Source: http://legisquebec.gouv.qc.ca/en/ShowDoc/cr/P-32,%20r.%201
Timestamp: 2020-05-31 00:28:01
Document Index: 2751490

Matched Legal Cases: ['§ 4', '§ 2', '§ 3', '§ 4', '§ 5', '§ 2']

Replaced on 5 October 2017
chapter P-32, r. 1
Regulation respecting Contracts of the Public Protector
PUBLIC PROTECTOR — CONTRACTS
(chapter P- 32, s. 35.2).
Replaced, Décision 1927, 2018 G.O. 2, 7; eff. 2017-10-05; see chapter P-32, r. 2.
WHEREAS the Public Protector is not subject to the Act respecting Contracting by Public Bodies (chapter C-65.1), under section 5 of this Act;
AND WHEREAS the Public Protector adheres to the principles and rules stipulated in the Act respecting Contracting by Public Bodies and to the regulations adopted under this Act;
AND WHEREAS the Public Protector may, under subsection 35.2 of the Public Protector Act (chapter P-32), define by regulation the conditions of the contracts it may conclude;
THEREFORE the Public Protector adopts this Regulation respecting Contracts of the Public Protector.
Decision 1462-2, preamble.
1. The purpose of this Regulation is to determine the conditions that are to govern the contracts that the Public Protector may enter into with any physical or legal person.
Decision 1462-2, s. 1.
(3) the opportunity for qualified tenderers to compete in calls for tenders made by the Public Protector;
(5) the implementation of quality assurance systems for the goods, services or construction work required by the Public Protector; and
(6) accountability reporting by the Public Protector to verify the proper use of public funds.
Decision 1462-2, s. 2.
Decision 1462-2, s. 4.
5. Every contract referred to in this Regulation must be signed by the Public Protector in person or by a person authorized to sign on behalf of the Public Protector, unless expressly stated otherwise.
Decision 1462-2, s. 5.
6. For the purposes of this Regulation, the electronic tendering system is the system approved by the Government under section 11 of the Act respecting Contracting by Public Bodies (chapter C-65.1).
Decision 1462-2, s. 6.
7. The Public Protector must use the public call for tender process described in this division for all contracts involving an expenditure equal to or greater than:
(1) $100,000 for service or construction contracts; or
Decision 1462-2, s. 7.
8. The Public Protector may not split or segment its procurement requirements or amend a contract for the purpose of avoiding the obligation to make a public call for tenders or any other obligation under this Regulation.
Decision 1462-2, s. 8.
9. The Public Protector may be party to a joint call for tenders with a public body referred to in section 4 of the Act respecting Contracting by Public Bodies (chapter C-65.1) or with a legal person established in the public interest whose contracting conditions are different from those determined by this Regulation. In such a case, the conditions for the joint call for tenders are those to which the one that proceeds to it is subject.
Decision 1462-2, s. 9.
10. Every public call for tenders is made by publishing a notice on the electronic tendering system identified in section 6.
The notice forms part of the tender documents and must specify and contain:
(1) the identification of the “Public Protector”;
(2) a brief description of the services, needs or construction work required, as well as, where applicable, the date of delivery or execution;
(5) the place as well as the closing and opening dates and times, the closing date being not less than 15 days after the date on which the notice is published; and
(6) the fact that the Public Protector is not bound to accept any tender.
Decision 1462-2, s. 10.
11. In its tender documents, the Public Protector must provide:
(1) a description of the services, needs or construction work and the conditions under which the contract is to be carried out;
(2) in the case of a joint call for tenders within the meaning of section 9, the identity of every public body and legal person established in the public interest that are parties to the joint call for tenders;
(3) the eligibility requirements for service providers, suppliers or construction contractors and the compliance requirements for tenders;
(4) a list of the documents or other items required from the service providers, suppliers or construction contractors;
(6) where a quality evaluation of tenders is to be made, the evaluation rules, including the criteria selected and, for the purpose of Schedule 2, their respective weighting;
(9) any other particular required under this Regulation or a Public Protector policy under section 87.
Decision 1462-2, s. 11.
13. Compliance requirements must specify the cases that will entail automatic rejection of a tender, namely:
(6) the price submitted and the quality demonstration are not presented separately as required by section 19, where applicable; and
(7) any other compliance requirement stated in the tender documents as entailing automatic rejection of a tender has not been complied with.
Decision 1462-2, s. 13.
14. Provided that it is specified in the tender documents, the Public Protector may refuse to consider any service provider, supplier or construction contractor who, in the 2 years preceding the tender opening date, has been given an unsatisfactory performance report by the public body, failed to follow up on a tender or contract or has had a contract cancelled because of failure to comply with the contract conditions.
