SSC IT Procurement User Guide

SSC IT Procurement User Guide

Table of Contents PURPOSE... 3 BACKGROUND... 3 IMPACT TO EXISTING ORDERING PROCESSES... 3 BUSINESS RULES FOR ORDERING IN SSC IT PRO... 4 HOW TO CREATE AN SSC IT PRO USER ACCOUNT... 5 INSTRUCTIONS ON PLACING ORDERS... 6 ORDER STATUS NOTIFICATIONS... 10 ANNEX A SSC IT PRO PRODUCT OPTIONS... 12 ANNEX B EXAMPLES OF CORRECT AND INCORRECT ORDERS... 16 ANNEX C LIST OF SSC PARTNER AND CLIENT DEPARTMENTS AND AGENCIES... 21 Page 2 of 25

Purpose This guide was developed to provide step by step instructions for departments and agencies to purchase using Shared Services Canada (SSC) Information Technology (IT) Procurement or SSC IT Pro which is an ordering portal developed to assist Clients to easily submit orders against existing procurement vehicles. Background The Government of Canada announced an Order-in-Council (OIC), effective on September 1, 2015, that establishes Shared Services Canada (SSC) as the sole provider of information and communications technology (ICT) goods and services to all federal departments and agencies. The OIC requires that all departments and agencies submit their requests to SSC for Workplace Technology Devices (WTD) related hardware to achieve the following objectives: Increase security by implementing supply chain integrity (SCI) checks and validation; and Leverage the buying power of the government of Canada (GC) to achieve savings. To achieve these objectives, SSC has changed the process to submit an order against the Microcomputer standing offer which is one of the standing offers on the Computer Acquisition Guide (CAG). Impact to Existing Ordering Processes Previously, departments and agencies were able to direct call-ups to specific vendors for branded products within their delegated authorities or submit their request to Public Works and Government Services Canada (PWGSC) to issue either an elevated call-up or a request for volume discount (RVD). SSC will now be procuring computer hardware on behalf of every government department through increased use of RVDs as the default contracting method instead of individual call-ups. In the new process, departments and agencies will be encouraged to use generic requirements to meet their desktop computing requirements. SSC has identified the opportunity to consolidate specific categories and has created various generic product offerings for the Desktops / Workstation, Notebook, and Thin Client Page 3 of 25

categories. SSC has also reduced the number of options available to encourage standardization and enable consolidation. In order to handle the increased business volume for Microcomputer orders, SSC has implemented SSC IT Pro, an ordering portal that allows Clients to easily submit orders against a catalogue of product offerings and provide SSC with an efficient method to consolidate and process orders. This is a significant change to existing business processes for departments and agencies that have purchased using the Microcomputer standing offer in the past. SSC has developed this user guide to assist Clients in placing an order in SSC IT Pro and understanding the business decisions behind the change in process to assist in the transition. Business Rules for Ordering in SSC IT Pro SSC IT Pro was developed to allow SSC to meet the increased business volumes while also adding value through increased security and leverage the government buying power to achieve savings. In order to achieve these outcomes, SSC has developed mandatory business rules to assist in the consolidation and standardization efforts to expedite Client s orders. The business rules differ significantly from the current method of ordering using call-ups and 9200 requisitions. The following are a list of business rules that must be followed in order to submit a request to SSC separated by the degree of change for Clients. Significant Impact to Current Business Process The changes indicated below will be a significant change to current business processes: 1. Orders are limited to one sub-category. If an additional product is required that it in a different sub-category, a second request is required. (e.g. If you are ordering a product from 1.0D you can have different variations to the options requested however if you are ordering a product from 1.0D and also 2.0D, a separate request is required). 2. One invoice and delivery address per order. If there are two delivery addresses, then an identical order must be submitted for the second delivery address. 3. Requirements should be genericized whenever possible therefore the default order should be for a Generic product. 4. For Generic products, the ceiling price is indicated for section 32 certification with actual prices being updated once the contract is awarded. 5. Orders for branded products require technical justifications. Page 4 of 25

