Vendor expectations

Date adopted: 
August 16, 2020
Last update: 
October 1, 2020

This page lays out our expectations of our pre-selected vendors.

Common definitions we use

  • Contract. This is a legal document binding eServices and the vendor. It describes the scope, approved budget, timeline, and payment terms of the project.
  • Fixed cost contract. The vendor assumes budget risk and ensures clearly defined scope. The scope is to be delivered by the vendor for the budget identified in the contract.
  • Progress. Work that has been completed or started since the last progress report to eServices.
  • Project. A unique undertaking with a clearly defined start and finish. The project may be associated with one contract, or several contracts.
  • Risk. An event that, should it occur, will adjust the planned schedule, scope, quality, or budget of the project.
  • Status. The current state of a project or aspect of a project. For example, budget status and schedule status.
  • Time and materials contract. The vendor and client share budget risk and manage the project scope and schedule together. We agree on a contract value cap and detailed reporting from the vendor.

Project management

The vendor must assign 1 project manager (PM) per project. This person is responsible to oversee the project communications requirements, book eServices work to their team, and mitigate risks as they arise on the project.

Project communications

Weekly reporting for vendors

You must report on progress and status weekly. The weekly report should be emailed to the eServices portfolio manager and service delivery manager.

Submit your status report by 4:30 p.m. PST on Mondays, or on Tuesdays when Monday is a statutory holiday.

Your weekly status report should include the following details:

  • Project task progress. This should describe:
    • what happened the week prior, and
    • tasks that were planned for the reporting period but have not been completed.
  • Planned tasks for the upcoming week, with one team member assigned as responsible per task.
  • Reasons for project tasks are delayed – if milestones are delayed.
  • Time and materials budget status. This should be the actual hours used to date and hours remaining.
  • Time and materials estimate to complete. This is a forecast of the effort hours needed to complete the remaining project scope.
  • Fixed cost budget status. This is a forecast the date of the next milestone billing.
  • Budget spend %. Flag when the budget is 25%, 50%, 75% spent.
  • Project risk. Identify any risks to the project scope, schedule or budget. If the estimate to complete scope exceeds the hours remaining, you must flag this as a budget risk. Ensure eServices has approved the risk mitigation strategy.

You can use our weekly status report template to complete this task.

Monthly reporting for time and materials contract

You must submit a budget report at the close of each month. This report should detail the budget’s planned spend compared to actual spend and how much budget remains.

If the contract is time and materials, indicate if the hours remaining are sufficient for the scope remaining.

Account management

We request account-level management if you have more than one active project with eServices that share vendor resources. This is to make sure all active eServices projects are prioritized correctly.

You can combine monthly status reports into 1 document and report them together.

Invoice requirements

All invoices

All invoices must include:

  • invoice date;
  • contract number (1 contract number per invoice);
  • invoice ID; and
  • invoice amount.

Invoices for time and materials contracts

In addition to the above, invoices for time and materials contracts must include:

  • total hours expended in the month;
  • detailed breakdown based on tickets or tasks completed; and
  • the line of service or discipline the hours are associated with.

Invoices for fixed cost contracts

You must detail the milestone accomplished per the contract payment schedule that has triggered the invoice.

Submit your invoice to eServices

  1. Make sure you’ve included all of the required information in your invoice.
  2. Email the invoice to the eServices project manager and service delivery manager. CC the eServices portfolio manager and
  3. We'll confirm that we've received the invoice, check to confirm the work is complete, and then process it for payment.