Decision 1462-2, s. 14.
15. The Public Protector may amend the tender documents by sending an addendum to the service providers, suppliers or contractors concerned.
Decision 1462-2, s. 15.
16. For construction contracts, the Public Protector must also specify in the tender documents what securities are required and the form and conditions to be complied with.
Tender security is required by the Public Protector if the estimated amount of the contract is equal to or greater than $500,000, and may be required in all other cases.
Where tender security is required, the contractor must also provide, prior to the signing of the contract, performance security and security for the contractor’s obligations with respect to wages, materials and services.
Decision 1462-2, s. 16.
18. The Public Protector solicits solely a price to award a service contract of a technical nature, a supply contract or a contract for construction work.
Decision 1462-2, s. 18.
19. The Public Protector must evaluate the quality of a tender to award a professional service contract; the Public Protector must request a price, if required, and a quality demonstration based on predetermined evaluation criteria.
The price and the quality demonstration must be presented separately so that the first paragraph of section 29 may apply.
Decision 1462-2, s. 19.
§ 4. — Evaluation of tenders and contract awarding
21. The Public Protector evaluates the tenders received, ensuring that the service providers, suppliers or contractors are eligible and their tenders are compliant.
If the Public Protector rejects a tender because the tenderer is ineligible or the tender is non-compliant, it must so inform the service provider, supplier or contractor and give the reason for the rejection no later than 15 days after awarding the contract.
Decision 1462-2, s. 21.
22. The Public Protector must evaluate the quality of tenders as provided in Schedule 1 or Schedule 2, as the case may be.
Decision 1462-2, s. 22.
23. Where an evaluation is based on a minimum level of quality, the Public Protector must apply the evaluation conditions in Schedule 1 and award the contract to the service provider, supplier or contractor who submitted the lowest price.
Decision 1462-2, s. 23.
24. Where an evaluation is based on measurement of the level of quality followed by calculation of the price-quality ratio, the Public Protector must apply the evaluation conditions in Schedule 2 and award the contract to the service provider who submitted the lowest adjusted price.
Decision 1462-2, s. 24.
25. Where an evaluation is based solely on measurement of the level of quality, the Public Protector must apply the evaluation conditions in sections 1 to 7 of Schedule 2 and award the contract to the service provider whose acceptable tender obtained the highest final score.
Decision 1462-2, s. 25.
26. The Public Protector may solicit only a quality demonstration if a tariff applicable to the contract concerned exists and has been established under an Act or approved by the Government or the Conseil du trésor.
Decision 1462-2, s. 26.
29. For professional service contracts, tenders are to be evaluated by a selection committee set up for that purpose by the Public Protector. If a price is submitted, the committee must evaluate quality without knowing the price submitted.
Decision 1462-2, s. 29.
30. The provisions of sections 35 and 36 apply to a professional service contract, except that the condition in subparagraph 1 of the second paragraph of section 36 is that only 1 service provider must have submitted an acceptable tender.
Decision 1462-2, s. 30.
31. For professional service contracts, the Public Protector must inform each tenderer of the results of the tender quality evaluation within 15 days after awarding the contract.
Decision 1462-2, s. 31.
32. Except for contracts for financial or banking services, section 19 and sections 21 to 31 apply where the Public Protector evaluates the quality of a tender following an invitation to tender. However, the composition of the selection committee provided for in the second paragraph of section 29 may differ.
Decision 1462-2, s. 32.
33. With the exception of contracts for professional service, the Public Protector awards the contract to the service provider or contractor who submits the lowest price.
For supply contracts, the Public Protector may, in the determination of the lowest price, include the cost of the impact related to the acquisition and adjust the submitted prices accordingly. This price adjustment must, however, be founded on quantifiable and measurable factors that are clearly identified in the tender documents.
Decision 1462-2, s. 33.
34. Despite section 18, for construction contracts, the Public Protector may decide to evaluate the quality of a tender by making a call for tenders in 2 stages.
The first stage consists in selecting contractors by soliciting only a quality demonstration in accordance with the evaluation conditions in Schedule 1. The second stage consists in inviting the selected contractors to submit a tender that includes only a price.
The Public Protector must specify in the tender documents the rules to be used to evaluate the quality of tenders, including the evaluation criteria.
Decision 1462-2, s. 34.
35. If several service providers obtain identical results following a call for tenders, the contract is awarded by a drawing of lots.
Decision 1462-2, s. 35.
