Extract File

When a federal procurement gets too complex for one contracting officer to handle—say, when you're buying both IT hardware and professional services under the same requirement—you'll often see an Extract File created. This is essentially a split-off portion of the original procurement file that gets assigned to a different procurement group or contracting officer. It keeps everything organized while allowing specialists to handle their respective pieces. It's a practical solution to the reality that modern government procurement often crosses multiple commodity lines and expertise areas.

How It Works

Here's the thing: Extract Files exist because federal departments don't always procure in neat, single-category packages. A typical scenario might involve a Department of National Defence (DND) requirement that includes both goods and services, or a Public Services and Procurement Canada (PSPC) contract that needs to be divided between regional contracting teams. When this happens, the original procurement file—sometimes called the parent file—spawns one or more extract files.

Each extract file maintains a clear link back to the original requirement but operates semi-independently. The contracting officer responsible for the extract manages their portion through the full procurement cycle: developing specifications, issuing solicitations, evaluating bids, and awarding contracts. According to the Supply Manual, this approach ensures that subject matter experts in different procurement groups can apply their specialized knowledge without stepping on each other's toes.

In practice, you'll see extract files referenced in federal tender documents on Buy and Sell, often with notation indicating the file is part of a larger procurement effort. The coordination between files happens at the departmental level, with designated officers ensuring that timelines align and that the client receives all components of their original requirement in a way that actually makes sense.

Key Considerations

• Tracking complexity multiplies: Each extract file generates its own documentation trail, audit requirements, and reporting obligations. You need to track not just your piece but understand how it fits with the other extracts.

• Client coordination becomes critical: The requesting department needs a single point of contact who understands the full picture, even though multiple contracting officers are working different pieces. Communication breakdowns here cause delays.

• Contract timing must align: If one extract involves goods and another involves installation services, you can't have the services contract awarded six months before the goods arrive. This requires active coordination between officers.

• Financial coding stays consistent: Even though files are split, the funding source and financial authorities must be properly allocated across all extracts to match the original approved requirement.

Related Terms

Contracting Officer, Procurement File, Standing Offer, Supply Arrangement, Commodity Code

Sources

• Government of Canada Supply Manual - Official federal procurement policy and procedures

• Canada Buys - Procurement Portal - Federal government procurement information and opportunities

• Buy and Sell - Federal government tender opportunities

If you're monitoring federal procurement opportunities, understanding extract files helps you recognize when a posted solicitation is part of a larger requirement—which might mean additional related contracts coming down the pipeline soon.