Public Services and Procurement Canada
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Annex "D" - SBIPS Quarterly Usage Report (QUR)
General Instructions
1.0 Introduction
The Government of Canada (GoC) requires the Solutions-Based Informatics Professional Services (SBIPS) Supply Arrangement (SA) Holder (Supplier) to provide a Quarterly Usage Report (QUR) to the SBIPS SA Authority on a quarterly basis to report contract activity during the applicable period. If there is no activity to report, SA Holders MUST indicate "NIL" in the appropriate field of the spreadsheet (see Part 12.0 below).
Suppliers will be sent, via email, the most recent Quarterly Usage Report template thirty (30) calendar days prior to the end of each reporting period.
Important Notes:
A separate QUR MUST be submitted for each Supplier's Supply Arrangement should an SA Holder hold more than one (I.e Joint Venture). Each QUR must be submitted using separate EXCEL files with different file name (see Part 3.0 below).
For Contracts with varying Basis Of Payment (I.e different domain; hardware; software, travel and living, etc) each must be reported on a separate row of the SA report.
2.0 Response Due Date
The QUR MUST be reported to the SBIPS SA Authority in accordance with the following schedule. Failure to submit a report may result in suspension of SBIPS contracting vehicle.
| Quarter | Period to be covered | Due on or before |
|---|---|---|
| 1st | April 1 to June 30 | July 10 |
| 2nd | July 1 to September 30 | October 10 |
| 3rd | October 1 to December 31 | January 10 |
| 4th | January 1 to March 31 | April 10 |
3.0 Returning the Completed QUR
Please e-mail the completed QUR to: rapportsmdai.imosreports@tpsgc-pwgsc.gc.ca with the following email subject line:
<SA Holder's Company Name>SBIPS Quarterly Usage Report<Q_ 20__>
(Example: ABC123 Company Ltd - SBIPS Quarterly Report - Q3 2009)
4.0 Complete All Questions
SA Holders MUST complete all applicable portions of the QUR documents - including the Company Profile.
5.0 Provide Direct Responses to Questions
Do not substitute brochures, catalogues or annual reports in lieu of answers to our questions.
6.0 Currency
All rates are to be reported in Canadian dollars (CDN).
7.0 Confidentiality
GoC will keep your company's response confidential from other Suppliers. Only authorized Government Users will have access to Supplier information.
8.0 Changing the Format of QUR
SA Holders are not permitted to change the format of the QUR. Recommendations or suggestions to improve the report are to be directed to the SBIPS SA Authority at the email address indicated at Part 11.0 below.
9.0 Answering all Questions
This QUR questionnaire has three sections identified by the labels of each worksheet on this file. The fields that allow editing are painted in white. Use your mouse to move between required fields. Some fields have pull down lists - you must use only the options presented on the lists provided.
10.0 SA Holder's Representative (or delegated representative)
PWGSC considers the individual named under Article: SA Holders Representative(s) of the Supply Arrangement to be the SA Holder's primary source of communication. Should this individual not be available at the date of the QUR submission, an alternate contact should be included with your QUR using the template provided under tab II. Company Profile.
11.0 Questions
Should you need further clarification, please forward your question by e-mail to the following address (do not forget to include your name and contact number so we can contact you immediately): rapportsmdai.imosreports@tpsgc-pwgsc.gc.ca
Item Descriptions
SBIPS Quarterly Usage Report (QUR)
12.0 Field information
SA number and Company Name: Ensure both data elements are correct.
Client Department Contract Number or "NIL": Client Department unique contract number. Not to be confused with the contract number of the specific SA EN537-05IT01/XXX. SA Holders must input "NIL" if there is no contract/ activity to report during the reporting period (no other fields require an entry).
Initial Contract (C) or Amendment (A): Using the pull down list provided, please choose (C) indicating the reporting of the initial Contract or (A) for an Amendment to a previously reported Contract. Reporting is for activity in the reporting period only.