36. The Public Protector awards the contract on the basis of the procurement requirements described and the rules established in the tender documents and according to the price submitted.
The Public Protector may, however, negotiate the price submitted and the price stipulated in the contract may be less than the price submitted if:
(1) only 1 service provider, supplier or contractor submitted a compliant tender;
(2) the service provider, supplier or contractor agreed to a new price; and
Decision 1462-2, s. 36.
37. For construction contracts, where it is decided after tenders are opened that a contract is not to be awarded following a public call for tenders or, if a quality evaluation is to be made, after a meeting of the selection committee, the tenderer that would have been awarded the contract receives as compensation and final settlement for expenses incurred the amount of:
(1) $2,000, if the tender is equal to or greater than $500,000 but less than $1,000,000; or
(2) $5,000, if the tender is equal to or greater than $1,000,000.
Decision 1462-2, s. 37.
CONTRACTS NOT SUBJECT TO THE PUBLIC TENDERING PROCESS
38. The Public Protector must award contracts involving an expenditure below the public tender threshold described in section 7 in accordance with the principles set out in this Regulation, particularly those stated in section 2.
To ensure the sound management of such contracts, the Public Protector must, among other means, consider whether they should:
(2) use a rotation system among the tenderers or contractors they deal with, or seek new tenderers or contractors;
(3) include provisions to control the amount of such contracts and of any related additional expenditure, especially in the case of contracts by mutual agreement, in compliance with section 39; or
Decision 1462-2, s. 38.
40. The Public Protector may enter into a task order contract with 1 or more service providers when the procurement requirements are recurrent and the number of requests, the rate or the frequency at which they are to be performed are uncertain.
Decision 1462-2, s. 40.
41. The Public Protector must indicate in the tender documents the approximate monetary value of the services or construction work that the public body intends to request or have carried out.
Decision 1462-2, s. 41.
42. If the task order contract is entered into with more than one service provider, the performance requests are made to the service provider who submitted the lowest price, unless the provider cannot perform the service, in which case the other providers are solicited according to their respective rank.
Decision 1462-2, s. 42.
43. A task order contract is entered into for a term not exceeding 3 years, including any renewal.
Decision 1462-2, s. 43.
§ 2. — Delivery order contracts
44. The Public Protector may enter into a delivery order contract with 1 or more suppliers when the procurement requirements are recurrent and the quantity of goods, the rate or the frequency at which they are acquired are uncertain.
Decision 1462-2, s. 44.
45. The Public Protector must indicate in the tender documents the approximate quantities of goods likely to be acquired or, failing that, the approximate monetary value of the contract and, where applicable, the places of delivery.
Decision 1462-2, s. 45.
46. If the delivery order contract is entered into with more than one supplier, the orders are directed to the supplier who submitted the lowest price, unless the supplier cannot fill the orders, in which case the other suppliers are solicited according to their respective rank.
Such orders may, however, be awarded to any of the selected suppliers whose submitted price does not exceed the lowest price by more than 10%, so long as the awarding rule is authorized by the Public Protector before the notice of a call for tenders is published.
Decision 1462-2, s. 46.
§ 3. — Service contracts of a technical nature
47. Despite section 18, the Public Protector may decide to evaluate the quality of a tender in order to award a service contract of a technical nature and must then apply the provisions of sections 19 to 32.
Decision 1462-2, s. 47.
§ 4. — Professional service contract
48. Despite section 19, the Public Protector may, except in the cases provided for in section 27, decide to solicit only a price in order to award a professional service contract; the Public Protector must then apply the provisions of sections 18, 20, 21 and 33 to 37.
Decision 1462-2, s. 48.
§ 5. — Contracts awarded following quality evaluation
50. For construction contracts and despite section 18, the Public Protector may decide to evaluate the quality of a tender by making a call for tenders in 2 stages.
The Public Protector awards the contract to the contractor that submits the lowest price.
Decision 1462-2, s. 50.
52. For mixed contracts for construction work and professional service, the Public Protector may also make a public call for tenders in 2 stages in order to award a contract.
In the first stage, the public body selects contractors by soliciting only a quality demonstration. The tender documents must indicate whether every selected contractor or only a limited number of them will be invited to take part in the second stage.
(1) if all the selected contractors are invited to take part in the second stage, the quality of a tender is evaluated in accordance with the evaluation conditions in Schedule 1 and all the contractors that meet at least the minimum quality level are retained; or
(2) if only a limited number of selected contractors are invited to take part in the second stage, the quality of a tender is evaluated in accordance with the evaluation conditions in sections 1 to 7 of Schedule 2 and only those who obtain the highest final scores are retained.
