Supplier Easy Steps—for Data Collection Component

Instructions for New Bidders

The instructions detailed below apply to suppliers who wish to pre-qualify against a method of supply (that is "New Bidders"). A separate page exists for suppliers would like to use the "ongoing opportunity to qualify" in order to add streams, categories and/or regions to their existing supply arrangement: Supplier Easy Steps—for Data Collection Component—New Period (Carry-over).

Log into Centralized Professional Services System

1. Access the Supplier Credential Verification page
2. Select the language of your choice
3. Enter your User ID and Password that were provided to you under separate emails and click 'Submit'
4. You are now logged in

Getting Started: Open a Solicitation Response Template

1. Click on the <Solicitation Dashboard> link in the left hand navigational bar to access the Solicitation Dashboard page
2. Under the title "Open Solicitations", you will see all of the solicitations that are open
3. Click on the appropriate solicitation number link that you would like to respond to
4. The Supplier Response Home Page may or may not address the following sections (depending on how the template has been set up by the Method of Supply):
   • Designated Contacts
   • Grandfather Certification
   • Sections
     • Tiers
     • Company Information
     • Regional Information
     • Mandatory Criteria
     • Certifications
     • Financial Rates for Standing Offer
     • Services Offering for Supply Arrangement

Designated Contacts

This section is for assigning designated contacts.

1. As the Supplier Main Contact, you are able to designate up to two other individuals as Contacts who are able to enter and modify data for the Response
2. To designate a contact to a solicitation, you can select from the dropdown menu or click the <Add Designated Contact> link to create a new contact. Only two contacts per solicitation response template can be assigned
3. Newly created designated contacts will receive their credentials automatically

Tiers

This section only appears/applies to solicitations that include tiers.

1. Select the appropriate checkboxes to indicate what you wish to apply for
2. Click the <Save> button
3. Click on the <Return to Response Home Page> link to go back to the home page

Grandfather Certification

Grandfather Certification is addressed under the "Certifications" section below.

Company Information

The "Company Details" is a snapshot of the information that is on your Supplier Profile in the CPSS e-Portal. This information must be the same as your profile under Supplier Registration Information (SRI) as well as with the Canadian Industrial Security Directorate (CISD). Should any of this information be incorrect in CPSS, please note that a correction to this information cannot be performed while within the Data Collection Component during your bid response. When first logging into the CPSS ePortal, but before entering the solicitation dashboard the <Edit Supplier Profile> link is available for the purposes of editing supplier company information.

1. Indicate the legal nature of your company by selecting one of the options in the dropdown list
2. Indicate what province/territory applicable laws will govern this solicitation and any contracts awarded under it by selecting one of the options in the dropdown list
3. Click the <Save> button. Note: Should the legal nature of your company be a Joint Venture, you will be brought to a page where you must enter each Joint Venture member. Once all of the Joint Venture members have been entered, click on the <Save> button
4. Click on the <Return to Response Home Page> link to go back to the home page

Regional Information

Region/Metropolitan Area Offerings

1. Select the Regions and Metropolitan Areas where you wish to offer your services to
2. Click the <Update> button and the page will be refreshed. Once the page refreshes you will see the following additional information:

i. Regional Contact Information

This section is for the regional contacts who will be included in the CPSS ePortal, after Standing Offers and/or Supply Arrangements are issued/awarded.

Regional contacts can only be identified for the Regions/Metropolitan Areas that you previously indicated in the Region/Metropolitan Area Offerings section.

1. Select a name from the dropdown menu beside the appropriate Region/Metropolitan Area to assign your contact or click the <Add Regional Contact> link to create a new contact
2. Regional/Metropolitan contacts will only receive their credentials after Standing Offers and/or Supply Arrangements are issued/awarded
3. Once completed, click the <Update> button and the page will be refreshed

Important: A Regional Contact name that is selected for a region/metropolitan area determines the contact information that will appear in search results for our federal department clients. If no regional contact is selected for a specific region, search returns for that region will not display contact information. It remains the supplier’s responsibility to ensure that regional contacts have been selected for all regions across Canada to which they wish to offer their services.

ii. Local Offices

Local Office information is applicable to Metropolitan Areas only.

1. Select from the dropdown menu beside the appropriate Metropolitan Area or click the <Add New Local Office> link to add a local office
2. Once completed, click the <Update> button and the page will be refreshed and you will then be able to select from the dropdown menu beside the appropriate Metropolitan Area

iii. Language Preferences

1. Scroll to the bottom of this page and indicate the language preference for each region/metropolitan area that you have previously identified above
2. Click the <Save> button
3. Click "Return to Response Home Page"

Mandatory Criteria

The next page is the "Mandatory Criteria" page, which may or may not address the following mandatory criteria, depending on how the template has been set-up by the Method of Supply:

1. Stream Information
2. Number of Months in Business
3. Financial Certification
4. Insurance Requirement

i. Mandatory Criteria Groups

Mandatory Criteria Groups: Should you wish to provide different mandatory criteria (that is project summaries, references, etc.) for different components and/or tiers under a solicitation, you can do this by setting up the mandatory criteria groups:

1. Select the component and/or tiers via the checkbox
2. Click the <Add> button. Once that is done the page will refresh and it will show you remaining component and/or tiers that are available to be group, if any
3. To access the group you click on the Group number to access the mandatory criteria for that specific group
4. To create other groups repeat the above steps

ii. Stream Information—Offering New Streams and Categories

Click <Steam Information> to be taken to the "Stream and Category Selections" page, where you are allowed to select those streams that you wish to offer.

