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Contract Request
Guide
Table of Contents
Introduction ............................................................................................................................................................................ 3
Purpose of Guide ................................................................................................................................................................ 3
Sourcing Requests and Contract Requests ......................................................................................................................... 3
Sourcing Request .................................................................................................................................................................... 4
What is a Sourcing Request?............................................................................................................................................... 4
When is a Sourcing Request Required? .............................................................................................................................. 4
Creating a Sourcing Request (SR) ........................................................................................................................................ 5
Supporting Documents ....................................................................................................................................................... 6
Uploading Supporting Documents .................................................................................................................................. 7
Submitting a Sourcing Request ........................................................................................................................................... 8
Approved Sourcing Request ............................................................................................................................................ 8
Denied Sourcing Request ................................................................................................................................................ 8
Contract Request .................................................................................................................................................................. 10
What is a Contract Request?............................................................................................................................................. 10
When is a Contract Request Required? ............................................................................................................................ 10
New Contract Request (CRW) from a Contract Workspace (CW) .................................................................................... 11
New Contract Request (CRW) from the Dashboard ......................................................................................................... 12
Completing the CRW Overview Form ............................................................................................................................... 12
Supporting Documents ..................................................................................................................................................... 13
Uploading Supporting Documents ................................................................................................................................ 13
Submitting a Contract Request ......................................................................................................................................... 14
Approved Contract Request .......................................................................................................................................... 14
Denied Contract Request .............................................................................................................................................. 15
Multilevel Dropdown Fields .................................................................................................................................................. 16
Using Keywords ................................................................................................................................................................. 16
Drilling Down..................................................................................................................................................................... 17
Replacing Documents ........................................................................................................................................................... 18
Version History .................................................................................................................................................................. 18
Purpose of Guide
The purpose of this Guide is to outline the procedure of creating and submitting Sourcing and Contract Requests,
including when and when not to submit one, and how to deal with denied Requests.
The first step is to determine whether you must complete a Sourcing Request or a Contract Request.
• To determine whether a Sourcing Request is required – CLICK HERE, review the content and follow the steps
provided.
• To determine whether a Contract Request is required – CLICK HERE, review the content and follow the steps
provided.
• it is a new or unique purchase over threshold (see Table 1 below), excluding taxes;
• a previous contract for the good, service, or construction (and any options to extend) has
expired or is about to expire.
• there is an existing contract or Standing Offer already in place for the good, service, or
construction;
• there is a permanent exemption in place for the good, service, or construction, such as the
exemption for emergency services or confidential legal services.
Table 1
NOTE: If you are extending an existing contract or standing offer, please see Creating a Contract Request
page 11.
The two most common ways to create a Sourcing Request from the Ariba Dashboard, are outlined below.
1. At the top right, select the symbol beside Create to expand the menu, then select Sourcing Request (Figure
1).
2. At the top left under Common Actions, select Create ➢ Sourcing Request (Figure 2).
2Figure 1
1Figure 2
1. Complete the following fields, leaving others ‘as is’ unless otherwise required.
Label Description
Name:* Explain in a few words what you are looking for (for example, Two new trucks
for Lands & Forestry). Do NOT use the name of the vendor or previous contract.
The title should identify the Good or Service being sought.
Description: Insert description including the following:
✓ Brief description of what is required/requested
✓ If applicable, identify if the expectation is an ALTP or Tender (RFX)
✓ Previous tender number or Contract Workspace # (if applicable)
✓ Previous vendor who held this contract (if applicable)
✓ Previous Contracts, Purchase Order or Outline Agreement # (if
applicable)
Copy from Project: Leave as is (no value).
Project State: Active.
Test Project:* Default is No. Leave as is.
2. Click Create. This takes you to the Overview form on the Sourcing Request homepage.
The Sourcing Request (SR) ID number appears on the Overview form and in the top-right of the screen and
Sourcing Request is shown below the name of the SR (Figure 3).
Figure 3
Supporting Documents
In addition to the fields, indicated in the steps above, supporting documents are required to complete the request.
These documents may vary from project to project. The purpose is to provide some examples and context for the next
phase of the procurement. Think of this support as functional, not prescriptive. Procurement needs to know what you
need. There is no definitive checklist; if it adds perspective, include it.
✓ Copy of previous tender document and addendums (or one from another jurisdiction)
✓ Copy of previous contract and amendments
✓ Market Research (if available)
✓ Specifications (if available)
✓ SOW – Statement of Work
If this is request for an ALTP, please ensure the following documents are included:
4. Upload file: Click the Browse or Choose File button to locate the file to upload. You can also drag and drop the
file into the box. File names should reflect the content (e.g. Truck Specs) and be uploaded one at a time, not
grouped into one large file.
5. Description: Leave blank.
6. Click Create ➢ Done.
Repeat steps 2-6 above to add more documents as required. In the screenshot below (Error! Reference source not
found.), the following files have been added – an Excel Workbook; a Word document; a JPG image and a PDF file.
Clicking on each file will give the option to Download Draft, Copy, Move or Delete and Publish.
Figure 4
REMINDER: Be sure to double-check all the information you have entered is correct and relevant and
check all the required documents have been added. If you need to replace any documents, follow the
steps in the Replacing Documents section. Once you are certain all necessary information has been
added, follow the steps below to submit the request.
Once the Request has been submitted, the status under the Tasks
tab changes from Not Started to In Approval.