In the second stage, the Public Protector invites the selected contractors to separately submit a price and a quality demonstration in conformity with the evaluation conditions in Schedule 2.
Decision 1462-2, s. 52.
53. At the public opening of tenders under section 20, for a contract awarded following quality evaluation, only the names of the suppliers or contractors are disclosed and the results of the opening are made available in accordance with the fourth paragraph of that section.
Decision 1462-2, s. 53.
54. For supply contracts, the Public Protector must evaluate the quality of tenders as provided in Schedule 1 or Schedule 2, as the case may be.
Decision 1462-2, s. 54.
56. For supply or construction contracts, tenders are to be evaluated by a selection committee set up for that purpose by the Public Protector. The committee evaluates quality without knowing the price submitted.
Where the tender evaluation is to award a contract involving an expenditure equal to or above the public tender threshold, the selection committee must be composed of a secretary in charge of coordinating activities and of at least 3 members.
Decision 1462-2, s. 56.
57. For the purposes of section 36 with respect to a contract awarded following quality evaluation, the condition in subparagraph 1 of the second paragraph of that section is that only one contractor must have submitted an acceptable tender.
Decision 1462-2, s. 57.
58. The Public Protector must inform each tenderer of the results of the tender quality evaluation within 15 days after awarding the contract.
Decision 1462-2, s. 58.
59. The Public Protector may solicit only a quality demonstration to award an advertising campaign contract.
Decision 1462-2, s. 59.
60. The Public Protector may solicit only a quality demonstration to award a travel service contract involving an expenditure equal to or above the public tender threshold.
In that case, the Public Protector negotiates the amount of the contract with the service provider whose acceptable tender obtained the highest score for quality.
Decision 1462-2, s. 60.
61. The Public Protector may qualify service providers prior to the acquisition process if:
(2) a list of the qualified service providers is published on the electronic tendering system and every provider is informed of entry on the list or the reason for refusal if entry is denied; and
(3) a public notice of qualification is published again at least once a year, even though the Public Protector may qualify service providers at intervals varying from 1 to 3 years.
Decision 1462-2, s. 61.
62. When the Public Protector evaluates the quality of applications for qualification, it must set up a selection committee within the meaning of section 29 and apply the evaluation conditions in Schedule 1 or in sections 1 to 7 of Schedule 2.
Decision 1462-2, s. 62.
63. Except in the cases described in section 39, every contract subsequent to the qualification of service providers is limited to qualified providers only and, if such a contract involves an expenditure equal to or above the public tender threshold, it must be awarded through a public call for tenders.
Decision 1462-2, s. 63.
69. Following a public call for tenders, the Public Protector must publish on the electronic tendering system, within 15 days of the awarding of the contract, the name of the successful tenderer and the amount of the contract or, in the case of a task order contract, the estimated amount of the expenditure.
In addition, if a contract involves renewal options, the Public Protector also publishes the total amount of the expenditure that would be incurred if all options were exercised.
Decision 1462-2, s. 69.
71. The Public Protector must publish on the electronic tendering system, at least once every 6 months, a list of the contracts involving an expenditure greater than $25,000 entered into by mutual agreement or following an invitation to tender, except contracts involving confidential or protected information within the meaning of subparagraph 3 of the first paragraph of section 39.
Decision 1462-2, s. 71.
73. For construction contracts, the Public Protector may make changes to the work by issuing a change order.
Decision 1462-2, s. 73.
(1) estimation, negotiation and acceptance of a detailed lump sum that takes into account, for the contractor’s overhead, administrative costs and profits, the markup percentage, as the case may be, in subparagraph a or b of subparagraph 3;
(3) if the nature of the change is such that a lump sum or unit prices cannot be estimated, addition of the cost of labour, materials and equipment relating to the change and increased:
For the purposes of subparagraph 3 of the first paragraph, the cost of labour, materials and equipment corresponds to the actual costs of the items listed in Schedule 6. The increase includes the contractor’s overhead, administrative costs and profits.
Decision 1462-2, s. 74.
75. If the Public Protector and the contractor cannot agree on the value of a change at the first negotiation, the detailed estimate of the change required is then determined by the Public Protector and paid according to the conditions stipulated in the contract.
Decision 1462-2, s. 75.
76. The contractor may file a dispute over the value of a change in writing to the Public Protector within 15 days of the issue of the change order pursuant to section 75. In such a case, the parties must pursue the negotiations in accordance with sections 79 or 80 to 82, as the case may be.
Decision 1462-2, s. 76.
