Requisition Checklist

A Requisition Checklist is a procurement review checklist used to verify that a requisition is acceptable, properly coded and complete before procurement action can proceed. It appears in the Government of Canada Supply Manual, which comes from the former Public Works and Government Services Canada (PWGSC) and is now associated with Public Services and Procurement Canada (PSPC) processes.

The checklist concerns the internal requisition that a government client submits to the contracting organization. It is a buyer-side control document. It is not a NATO terminology term, and it is not a form that bidders complete in response to a solicitation. CanadaBuys identifies the Requisition Checklist as PWGSC-TPSGC 195.

What the Requisition Checklist reviews

The Supply Manual states that all requisitions must be reviewed for acceptability, so that they are properly coded and completed before procurement action continues. The checklist is the tool for that review. According to the Supply Manual, it asks whether:

• the requisition has been properly allocated;
• the requisition is authorized;
• estimated funding is adequate;
• destination or consignee codes are specified.

A further set of questions appears in the next part of the Supply Manual. These ask whether the requirement is subject to a Comprehensive Land Claims Agreement and whether invoicing instructions and financial codes are identified.

How PWGSC-TPSGC 195 relates to the 9200 requisition form

The checklist is associated with the PWGSC-TPSGC 9200 form, Requisition for Goods and Services, and Construction. Government clients are directed to complete the 9200 form to request a procurement. CanadaBuys guidance says the Requisition Checklist, PWGSC-TPSGC 195, helps clients complete the requisition and determine which supporting documents are required.

The two documents work as a pair. The 9200 form carries the client's request into the contracting organization. The checklist is the review that confirms the request is complete and coded correctly. Gaps in authorization, funding or coding are meant to be caught at this stage, before a solicitation is built.

Security requirements and the SRCL

The checklist also covers security documentation. Where a requisition or contractual amendment contains physical-security, information-technology-security or personnel-screening requirements, the Supply Manual requires the requisition to include a Security Requirements Check List (SRCL).

The SRCL is a separate document from the Requisition Checklist. The Requisition Checklist is where a reviewer confirms that the required security documentation has been included with the requisition.

What the Requisition Checklist means for a supplier

Suppliers do not complete the Requisition Checklist. It is a client-side control that happens before a solicitation is published. Its effects still reach bidders, because a requisition that has passed review carries the funding, coding, delivery, invoicing and security details that later appear in the tender documents.

Bid teams can use that knowledge in three ways:

• Expect delivery points and consignee details in a solicitation to reflect destination codes set at the requisition stage.
• Expect invoicing instructions to follow the financial coding the client identified.
• Treat security clauses seriously. A requirement for physical-security, IT-security or personnel screening means the client attached an SRCL to the requisition, and bidders may need to supply the security information the solicitation requests.

If the term turns up in a Supply Manual reference, read it as part of the government's internal process for preparing a requirement, not as a document to include in a bid.