1. Indicate in the dropdown list those streams that you wish to offer
2. Once completed, click the <Save> button and the page will refresh with "View Categories" links now available
3. Click the <View Categories> link to see the "Categories" page
4. All categories relevant to that particular stream will be listed in a table
5. Indicate the "Status" of each category by using the dropdown menu. Once all categories have a status entered, click <Save> and the page will refresh
6. A <Summary> and/or <Substantiate Reference>  link will appear for each category you have marked with "Newly Substantiated"
7. Click on the <Summary> and/or <Substantiate Reference> link and input the Category Summaries and/or Category References
8. If you have selected the "Newly Unsubstantiated" option, a dropdown list will appear under the "Additional Rank" column where you indicate the priority in which you would like to receive these unsubstantiated categories. (This step only applies to certain templates. )
9. Click <Save> and the page will refresh
10. Repeat the above steps for each stream against which categories are being offered
11. Click on the <Return to Mandatory Criteria> link at the bottom of the page

Note: Offering the categories should be done for each individual Stream.

iii. Number of Months In Business

1. This page allows you to enter the date of establishment for your company to reference the page number of the hard copies being provided as part of your submission
2. Click the <Save> button
3. Click on the <Return to Mandatory Criteria> link at the bottom of the page

iv. Financial Certification

1. This page requires that a checkbox is selected to agree to the MoS statement relevant to this certification
2. Information is also required concerning the Chief Financial Officer (CFO) or Chief Executive Officer (CEO) contact information
3. Once completed, click the <Save> button
4. Click the <Return to Mandatory Criteria> link at the bottom of the page

v. Insurance Requirement

1. The supplier is to read the viewable text available and indicate via a checkbox whether or not they agree to the statement
2. Once completed, click the <Save> button
3. Click the <Return to Mandatory Criteria> link at the bottom of the page
4. If all the Mandatory Criteria is completed, you can either click on the <Return to Criteria Groups> link (if one exists) to complete the mandatory criteria for the remaining groups, or, click on the <Return to Response Home Page>

Certifications

By clicking on the <Certification> link from the Response Home Page, the following Certifications may or may not be viewed depending on what the MoS has included in their solicitation:

• Security
• Federal Contractors Program for Employment Equity
• Former Public Servant
• Holder Responsibility
• Aboriginal Supplier
• Grandfather Certification
• Work Force Reduction Program
• Code of Conduct
• Security Sponsorship
• Financial Certification (only if not already included in the mandatory criteria)
• Insurance Requirement (only if not already included in the mandatory criteria)

i. Security

1. Indicate the highest security clearance level that is currently held by the supplier. (If you are unsure of your company security clearance, please contact the Industrial Security Sector Service Centre at 1-866-368-4646 or ssi-iss@tpsgc-pwgsc.gc.ca)
2. Click the <Save> button
3. Click the <Return to Certifications> link
4. Note: If the nature of your company is that of a Joint Venture—the highest security clearance level that can be indicated is that of the lowest security level of any of the Joint Venture members

ii. Federal Contractors Program for Employment Equity

1. Indicate the FCP-EE status of your company
2. Input the Supplier's Certificate Number (if applicable)
3. Click the <Save> button
4. Click the <Return to Certifications> link

iii. Former Public Servant

1. Indicate whether or not the supplier is a Former Public Servant in receipt of a pension
2. If yes, indicate the name of the Public Servant, Date of Termination and a brief explanation
3. Click the <Save> button
4. Click the <Return to Certifications> link

iv. Holder Responsibly

1. The supplier is to read the viewable text available and indicate via a checkbox whether or not they agree to the statement
2. Once completed, click the <Save> button
3. Click the <Return to Mandatory Criteria> link at the bottom of the page

v. Aboriginal Supplier

1. Indicate whether or not you wish to declare as an Aboriginal Supplier
2. If yes, indicate the "Legal Nature" and the "Number of employees"
3. Click the <Save> button
4. Click the <Return to Certifications> link

vi. Grandfather Certification

1. The supplier is to read the viewable text available and indicate via a checkbox whether or not they agree to the statement
2. Once completed, click the <Save> button
3. Click the <Return to Certifications> link