77. If a contract related to a building involves an expenditure equal to or greater than $3,000,000 and the proposed change order increases the total value of the changes by more than 10% of the initial value of the contract, the Public Protector may issue the change order or any subsequent change order only if it confirms to the contractor that it has the money necessary to perform the change.
Decision 1462-2, s. 77.
78. No change may be required after the work has been accepted with reservation.
Decision 1462-2, s. 78.
79. The Public Protector and the service provider, supplier or contractor must attempt to amicably settle any difficulty that may arise out of a contract by resorting to the dispute resolution clauses in the contract, if any.
Decision 1462-2, s. 79.
§ 2. — Specific rules relating to a construction contract for a building
82. In the absence of an agreement between the Public Protector and the contractor following mediation, the parties retain all their rights and remedies, in particular those under section 79.
Decision 1462-2, s. 82.
83. The Public Protector must record in a report the evaluation of any service provider, supplier or contractor whose performance is considered to be unsatisfactory.
Decision 1462-2, s. 83.
84. The Public Protector must complete its evaluation not later than 60 days after the end of the contract and send a copy of the evaluation to the service provider, supplier or contractor.
Decision 1462-2, s. 84.
85. A service provider may forward comments in writing on the report to the Public Protector within 30 days following receipt of a report of unsatisfactory performance.
Decision 1462-2, s. 85.
86. Within 30 days after the expiry of the time in section 85 or following receipt of comments from the service provider, supplier or contractor, as the case may be, the Public Protector personally is to upholds or cancels the evaluation and informs the service provider, supplier or contractor of the decision.
If the Public Protector fails to act within the prescribed time, the performance of the service provider, supplier or contractor is considered to be satisfactory.
Decision 1462-2, s. 86.
87. The Public Protector may establish policies for the management of the supply, service and construction contracts it requires. The Public Protector sees to the implementation of the policies and to their application.
Decision 1462-2, s. 87.
88. The Public Protector may prescribe model contract forms or other standard documents to be used by the institution.
Decision 1462-2, s. 88.
89. Procedures for awarding contracts subject to this Regulation but undertaken before 5 May 2009 shall be continued in accordance with the provisions in force on the date on which the procedures were undertaken.
Decision 1462-2, s. 89.
90. Any contract in progress on 5 May 2009 shall be continued in accordance with the provisions of this Regulation, unless this Regulation is incompatible with a provision of the contract, in which case the latter provision shall prevail.
Decision 1462-2, s. 90.
91. This Regulation replaces the Regulation Respecting Contracts of the Public Protector (Decision 1178-2, 03-11-27).
Decision 1462-2, s. 91.
Decision 1462-2, s. 92.
(ss. 22, 23, 28, 31, 34, 50, 52, 54, 55, 58, 62)
(3) An acceptable tender in terms of quality is a tender that, for each criterion, meets the “acceptable level of performance.” A tender that does not reach that level of performance in respect of any criterion is rejected.
Decision 1462-2, Sch. 1.
duly authorized, hereinafter called the CONTRACTOR, binds itself solidarily with the CONTRACTOR, to the benefit of the Public Protector, to pay directly the creditors hereinafter defined, it being provided that the SURETY in no case may be required to pay more than ______________________________ dollars ($__________).
(4) the Commission des normes, de l’équité, de la santé et de la sécurité du travail, with respect to the contributions resulting from the contract; and
(3) The SURETY agrees that the Public Protector and the CONTRACTOR may amend the contract at any time, subject to the right of the SURETY to be informed thereof, on request, pursuant to article 2345 of the Civil Code, and consents to the Public Protector granting any time period necessary to complete the work.
A creditor who has contracted other than directly with the CONTRACTOR has no direct recourse against the SURETY unless the creditor has notified the CONTRACTOR in writing of the contract within 60 days of the commencement of the leasing or delivery of the services, materials or equipment; the notice must indicate the work concerned, the subject of the contract, the name of the subcontractor and the Public Protector.
(5) Any creditor may institute proceedings against the SURETY on the expiry of 30 days after the notice required by clause 4 has been sent, provided that the proceedings are not instituted before the expiry of 90 days after the date on which the creditor’s work was performed or the date of supply of the last services, materials or equipment.
(7) This bond is governed by the law applicable in Québec and, should it be contested, the courts of Québec have sole jurisdiction.
(8) The CONTRACTOR intervenes in this agreement to consent thereto; should the CONTRACTOR fail to do so, this obligation is without effect.
Decision 1462-2, Sch. 5.
Decision 1462-2, 2009 G.O. 2, 1739