10. Contract with task authorizations—Assessor Guidance Document—Supply Arrangement Requirements

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10.01 Task authorizations—documentation

Copy of all Task Authorization (TA) forms, including amendment to TAs, must be on file.

Assessment guidance and notes

Work covered under a TA is authorized through the issuance of one of the following forms:

  • Non-Department of National Defence (DND) contracts—Form Public Works and Government Services Canada (PWGSC)-Travaux publics et Services gouvernementaux Canada (TPSGC) 572 Task Authorization or other developed task authorization form that meets the requirements noted herein
  • DND contracts—Form DND 626 Task Authorization

In some cases, a TA issued must be amended due to minor changes to the work required, to increase the total estimated cost of a TA, etc.

10.01 Task authorizations - documentation Potential findings
Type Description Rationale
Major non-conformance—policy (documentation) Copy of all Task Authorization (TA) forms including amendements to TA forms are not on file and the Contracting Authority is unable to provide it. Without a copy of all the TA and TA amendment forms it is not possible for the Assessor to confirm compliance with a number of subsequent elements. (Contravention of TB Contracting Policy sub-section 12.3.1)

10.02 Task authorizations—date

The date that the TA forms goes into effect must be inside the period of the contract. The date that the TA amendment goes into effect must be prior to the expiry date of the TA forms.

Assessment guidance and notes

The TA date and/or TA amendment (if applicable) shall be the date that the TA and/or TA amendment was executed (i.e. the date that the TA and/or TA amendment was signed).

10.02 Task authorizations - date Potential findings
Type Description Rationale
Major non-conformance—procedural TA was issued after the contract expired. TA issued after the contract has expired represent an attempt to issue a legal document that does not exist.
Major non-conformance—procedural TA Amendment was issued after the TA expired. TA amendments issued after the TA has expired represent an attempt to amend a legal document that does not exist.
Major non-conformance—procedural TA and/or TA amendment period is covering the same period of the contract. The issuance of a single TA and then the subsequent issuance of an amendment to that TA to extend the period of the TA and increase the level of effort fail to meet the intent of the TA process.
Observation (documentation) Compliance to this requirement cannot be determined because a copy of the contract is not on file. If the contract was not on file, then a Major non-conformance would already have been raised against a previous element (i.e. element 8.01: Contract—Documentation).

Note: Recurrence of this finding may result in the issuance of a non-conformance.
Observation (documentation) Compliance to this requirement cannot be determined because a copy of the TA is not on file. If the TA was not on file, then a Major non-conformance would already have been raised against a previous element (i.e. element 10.01: Task Authorizations (TAs)—Documentation).

Note: Recurrence of this finding may result in the issuance of a non-conformance.

10.03 Task authorizations—details

Duly completed TA form, including amendment to a TA, and all supporting documentation must be on file.

Assessment guidance and notes

TA form must contain all required components and must be consistent with the clauses stated in the contract. TA amendments (if applicable) must contain all required components and must be consistent with the clauses stated in the original TA form. TA form must include, as a minimum, the following information:

  • Contract Number
  • Contractor name and address
  • Task Authorization (TA) number
  • Title of Task (Minor)
  • Total Estimated cost of task (applicable taxes extra)
  • Security requirements
  • Description of the work
  • Basis and method of payment
  • Cost of task
  • Name, title and signature of "Client" (if different than the Contracting Authority)
  • Name and signature of Contracting Authority
  • Name, title and signature of authorized representative of the Contractor

Supporting documentation to the TA includes, but is not limited to, the Contractor's response to the TA request. The Contractor's response should include start and end date of the work, proposed changes to the work (if applicable), estimated cost (per diem rate(s), level of effort, travel and living, etc.), etc.