Minimal Impact to Current Business Process The changes indicated below will be a minimal change to current business processes: 1. Section 32 is certified by selecting a checkbox. The Client is accountable to provide the hard copy section 32 authority in the case of an audit. 2. Vendors will continue to deliver and invoice departments and agencies directly. 3. If there are any contracting issues that cannot be resolved by the department or agency, contact the SSC contracting authority. 4. SSC will provide a copy of the contracts to the requesting department or agency. 5. Links to PWGSC websites (e.g. CAG) will be available and updated for Clients to reference. 6. Environmental (Eco) fees will not be calculated in SSC IT Pro and the client is responsible for taking the additional fees into consideration when certifying section 32. How to Create an SSC IT Pro User Account Click the icon below to view detailed instructions on how to create an SSC IT Pro account. Please be advised that some departments and agencies have set restrictions on who can have an access to SSC IT Pro based on organizational structures. Your account will be validated by SSC and, if applicable, your individual department or agency may review user accounts on a continual basis. How to Create an SSC IT Pro Account Page 5 of 25

Instructions on Placing Orders Before placing an order, please ensure to read the business rules to ensure that your order is in the proper format for SSC to process otherwise your order may be cancelled and you will have to resubmit. There are multiple categories from the Microcomputer standing offer that have been uploaded into SSC IT Pro that can be cross-referenced to the new categories as identified in Annex A SSC IT Pro Product Options. Ordering Options There are four options available for ordering: 1. Generic; 2. Inventory; 3. Specialty Products; and 4. Exceptions. The four ordering options are described below in greater detail: 1. Generic Review the generic product categories to determine if the base technical specifications and available options meet your requirement. The generic product orders are consolidated by SSC and RVDs are run on a set schedule. Generic profiles have been created for the following categories: Desktops / Workstations Notebooks Thin Clients Monitors For detailed instructions on how to order this option, please click the icon below. Placing Order Against a Generic Product Page 6 of 25

2. Inventory The inventory category provides Clients with the option to purchase a branded computer system to satisfy their requirements without requiring technical justifications. SSC will issue generic RVDs on a regular schedule resulting in optional quantities that will be available for purchase under the inventory category in limited quantities. Inventory may be available for the following categories: Desktops / Workstations Notebooks Peripherals Monitors Inventory will be updated in SSC IT Pro as it becomes available. Clients should review the technical specifications of the Inventory options before ordering to ensure that it meets their individual requirements. Inventory orders are ordered based on the generic base models but individual options and upgrades will differ based on the product offerings. The stock for inventory items are issued on a first-come, first-served basis and once depleted, the product option will no longer be available. Product details, specifications, actual prices, anticipated delivery time and minimum order quantities will be identified. Shipping costs are not included in the price for in-stock inventory but will be invoiced separately by the vendor and should therefore be factored into your internal section 32 approvals. For detailed instructions on how to order this option, please click the icon below. Placing an Order Against Inventory Product Page 7 of 25

3. Specialty Products Specialty products are identified in the Computer Acquisition Guide (CAG) as the Aboriginal set-asides in addition to products that are highly customizable with low business volumes. Specialty Products are identified as the following commodity selections: 4.0D 3D Simulation Workstation 5.0D Single Xeon Engineering Workstation 6.0D Dual Xeon Engineering Workstation 6.0N Aboriginal Ruggedised (12 in.) Notebook 7.0N Aboriginal Ruggedised Convertible Tablet PC 8.0N Aboriginal Ruggedised Slate Tablet PC 9.0N Aboriginal 15 inch Mobile Workstation 10.0N Aboriginal 17 inch Mobile Workstation 11.0N Aboriginal Convertible Tablet 12.0N Aboriginal Slate Tablet 13.0N UltraBook (13.3 ) When placing an order for a Specialty Product, the Microcomputer call-up limitations will apply to the individual orders (including tax). If the order exceeds the call-up limitations, then the requirement must be processed as an RVD, therefore, the Client will be contacted to develop generic specifications. The Thin Client category follows the same process as the Specialty Products but are grouped into a separate category. This category mirrors what is available on the CAG for Thin Clients including all options. 1.1T VMware PCoIP Zero Thin Client 1.2T Citrix (HDX) Zero Thin Client 1.3T Secure (Gb Fiber Channel) Zero Thin Client 2.0T Stateless Thin Client 3.0T Windows 7 Embedded Thin Client 5.0T All-in-One Thin Client 1.2T Citrix (HDX) Zero Thin Client Page 8 of 25

