Matrix of Responsibilities

A Matrix of Responsibilities is a structured table that assigns procurement activities to the organizations or roles responsible for them. In Canadian federal procurement, Public Services and Procurement Canada (PSPC), formerly Public Works and Government Services Canada (PWGSC), uses matrices to document who leads and who supports each activity in the procurement process.

The best-known example is the generic matrix of responsibilities between PSPC and clients for goods and services, published on CanadaBuys. It sets out the anticipated division of duties between PSPC and the client department that needs the goods or services. Other matrices cover Department of National Defence (DND) procurements and contracts that use task authorizations.

The generic PSPC and client department matrix

CanadaBuys publishes the generic matrix as a standard allocation of responsibilities for the procurement of goods and services. Its stated purpose is to establish a basis for an effective and efficient partnering relationship between PSPC and its clients in the procurement process.

The generic allocation is a starting point, not a fixed rule. A written agreement made for a particular procurement can replace the generic division of responsibilities. PSPC's internal audit material also describes the Supply Manual as using a matrix format to set out anticipated responsibilities between PSPC, as common service provider, and client departments.

The DND and PSPC responsibility matrix

DND has its own matrix. According to CanadaBuys, the DND and PSPC matrix is a division of responsibility agreed by the ministers responsible for each department. It applies to all DND goods and services that PSPC procures.

The DND/PWGSC matrix assigns activities to named roles on both sides, including the procurement officer, project manager, technical authority and project director. The activities it covers include defining operational requirements, preparing statements of requirements or capability deficiencies, obtaining procurement advice, evaluating technical requirements and managing procurement-related activities. Earlier editions of PSPC's annual reporting, such as the 2005 edition and the 2006 edition, refer to this matrix.

Lead, Participatory and Contributing designations

Matrices use short designations to show the level of responsibility for each activity. The DND and PSPC matrix identifies "Lead" as primary responsibility and "Participatory" as a support role. Older Supply Manual material, such as the 2008 PSPC publication, uses L for Lead and C for Contributing.

Each row of a matrix names an activity, and each column names a party. The designation in the cell shows whether that party leads the activity or supports it.

The task authorization matrix in the Supply Manual

The PSPC Supply Manual includes a matrix of roles and responsibilities for contracts that use task authorizations. It is found in the Chapter 3 annexes and assigns duties to three parties: the client, PSPC and the contractor.

• The client must ensure that proposed work is within the scope of the contract.
• The client must confirm that funds remain available.
• The client must ensure that the task authorization follows the process set out in the contract.

This is the one matrix in the research that assigns duties directly to the contractor as well as to government parties.

What it means for a supplier

For a supplier, a matrix is mainly an allocation of government-side responsibilities. It is not a document a bidder submits. Your obligations come from the solicitation and the resulting contract. Under a task-authorized contract, the contractor must provide work, personnel, cost information and deliverables in accordance with the contract and the authorized task, as set out in the Supply Manual annexes. Knowing who leads each activity on the government side helps your bid team direct questions and deliverables to the right contact.