  • The Contracting Authority must document the rationale for amending the TA. Such rationale can be included in the amended TA form or documented on file separately
  • It is sufficient, in some cases (e.g. security requirements, method of payment, basis of payment, etc.), for the TA to state "refer to contract" or something to that effect
  • Amendment to a TA must clearly identify the changes to the TA
  • In the PSPC TA Form (PWGSC-TPSGC 572 Task Authorization):
    • Field titled "Task Description of the Work Required" must include the start and end date for the work
    • Field titled "Cost of task" allows for the inclusion of a detailed break-down of the costs associated with the task including per diem rate(s), level of effort, travel and living, etc.
10.03 Task authorizations - details Potential findings
Type Description Rationale
Major non-conformance—policy (documentation) Minimum information that defines the exact nature, timeframes of the required services/deliverables, cost, etc. is not contained in the TA form and/or TA amendment. Failure to provide the required information would prevent a third party from determining whether or not the work covered by the TA and/or TA amendment was consistent with the terms of the original contract and/or the original TA. (Contravention of TB Contracting Policy sub-section 12.3.1)
Major non-conformance—policy (documentation) Supporting documentation (e.g. Contractor's response to the TA request) is not on file and the Contracting Authority is unable to provide it. Refer rationale above.
Major non-conformance—policy (other) There are major discrepancies or inconsistencies between the contract and the TA form (for example different security clearance, travel and living expenses, additional resources, etc.). The contradictory information between the TA and/or TA amendment and the terms of the contract, could have resulted in a change to the Supplier issued the contract. (Contravention of TB Contracting Policy sub-section 10.8.19)
Major non—conformance policy (procedural) Options period were included in the TA and/or TA amendment. The issuance of a single TA and then the subsequent issuance of an amendment to that TA to extend the period of the TA and increase the level of effort fail to meet the intent of the TA process.
Major non-conformance—policy (procedural) Copy of the TA and/or TA amendment on file is unsigned. Failure to sign the TA and/or TA amendment calls into question whether or not the TA and/or TA amendment has been executed.
Minor non-conformance TA form failed to include all necessary information, the absence of which would not cause significant contractual risk to Canada. Failure to provide certain required items (e.g. Contractor name and address) would not impair Canada's ability to ensure completion of the work covered under the TA.
Observation (documentation) Compliance to this requirement cannot be determined because a copy of the TA and/or TA amendment is not on file. If the TA and/or TA amendment was not on file, then a Major non-conformance would already have been raised against a previous element (i.e. element 10.01: Task Authorizations (TAs)—Documentation).

Note: Recurrence of this finding may result in the issuance of a non-conformance.
Observation (documentation) Compliance to this requirement cannot be determined because a copy of the contract is not on file. If the contract was not on file, then a Major non-conformance would already have been raised against a previous element (i.e. element 8.01: Contract—Documentation).

Note: Recurrence of this finding may result in the issuance of a non-conformance.

10.04 Task authorizations—scope

Work described in the TA and/or TA amendment form(s), including deliverables and schedule, must be within the scope of the contract.

Assessment guidance and notes

The work described in the TA and/or TA amendment must be consistent with the Statement of work (SOW) contained in the contract. If the Contracting Authority or the Client determines that there were significant omissions in the description of the scope of the work covered under the contract, the contract should be cancelled and a new procurement issued.

Each TA must be completed on or before the expiry date of the contract. If the task cannot be completed before the expiry of the contract, the contract must be amended to extend the contract period before the TA is issued. TA amendment must be completed on or before the expiry date of the original TA. If the task cannot be completed before the expiry of the original TA, a TA amendment must be issued on or before the expiry date of the original TA.

Note

  1. It is possible that, in certain situations, the TA was expected to be completed before the expiry of the contract. However, due to unforeseen circumstances the schedule for completion of the work required under the TA may need to be extended past the original expiry date of the contract. In such situations, it is acceptable to extend the period of the contract (via a contract amendment) provided that the amendment is issued before the expiry date of the contract
  2. TAs and/or TA amendments must include a description of the task including details of the activities to be performed and not a copy of the SOW included in the contract
10.04 Task authorizations - scope Potential findings
Type Description Rationale
Major non-conformance—policy (other) Work covered by TAs and/or TA amendments are not consistent with the scope of the work described in the SOW. Major discrepancies between the work covered by the TA and/or TA amendment and the SOW in the contract which, if identified during the bidding period, could have resulted in a change to the Supplier issued the contract. (Contravention of TB Contracting Policy sub-section 10.8.19)
Major non-conformance—procedural Work described in the TAs and/or TA amendments duplicated the original SOW stated in the contract. The specific task(s), including details of the activities to be performed, required under the TA and/or TA amendments were not described. Intent of the TA process is to allow for TAs to be raised to cover specific tasks. Without a description of the specific tasks, it is not clear how a third party could determine what work was actually done under the TA.
Major non-conformance—procedural Work covered by TAs was (were) not or will not be completed before the expiry of the contract. There are no contract amendments on file that extend the period of the contract to coincide with the completion date of the TAs. TAs represent a description of the work to be completed under the contract. Once the contract has expired, there is no legal basis to complete the work covered by the TA.
Observation (documentation) Compliance to this requirement cannot be determined because a copy of the TA and/or TA amendment is not on file. If the TA and/or TA amendment was not on file, then a Major non-conformance would already have been raised against a previous element (i.e. element 10.01: Task Authorizations (TAs)—Documentation).