For detailed instructions on how to order this option, please click the icon below. Placing an Order Against a Specialty Product 4. Exceptions The Exceptions option should only be used in the case that none of the three other options, Generic, Inventory or Specialty Products, can meet the specific requirements. There are three Exception options indicated and defined below: Time Sensitive: Orders will be reviewed once received and expedited with valid justification. o Examples could include: VIP; and Immediate operational impact. Technical: Orders will be reviewed on a regular basis. Technical exception justifications will be verified by SSC s technical authority to ensure the information is valid. SSC may contact you or your organization to further validate the justification. o Examples could include: Inability to implement and interface/configure new equipment with existing infrastructure (no-substitution requirement). Note that the image being built for a specific product will not be deemed an acceptable justification. Only one product is capable of fulfilling the requirement (IP rights, etc.) Only one person or firm is capable of performing the contact (only one authorized reseller) Page 9 of 25

Contract Amendment: Orders will be reviewed on a regular basis. To order this option, a valid contract must be provided in addition to the contract amendment required. o RVD Optional Quantity: To exercise an existing option for additional quantities against a contract resulting from a previously awarded RVD. o Call-up Amendment: To amend an existing call-up to add either time (exercise an option period) or money (add additional products). For detailed instructions on how to order this option, please click the icon below. Placing an Order using an Exception Order Status Notifications Once your order is placed, SSC IT Pro allows Clients to track the status of their orders easily through email notifications and tracking the order status online. As your order progresses through the process, you will be updated Order Status New Order Updates Your order has been received by SSC who will confirm your request to ensure that the business rules were followed and, if required, any justifications are validated. Cancel Order Your order was cancelled for one of the following reasons: 1. There is more than one product in the individual order; or 2. The justification for a technical exception was rejected. You will have to re-submit your order following the mandatory business rules. Pending Your order has been validated and is in the queue to be sent to SSC Page 10 of 25

Procurement for processing as indicated in the processing schedule in Annex A SSC IT Pro Product Options. Processing Shipped Your order has been received by SSC Procurement for processing. A contract has been awarded and signed by the vendor. A copy of the contract has been sent to the email address provided in your SSC IT Pro account. You should receive your goods or services as per the terms and conditions of the contract however, if there are any contractual issues please contact SSC.WTDHardware- MaterielATMT.SPC@canada.ca Page 11 of 25

Annex A SSC IT Pro Product Options *Processing schedules are provided as a guideline at this time until business volumes stabilize in order for SSC to provide more accurate order processing timeframes. Category Sub Category CAG Reference Commodity Processing Schedule Additional Instructions Desktops / Workstations Generic Inventory -1.0D Small-tower Form Factor Desktop -2.0D Mid-tower Form Factor Desktop 1 st and 3 rd Wednesday of every month 2 business days None Shipping costs are invoiced separately -4.0D 3D Simulation Workstation Notebooks Generic -1.0N Thin and Light Ultrabook Inventory -2.0N Balanced -3.0N Performance -4.0N Ultra Mobile Thin Clients Generic -Hybrid Tablet (10.6 inch) Notebook Inventory 2 nd and 4 th Wednesday of every month 2 business days 2 nd and 4 th Wednesday of every month 2 business days None Shipping costs are invoiced separately None Shipping costs are invoiced separately Page 12 of 25

Specialty Products N/A -5.0D Single Xeon Engineering Workstation -6.0D Dual Xeon Engineering Workstation 2 business days Refer to the Microcomputer standing offer for call-up limitations. -6.0N Ruggedised Notebook (12 ) -7.0N Ruggedised Convertible Tablet PC -8.0N Ruggedised Slate Tablet PC -9.0N Mobile Workstation (15 ) -10.0N Mobile Workstation (17 ) -11.0N Convertible Tablet -12.0N Slate Tablet -13.0N UltraBook (13.3 ) Thin Clients N/A -1.1T VMware PCoIP Zero Thin Client -1.2T Citrix (HDX) Zero Thin Client -1.3T Secure (Gb Fiber Channel) Zero 2 business days Treated as a separate category of Specialty Products that mirrors what was available on the CAG. Refer to the Microcomputer standing offer for call-up Page 13 of 25