Contract Authority Department: A pull-down list is provided for the more common Government Departments. Contracting Authority can either be PWGSC or a Client Department. Type in applicable Government Department if not listed.
Name of Contracting Authority: This column contains the name of the government Contracting Authority who issued the Contract.
Client Department: A pull-down list is provided of the more common Government Departments. Type in applicable Government Department if not listed.
Tier: From the pull-down list, choose whether the contract is a Tier 1 or Tier 2 requirement.
Region Services Provided: From the pull-down list, choose the Region where the services are required.
Basis of Payment (BOP): The Basis of Payment column provides for two choices in the pull-down list: Professional Services or Other Costs which will be further detailed in the next field entitled Domain/Other Costs.
Domain/Other Costs: If "Professional Services" is selected in the Basis of Payment column, a pull-down list naming the SBIPS Domains will be available for selection. If "Other Costs" is selected in the Basis of Payment column, choices will include "Hardware" (further info required in Remarks column), "Software" (further info required in Remarks column, "Travel and Living" and, "Other Costs" (further info required in Remarks column). Each "Domain" and/or "Other Costs" selected must be on a separate row of the Report.
Method of Payment: Drop-down list choices include: "Payment upon completion of the Work"; "Progress Payments"; "Milestone Payments" and, "Combination of Methods" (mixture of methods).
Contract Start Date: Date contract was awarded.
Contract End Date: Date Contract will end (Does not include unfunded option periods). Option periods/amendments exercised MUST be reported in Quarter issued.
Total Amount (per BOP): Please indicate the total amount contracted based on the selections in the BOP and Domain/Other Costs columns. Do not include option periods. Option Periods will be reported on the QUR of the period the option was exercised by Canada.
SBIPS Supply Arrangement Holders Quarterly Update Report (QUR)
Field Information Descriptions
SA number and Company Name: Ensure both data elements are correct.
Client Department Contract Number or "NIL": Client Department unique contract number. Not to be confused with the contract number of the specific SA EN537-05IT01/XXX. SA Holders must input "NIL" if there is no contract/ activity to report during the reporting period (no other fields require an entry).
Initial Contract (C) or Amendment (A): Using the pull down list provided, please choose (C) indicating the reporting of the initial Contract or (A) for an Amendment to a previously reported Contract. Reporting is for activity in the reporting period only.
Contract Authority Department: A pull-down list is provided for the more common Government Departments. Contracting Authority can either be PWGSC or a Client Department. Type in applicable Government Department if not listed.
Name of Contracting Authority: This column contains the name of the government Contracting Authority who issued the Contract.
Client Department: A pull-down list is provided of the more common Government Departments. Type in applicable Government Department if not listed.
Tier: From the pull-down list, choose whether the contract is a Tier 1 or Tier 2 requirement.
Region Services Provided: From the pull-down list, choose the Region where the services are required.
Basis of Payment (BOP): The Basis of Payment column provides for two choices in the pull-down list: Professional Services or Other Costs which will be further detailed in the next field entitled Domain/Other Costs.
Domain/Other Costs: If "Professional Services" is selected in the Basis of Payment column, a pull-down list naming the SBIPS Domains will be available for selection. If "Other Costs" is selected in the Basis of Payment column, choices will include "Hardware" (further info required in Remarks column), "Software" (further info required in Remarks column, "Travel and Living" and, "Other Costs" (further info required in Remarks column). Each "Domain" and/or "Other Costs" selected must be on a separate row of the Report.
Method of Payment: Drop-down list choices include: "Payment upon completion of the Work"; "Progress Payments"; "Milestone Payments" and, "Combination of Methods" (mixture of methods).
Contract Start Date: Date contract was awarded.
Contract End Date: Date Contract will end (Does not include unfunded option periods). Option periods/amendments exercised MUST be reported in Quarter issued.
Total Amount (per BOP): Please indicate the total amount contracted based on the selections in the BOP and Domain/Other Costs columns. Do not include option periods. Option Periods will be reported on the QUR of the period the option was exercised by Canada.