vii. Work Force Reduction Program

1. Indicate whether or not the supplier received a lump sum payment as a Former Public Servant pursuant to the terms of a Work Force Reduction Program
2. If yes, indicate the following:
   • Name of Former Public Servant
   • Conditions of lump sum payment incentive
   • Date of termination of employment
   • Amount of lump sum payment
   • Rate of pay on which lump sum payment is based
   • Start date of the period of lump sum payment
   • End date of the period of lump sum payment
   • Number of weeks of lump sum payment
3. Enter a contract number and amount for each contract subject to the Work Force Reduction Program
4. Once completed, click the <Save> button
5. Click the <Return to Certifications> link

viii. Code of Conduct

1. The supplier is to read the viewable text available and indicate via a checkbox whether or not they have read and understood the Privacy Act statement and consent to the collection and use of their personal information
2. Once completed, click the <Save> button
3. Click the <Return to Certifications> link at the bottom of the page

ix. Security Sponsorship

In addition to the completion of this section, it is recommended that if sponsorship is needed to also contact the MoS responsible for the solicitation response template as early as possible in order to inform them of this requirement.

1. Indicate whether or not the supplier requires Security Sponsorship
2. If yes, indicate the security clearances that are needed for sponsorship.
   • Once completed, click the <Save> button
   • Click the <Return to Certifications> link at the bottom of the page
   • Note: If you had indicated that you were a Joint Venture, you could indicate the need for sponsorship per JV member

x. Financial Certification (only if not already included in the mandatory criteria)

If not already included in the mandatory criteria, additional Financial Certification might be requested at this stage.

xi. Insurance Requirement (only if not already included in the mandatory criteria)

If not already included in the mandatory criteria, additional Insurance Requirements might be requested at this stage.

Financial Rates for Standing Offer

If the solicitation includes a Standing Offer, the <Financial Rates for Standing Offer> link will be viewable on the Response Home Page. Rates will be needed for every category being offered across all Regions and Metropolitan Areas.

1. Click on one of the <Region> or <Metropolitan Area> links
2. The page will automatically refresh
3. Rates can now be input (type in) for every Stream/Category you previously indicated that you wished to offer. By entering a rate, you are also indicating the level of expertise you are offering
4. Click the <Save> button

Note: This is required for each Region/Metropolitan Area indicated. If you want to copy rates from one Region/Metropolitan Area to another Region/Metropolitan Area, click on the <Copy Rates> link at the bottom of the page and follow the instructions, below.

Copying Rates from one Region/Metropolitan Area to another

1. Enter rates for one Region/Metropolitan Area
2. Click on the <Copy Information> link
3. Select the "Source" Region/Metropolitan Area (that is /the Region/Metropolitan area that you just finished entering rates for)
4. Select the "Destination" Region/Metropolitan Area(s) (that is /the Region/Metropolitan Area(s) that the rates are going to be copied to)
5. Click the <Copy Information> button; the rates will be copied over to the destination Region/Metropolitan Areas
6. Click on the <Return to Financial Rates for Standing Offer> link and confirm. You should always confirm that the rates have been copied by viewing the Region/Metropolitan Area you copied to

Services Offering for Supply Arrangement

If the solicitation includes a Supply Arrangement, the <Services Offering for Supply Arrangement> link will be viewable on the Response Home Page. By clicking on the link, this will bring you to the list of Regions/Metropolitan Areas.

1. Click on a Region/Metropolitan Area in the list to see the Streams and categories that you identified under Stream Information, within the Mandatory Criterion section of the Response Home Page.
   • Note: All of the Streams and Categories you have choosen will automatically default to YES, this happens as soon as you choose a category. If you do not wish to offer all level identified under the Solicitation for all Regions/Metropolitan area you will then have to click on the dropdown menu beside the level you do not wish to offer and change the Yes to a No. Once your changes are completed for that Region/Metropolitan Area, you can apply the same changes to all of the Regions/Metropolitan Areas, by using the copy information link
2. Click the <Save Response> button for each Region/Metropolitan area where levels are being indicated, even if no changes were made to the default value of "Yes"
3. Click on the <Return to Response Home Page> link

You should always confirm that the changes that you have made to all levels have been copied by viewing the Region/Metropolitan Area that you have copied to.

Submitting a Solicitation Response Template

To submit a Solicitation Response Template to PSPC you must do the following:

1. On the Response Home Page, change the status of each section from "In Progress" to "Completed". Note: it is the responsibility of the supplier to ensure that all information is complete for each section
2. Click the <Save Response> button
3. Click on the <Submit Response> button
4. A "Submission Receipt" Page will be displayed for your records
5. An e-mail confirming receipt of your submission will also be sent to you
6. Click on the <Return to Dashboard> link

Clicking the <Save Response> button does not mean that you have submitted your bid; you must click on the "Submit Response" for your bid to be submitted.

Contact Information regarding Data Collection

If you need support with access or connectivity issues, please send an email to the CPSS inbox at sspc.cpss@tpsgc-pwgsc.gc.ca.

Date modified:

2019-11-13