Thin Client limitations. -2.0T Stateless Thin Client -3.0T Windows 7 Embedded Thin Client -5.0T All-in-One Thin Client Exceptions Technical All Microcomputer related products whether NMSO or non-nmso with the exception of the Specialty and Thin Client product categories. Throughout the month. Technical exceptions must include justification that will be reviewed and approved by the SSC Technical Authority Any order that exceeds the Microcomputer threshold of $400K (including taxes), must be accompanied with a completed and signed Sole Source and Limited Tendering Certification and the responses to the Treasury Board Questions for Sole Source. Time Sensitive All Microcomputer related products whether NMSO or non-nmso. As soon as possible If the Time Sensitive exception option selected is Other, please provide the rationale for the urgent request in the Special Instructions comment box. Page 14 of 25

*Generic product categories are run on a set schedule therefore you cannot have a Generic, Time Sensitive order. Any order that exceeds the Microcomputer threshold of $400K (including taxes), must be accompanied with a completed and signed Sole Source and Limited Tendering Certification and the responses to the Treasury Board Questions for Sole Source. RVD Optional Quantity / Call-up Amendm ent All Microcomputer commodities. 4 business days -Copies of non-ssc awarded contracts should be provided electronically to SSC.provisioningservice - serviceapprovisionneme nt.spc@canada.ca to expedite the order. Page 15 of 25

Annex B Examples of Correct and Incorrect Orders 1. Orders are limited to one sub-category. If an additional product is required that it in a different sub-category a second request is required. (e.g. If you are ordering a product from 1.0D you can have different variations to the options requested however if you are ordering a product from 1.0D and also 2.0D, a separate request is required). Correct Order: The order is limited to the sub-category 1.0D Generic Small-tower Form Factor Desktop but contains two variations of the same product. Incorrect Order: The order contains one product from sub-category 1.0D Generic Smalltower Form Factor Desktop in addition to sub-category 2.0D Generic Mid-tower Form Factor Desktop. This order cannot be consolidated and will be cancelled by SSC. Page 16 of 25

Incorrect Order: The order contains one product from category Desktops / Workstations, sub-category 2.0D Generic Mid-tower Form Factor Desktop in addition to a product from the entirely separate category Specialty Products, sub-category 10.0N Mobile Workstation (17 ), for a branded Dell product. This order cannot be processed because there is a generic and a branded product in one order as well as two different subcategories on one order. This order would be cancelled by SSC. Page 17 of 25

2. One invoice and delivery address per order. If there are two delivery addresses, then an identical order must be submitted for the second delivery address. Correct Order: The system will prevent clients from submitting an order with multiple invoicing or delivery addresses. If an additional order is required for a different delivery address, please submit a second, identical order with a different delivery address. SSC will process the two requests in approximately the same timeframe as long as the orders were submitted at the same time. Page 18 of 25

3. Requirements should be genericized whenever possible therefore the default order should be for a Generic product. Correct Order: Reviewing the Generic products to determine if one of the options will meet the requirements. Page 19 of 25

Incorrect Order: Ordering a technical exception product without reviewing the generic and inventory options available to meet the requirement. 4. For Generic products, the ceiling price is indicated for section 32 certification with actual prices being updated once the contract is awarded. Correct Order: When placing an order, ensure that you have section 32 certification to cover the ceiling price for Generic products. This price can be updated if multiple options are selected before proceeding to checkout. The actual price will be available once the contract is awarded and a copy is sent to the client. Page 20 of 25

5. Orders for branded products require technical justifications. Correct Order: When placing a Technical Exception order please add the Technical Exception product to your cart and ensure that the SSC IT Pro Exception Form is filled out and sent to the email address provided using the proper subject line. Incorrect Order: Submitting a Technical Exception order without using the SSC IT Pro Exception Form or failing to order the Technical Exception product. Failure to provide the requested information will result in your order being cancelled. Annex C List of SSC Partner and Client Departments and Agencies Mandatory Departments and Agencies Page 21 of 25