Note: Recurrence of this finding may result in the issuance of a non-conformance.
Observation (documentation) Compliance to this requirement cannot be determined because the copy of the TA and/or TA amendment on file does not include a description of the work required. If the TA and/or TA amendment does not include a description of the work required, then a Major non-conformance would already have been raised against a previous element (i.e. element 10.03: Task Authorizations (TAs)—Details).
Observation (documentation) Compliance to this requirement cannot be determined because a copy of the contract is not on file. If the contract was not on file, then a Major non-conformance would already have been raised against a previous element (i.e. element 8.01: Contract—Documentation).

Note: Recurrence of this finding may result in the issuance of a non-conformance.

10.05 Task authorizations—value

Total value of each TA, including applicable taxes, travel and living expenses (if applicable), travel status time to be paid (if applicable), etc., cannot exceed the limitation(s) set out in the contract.

Assessment guidance and notes

The contract may allow for either all of the work to be performed through TAs or only a portion of the work. In both cases, the value of the TA cannot exceed the limitation(s) set out in the contract for each individual TA. For contracts where all of the work will be performed by TAs, the total value of all TAs cannot exceed the limitation(s) set out in the contract cannot exceed the total value of the contract cannot exceed the limitation(s) set out in the contract. For contracts where only a portion of the work will be performed by TAs, the total value of all TAs plus the total value of the work not covered by TAs, cannot exceed the limitation(s) set out in the contract cannot exceed the limitation(s) set out in the contract.

Note

  1. Wherever reference is made to "total value" in this element, total value means the value including applicable taxes, travel and living expenses (if applicable), travel status time to be paid (if applicable), etc. unless specified otherwise in this element
  2. The TA form referred to in the PSPC Supply Manual (form PWGSC-TPSGC 572) does not include a space for calculating the value including applicable taxes. Therefore, for assessment purposes, the Assessor will add the value of the applicable taxes to each TA to determine compliance to this element
10.05 Task authorizations - value Potential findings
Type Description Rationale
Major non-conformance—policy (other) Total value of the work performed under all TAs exceeded, including the total value of work not covered under TAs, exceeded the contract value. Payment of invoices in excess of the total value of the contract would result in expenditures in excess of the committed funds. (Contravention of Section 33 of the FAA).
Major non-conformance—procedural Total value of the work performed under a TA exceeded the limitation in value placed on individual TAs stated in the contract. Exceeding the value limitation set out in the contract is a contradiction of the terms of the contract.
Major non-conformance—procedural TA was issued for all the work covered under the contract or for all the work to be performed by each category required in the firm portion of the contract or each option period. The issuance of a TA for all the work covered under the contract fails to meet the intent of the TA process.
Observation (documentation) Compliance to this requirement cannot be determined because a copy of the TA is not on file. If the TA was not on file, then a Major non-conformance would already have been raised against a previous element (i.e. element 10.01: Task Authorizations (TAs)—Documentation).

Note: Recurrence of this finding may result in the issuance of a non-conformance.
Observation (documentation) Compliance to this requirement cannot be determined because a copy of the contract is not on file. If the contract was not on file, then a Major non-conformance would already have been raised against a previous element (i.e. element 8.01: Contract—Documentation).

Note: Recurrence of this finding may result in the issuance of a non-conformance.

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