|7. CSPS should ensure that business processes are improved and consistently performed in compliance with the Treasury Board Contracting Policy to ensure that
- supporting documentation for best value analysis is kept on file;
- appropriate procurement vehicles are chosen and used in compliance with terms and conditions;
- bid evaluations are documented on file and signed by all evaluators; and
- security clearance validation by the appropriate authority is documented on file and security requirements are addressed in contracts.
Response: Management agrees with the recommendation.
The School's cost centres keep on file quotes or similar price justification documents to support best value. The Procurement and Contracting Unit (PCU) now adds to their files a copy of these documents.
The School has procedures in place to ensure that existing standing offers or other established procurement vehicles are used and that terms and conditions are adhered to.
Since the audit, the senior contracting manager has reminded all PCU staff of the requirement to always keep on file signed copies of bid evaluations. Peer reviews have also been implemented within the PCU to verify compliance with this requirement on an ongoing basis.
With respect to security clearance validation, the School's Standing Offers include security clauses to ensure clearance validation. To improve this process, the PCU now includes security clauses in call-ups on the School's Standing Offers. Peer reviews have been implemented within the PCU to monitor compliance with this new step.
|Vice-President, Chief Financial Officer and Head of Human Resources
Corporate Management and Registration Services Branch