Contracts with Task Authorizations

A contract with Task Authorizations (TAs) is a method of supply for services in which all or part of the work is performed on an "as and when requested" basis. The contract sets the conditions in advance, and the client then authorizes individual pieces of work as needs arise. CanadaBuys describes it as a method of supply in its guidance on choosing a method of supply.

A Task Authorization is not a separate contract. It is the structured administrative process, and the instrument, that a client uses to authorize contractor work under the terms of an existing contract. The Public Services and Procurement Canada (PSPC) Supply Manual describes this arrangement. Related terms include Task Authorization Contract (TAC), "as and when requested" and "identified users."

How the task authorization process works

The base contract fixes the terms that apply to every task: scope, pricing, and the rules for issuing and approving work. Each TA then defines one specific task within those terms. A sample federal request for proposals shows the mechanics. The Project Authority provides the task description using the specified TA form, and the TA identifies the activities, deliverables, completion or submission dates, and applicable payment methods. The work described in a TA must be in accordance with the scope of the underlying contract. The sample is available in this federal RFP document.

When departments use TA contracts

Departments use this structure when they know the category of service they need but cannot establish the precise nature or timing of the work in advance. Treasury Board guidance on proactive disclosure of contracts reflects this use in its published guidance. CanadaBuys also notes the method suits clients who need rapid access to services during the contract period. Because detailed work, deliverables, schedules and the payment basis are defined only when a task is authorized, the method is common for professional and technical services.

Where TA contracts appear in federal procurement

• PSPC contracts: The Supply Manual states that PSPC may issue contracts containing TAs under which PSPC, the client, or both may authorize individual work.
• Shared Services Canada cloud services: SSC has used a Task Authorization Contract for Infrastructure as a Service (IaaS) and Native Platform as a Service (PaaS), with individual TAs issued for cloud services. See the prequalification for the challenge-based solicitation.
• Identified users: A federal RFP for a TA contract stated that the contract would support identified users across Canada, including areas subject to Comprehensive Land Claims Agreements.

Proactive disclosure and contract value

Treasury Board guidance treats TA contracts differently from ordinary fixed-value contracts. The full potential value of the contract may be disclosed at award. Where that value is not expected to be used, individual TAs may be disclosed instead. The realized amount of a TA contract can therefore be less than the disclosed amount, because it depends on the number of TAs issued and the department's operational requirements. The Treasury Board publication on proactive disclosure supports this point. A disclosed ceiling is not a guarantee of work.

What it means for a supplier bidding on Canadian public contracts

Winning a TA contract gives a supplier a place in the process, not a set volume of work. You perform only work that has been authorized through the contract's TA process. Before accepting a task, confirm that the requested work falls within the contract's scope. Then follow the prescribed TA form, approval steps, deliverable and schedule requirements, pricing and payment terms, and any reporting obligations. When bidding, read how the solicitation defines the TA process and who may issue tasks, since PSPC, the client, or both may do so. Treat the disclosed contract value as a ceiling and plan capacity around the tasks actually issued.