ARCHIVED - Professional Development and Certification Program for the Procurement, Materiel Management and Real Property Community: Learning Toolkit

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Appendix A: Roles of Procurement, Materiel Management and Real Property Specialists

The following description of the procurement, materiel management and real property roles explains the core competencies for this community.

Procurement Specialist Role

A procurement specialist plans for and acquires materials, supplies, equipment, properties, capabilities or services to support the delivery of government programs that best value to the Crown and the Canadian people. The acquisition process can range from the very simple (paid for on a government credit card) to the very complex (major Crown projects).

Simple acquisition often involves the routine acquisition of inventory, materiel or services. These low-dollar-value, low-risk activities can be accomplished through the use of existing contractual agreements (credit cards, standing offer agreements, etc.) or the issuance of specific contracts.

Complex acquisition involves large dollar values and, usually, medium- to high-risk contracts, such as for major Crown acquisitions. Complex acquisition can include project management, technical/engineering support, integrated logistics support, contracting or financial support.

As specialists in acquisition matters, procurement specialists advise and consult with clients, suppliers and management on the interpretation and application of acquisition policies, regulations, trade agreements and best practices. They promote life-cycle management, and work closely with both industry and key stakeholders at various levels in exploring new means of providing services and innovative solutions to address their client's needs and issues.

A procurement specialist works from the outset with their clients to define their requirements, forecast life-cycle costs, and develop and implement acquisition strategies to obtain best supply arrangements. This can entail the preparation of bid solicitation package, evaluation of proposals, selection of suppliers, negotiation of supply arrangements, and formalization of procurement agreements.

A procurement specialist can also be involved in managing the acquisition agreements, ensuring that performance is monitored, resolving disagreements, and amending procurement agreements to reflect changing conditions.

A procurement specialist can work in a line department, agency or in a common service agency, either serving or representing their clients' needs. PG officers handle most acquisition activities, but many other occupational categories can perform this function: these include CR, AS, PM, FI, SO and ENG. All federal government departments and agencies across Canada carry out procurement.

Materiel Management Specialist Role

Materiel management specialists are involved in the life-cycle management of the Crown's movable assets, goods and services. Their primary role is life-cycle management of assets, but they are also involved in supply chain management (inventory control, acquisition, warehousing and distribution), material support (maintenance, repair and overhaul) and disposal.

Materiel management specialists assess and plan for materiel requirements and activities to support the delivery of government programs. They address stated requirements, usage and trends, and the reduction of total life-cycle costs. They acquire goods and services based on quality, performance, reliability, cost and lead-time, while always striving to reduce total life-cycle costs.

Materiel management specialists provide advice on the operations, use, maintenance and custody of assets. They ensure that records are maintained, inventory levels are optimal, and equipment is in good working order. They are responsible for ensuring the safekeeping of assets and for their movement inside and/or outside the organization. They also coordinate the disposal and sale of surplus assets that are no longer cost effective to maintain or operate, as well as the recovery of investment.

A materiel management specialist advises clients, management and suppliers on the application and interpretation of materiel management policies, legislation, regulation and practices.

Many employees, both full and part-time, in occupational categories such as PG, EN, ENG, AS, CR, GT, SO and GS, are involved in materiel management functions across the federal government.

Real Property Specialist Role

Real property specialists are involved in one or more aspects of the life-cycle management of real property assets the Crown holds to support government program delivery. The life cycle includes the identification of need, business case preparation and analysis, planning, acquisition, management, retention, reuse and disposal. These employees' areas of specialty include planning, architecture, engineering, environmental management, project management, property and facility management, policy development, and information management. They are accountable for full asset management to maximize the efficiency and productivity of the real property asset over its service life.

Real property specialists assess, plan and help define how real property can be used to support or enhance program delivery while respecting the goals and objectives of the department or agency, the federal government, other levels of government, and Canadian taxpayers. They undertake the strategic analysis of the real property needs and inventory of the federal government to ensure that program needs are met efficiently, effectively and economically. They are involved in the appraisal, acquisition (by purchase, lease or expropriation) and disposal of real property. This process includes site selection and analysis. The specialists manage the design, construction, renovation and fit-ups of new and existing facilities, ensuring that requirements, specifications, environmental conditions, heritage character, and health and safety regulations are respected. They plan and manage the operation and maintenance of existing properties, which includes managing tenant relationships. As specialists in real property matters, they advise their clients and stakeholders on real property management policies, guidelines, legislation and best practices. They are involved in the development, dissemination and monitoring of real property policy and in the strategic analysis of real property issues and opportunities.

Various types of professionals, at various levels, are directly involved in real property functions across the federal government. This includes such staff as architects, engineers, real estate managers, economists, planners, appraisers, project managers, technicians, environmental specialists and biologists. Real property functions are carried out by a wide range of occupational categories, such as AS, PM, CR, AR, ENG, EG, ES, PG and DD.

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