Atlantic Canada Opportunities Agency Canada Border Services Agency Canada Revenue Agency Canada School of Public Service Canadian Food Inspection Agency Canadian Northern Economic Development Agency Canadian Nuclear Safety Commission Canadian Space Agency Correctional Service of Canada Department of Agriculture and Agri-Food Department of Canadian Heritage Department of Citizenship and Immigration Department of Employment and Social Development Department of Finance Department of Fisheries and Oceans Department of Foreign Affairs, Trade, and Development Department of Health Department of Indian Affairs and Northern Development Department of Industry Department of Justice Department of National Defence Department of Natural Resources Department of Public Safety and Emergency Preparedness Department of Public Works and Government Services Department of the Environment Department of Transport Department of Veterans Affairs Department of Western Economic Diversification Economic Development Agency of Canada for the Regions of Quebec Federal Economic Development Agency for Southern Ontario Financial Transactions and Reports Analysis Centre of Canada Immigration and Refugee Board Library and Archives of Canada National Research Council of Canada Parks Canada Agency Privy Council Office Public Health Agency of Canada Public Service Commission Royal Canadian Mounted Police Page 22 of 25

Shared Services Canada Statistics Canada Treasury Board Administrative Tribunals Support Service of Canada Optional Departments and Agencies Atlantic Pilotage Authority Atomic Energy of Canada limited Business Development Bank of Canada Canada Deposit Insurance Corporation Canada Development Investment Corporation Canada Emission Reduction Incentives Agency Canada Employment Insurance Commission Canada Institutes of Health Research Canada Lands Company Limited Canada Mortgage and Housing Corporation Canada Post Corporation Canadian Air Transport Security Authority Canadian Centre for Occupational Health and Safety Canadian Commercial Corporation Canadian Dairy Commission Canadian Environmental Assessment Agency Canadian Grain Commission Canadian High Arctic Research Station Canadian Human Rights Commission Canadian Intergovernmental Conference Secretariat Canadian Museum for Human Rights Canadian Museum of History Canadian Museum of Immigration at Pier 21 Canadian Museum of Nature Canadian Polar Commission Canadian Radio-television and Telecommunications Commission Canadian Security Intelligence Service Canadian Tourism Commission Canadian Transport Accident Investigation and Safety Board Canadian Transportation Agency Civilian Review and Complaints Commission for the Royal Canadian Mounted Police Communications Security Establishment Copyright Board Courts Administration Service Page 23 of 25

Defence Construction (1951) Limited Export Development Canada Farm Credit Canada Financial Consumer Agency of Canada Freshwater Fish Marketing Corporation Great Lakes Pilotage Authority Indian Residential Schools Truth and Reconciliation Commission Laurentian Pilotage Authority Law Commission of Canada Marine Atlantic Inc. Military Grievances External Review Committee Military Police Complaints Commission National Capital Commission National Energy Board National Farm Products Council National Film Board National Gallery of Canada National Museum of Science and Technology Natural Sciences and Engineering Research Council Northern Pipeline Agency Office of Infrastructure of Canada Office of the Commissioner for Federal Judicial Affairs Office of the Communications Security Establishment Commissioner Office of the Co-ordinator, Status of Women Office of the Correctional Investigator of Canada Office of the Director of Public Prosecutions Office of the Governor General s Secretary Office of the Superintendent of Financial Institutions Pacific Pilotage Authority Parole Board of Canada Patented Medicine Prices Review Board Registrar of the Supreme Court Of Canada Ridley Terminals Inc. Royal Canadian Mint Royal Canadian Mounted Police External Review Committee Security Intelligence Review Committee Social Sciences and Humanities Research Council Standards Council of Canada The Federal Bridge Corporation Limited Page 24 of 25

The Jacques-Cartier and Champlain Bridges Inc. The National Battlefields Commission Veterans Review and Appeal Board VIA Rail Canada Inc. Windsor-Detroit Bridge Authority Page 25 of 25