of this policy, upon their request, to re-issue repetitive contracts that are due to expire.
 

6 . Authorities and References

 

7 . Consequences from Failure to Comply

Failure to comply with policies and directives of the Financial Administration Manual may result in actions under Part X of the Financial Administration Act. The Government of the Northwest Territories may seek legal remedy in the Territorial Courts.