Procurement file

A procurement file is your complete paper trail—every decision, justification, and document that shows how public money was spent. Think of it as the story of your procurement from start to finish, and it needs to hold up under audit. According to the Supply Manual Chapter 3, contracting authorities must maintain accurate and comprehensive records to facilitate management oversight and audit.

How It Works

Here's the thing: a well-maintained file isn't just bureaucracy. It's your evidence that you followed the rules. When you issue a Notice of Proposed Procurement, that document goes in the file. Evaluate bids and select a supplier? Your evaluation worksheets and decision rationale go in too. Issue a contract or make a call-up against a standing offer? Those records belong there as well.

The Treasury Board Contracting Policy (sub-sections 10.3.1 and 12.3.1) sets the baseline requirements, but what actually goes in depends on your procurement type. For task-based supply arrangements, you need the CPSS final search results list showing which suppliers received invitations. Even for procurements under $40,000, you still need all bid solicitation documentation—the statement of work, mandatory criteria, resultant contract clauses. Lower dollar value doesn't mean lower documentation standards.

Your file should tell the story chronologically: purchase requisition, market research, solicitation documents, evaluation records, contract award, amendments, invoices. Section 4.10 of the Directive on the Management of Procurement makes contracting authorities responsible for this documentation. Public Safety Canada's internal audit findings prove that enforcement is real—oversight bodies check whether your records actually support your decisions, and gaps get flagged.

Key Considerations

• Document decisions as they happen, not after. Recreating your rationale months later for an audit never looks good. Made a judgment call or deviated from standard procedures? Write down why at the time.

• File completeness varies by procurement method. A competitive solicitation requires different documentation than a call-up under a supply arrangement. Know what your specific procurement method demands before you start.

• Digital or paper, organization matters. Auditors need to follow your logic quickly. If they can't find the evaluation criteria or trace how you arrived at a sole-source justification, your file has failed its purpose.

• Access and retention aren't optional. These files serve management oversight, Financial Administration Act compliance, and audit requirements. Proper storage and retention schedules apply—you can't just delete files when the contract ends.

Related Terms

Contracting Authority, Bid Solicitation, Standing Offer, Supply Arrangement

Sources

• Supply Manual - Chapter 3: Procurement File Management

• Internal Audit of Procurement – Phase 1 - Public Safety Canada

• Bid Solicitation Preparation—Assessor Guidance Document

Your procurement file isn't just an administrative requirement—it's your defense when questions arise. Build it properly from day one, and you'll never scramble to justify your decisions after the fact.