When a Sourcing Request is denied, an email notification is sent with the reason, the status changes from In Approval to
Denied under Task History (View Task Details), and there is a red exclamation mark beside the Task. The Request status
will be set to ‘on hold’ until the new round has been received and approved.
From the Task History screen, you can view the Reviewer comments, and there is an option to submit a New Round.
Once the New Round has been submitted, the status changes again from Denied to In Approval and when it is
approved, the status will change to Approved and an email notification will be sent.
When creating a Contract Request, it is important to first search the system to find any existing contract. If it can’t be
found, then follow the instructions in creating a new CRW from the Dashboard.
• you are purchasing off an existing Standing Offer contract (contract requests are for
changes to scope, dollar value, extensions, etc., not purchases).
The diagrams below show the Workflow process for a Contract Request.
There are some Standing Offers that may require a Contract Request (CRW) when procuring from them.
For further details contact Procurement at 902-427-3333.
CR-Figure 1
4. From the search result, click the CW and select Open.
5. Navigate to the Overview tab. Verify it is the correct Contract Workspace (ID No., Title, etc.).
6. Click the down arrow key beside Actions and select Follow-on Project (Figure 2).
CR-Figure 2
1. At the top left under Common Actions, select Create ➢ Contract Request (Procurement) (Figure 3).
2. At the top right, select the symbol beside Create to expand the menu, then select Contract Request
(Procurement) (Figure 4).
CR-Figure 4
CR-Figure 3
The Create Contract Request (Procurement) screen appears (Overview form). The Overview form captures key
information. In addition to the required* fields, include your Requisitioning Department in the Description field.
Complete the fields as outlined below.
Label Description
Name:* The title should identify the good, service or construction being sought. Do
NOT use the name of a vendor or previous contract.
Description: Enter a short description. If this has been created from a CW, the description
should be carried forward. However, additional details can be inserted here,
for example, a brief description of what is required in the amendment.
Copy from Contract: Leave as is (no value).
Test Project:* Default is No – leave as is.
Supplier: If you know your supplier, add here; may be populated from CW.
Affected Parties: This field is optional but may be populated from CW.
Proposed Contract Amount: Indicate the new proposed contract amount. This is the current contract
amount plus the amendment value.
Contract Amount: Indicate the current contract amount.
Commodity:* If this has been created from a CW, this field should be populated. If this is a
new CRW, click Search more and drill down to find your specific commodity
(see Multilevel Dropdown Fields for more information).
Supporting Documents
Now that the Contract Request has been created, the next step is to upload the supporting documents. These
documents vary from project to project. Their purpose is to provide examples and context to help Procurement
understand and approve the request. For example, the original contract and outline agreement (if there is one) and any
related documents such as new specifications and itemised price changes
Under the Documents Tab, upload a copy (SEPARATELY) of any of the following that are applicable (instructions on
uploading are provided below):
✓ Copy of previous tender document and addendums (or one from another jurisdiction)
✓ Copy of previous contract and amendments
✓ Market Research (if available)
✓ Specifications (if available)
✓ SOW – Statement of Work
If this is request for an ALTP, please ensure the following documents are included:
REMINDER: Be sure to double-check all the information you have entered is correct and relevant and
check all the required documents have been added. If you need to replace any documents, follow the
steps in the Replacing Documents section. Once you are certain all necessary information has been
added, follow the steps below to submit the request.
Once the Contract Request has been submitted, the status under the
Tasks tab changes from Not Started to In Approval.
When a Contract Request is denied, an email notification is sent with the reason (Figure 7), the status changes from In
Approval to Denied under Task History (View Task Details), and there is a red exclamation mark beside the Task. The
Request status will be set to ‘on hold’ until the new round has been received and approved.
CR-Figure 7
From the Task History screen, you can view the Reviewer comments and there is an option to submit a New Round.
Once the New Round is submitted, the status changes again from Denied to In Approval, and when it is approved, the
status will change to Approved and you will receive an email notification.
Using Keywords
1. Navigate to the relevant field (Commodity or
Division/Dept./Region).
2. Start typing the Commodity or Department name and
click Search More (Figures 1 & 2).
3. Drill down if necessary, by clicking the symbol to MD-Figure 1
expand.
4. Select the box beside the required Commodity or
Department (Figures 3 & 4).
5. Click Done.
MD-Figure 2
MD-Figure 3 4 MD-Figure 4 3
(Figure 5)
MD-Figure 5
DO NOT select the parent categories such as the Province of Nova Scotia, Nova Scotia Health
Authorities, or Nova Scotia School Boards.
RD-Figure 2 1
4. Click the Browse or Choose File button, locate the file and click Open.
5. Or Drag and drop the file into the box.
6. Add a description.
7. Click Replace.
If the file has the same name and type, the next screen that appears is the Save
Version screen. If it has a different name and/or type, the following options will
be available:
8. Make your selection and click OK. This will open the Version Edit screen, which gives the option to save the
changes as a new version or to continue editing version 1.
• If Yes, save as v2 is selected, you can enter a version comment.
• If No, save and continue editing v1 is selected, the Version Comment box disappears.
9. Enter version comments if applicable.
10. Click Save.
Version History
To view the version history of a document:
1. Navigate to the Documents tab and locate the document you wish to view.
RD-Figure 3
3. Click the Version History tab. This displays the document name(s) and the version numbers.
RD-Figure 4
In Figure 4 above the document name has been changed but the version is still version 1. In Figure 5 below there are
versions 1–4 and v4 has been replaced and is being edited. The Version History will always show the original version of
the document.