FAQ - THS SO/SA

How many Suppliers am I allowed to invite under the Standing Offer (SO) for THS?

What justification is considered acceptable as to "why" the lowest priced Supplier was not issued a call-up?

Who can answer my questions regarding THS?

How do I get delegated authority to use the Supply Arrangement (SA) for THS?

How do I get training on the new SO/SA for THS?

If I am in procurement and I want more information on the Supply Arrangement (SA) as well as training material, how do I obtain this information?

My Department wishes to enter into a Staffing Arrangement with a THS resource (i.e. hire). Are there any fees involved?

Are there charges for interviews, and what is the process?

Do I use the Blind-Copy (bcc) option within my email to approach Suppliers for THS requirements?

If several Suppliers send the resume of the same THS resource and all have confirmed that they have received the THS resource's permission to do so, who gets the call-up?

How do I determine the level of expertise (i.e. junior, intermediate, senior or advanced) of my THS requirement?

Are Federal Department Users allowed to talk to THS Suppliers directly?

If a THS resource leaves or is not effective and terminated, who has the right of replacement?

How long is the search result sheet rate in effect?

What is considered a response to a requirement?

What if I get no response from a Supplier several times in a row? Do I need to continue relying on them? Are there sanctions?

What if a Supplier has consistently needed to replace resources because they are not satisfactory?

When can I use the Supply Arrangement?

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How many Suppliers am I allowed to invite under the Standing Offer (SO) for THS?

In order to be time efficient, PWGSC recommends that Federal Department Users go to as many lowest priced Suppliers that are listed on their "search results" as they deem necessary to fill their requirement.

Please keep in mind however, that the lowest rate Supplier's resume(s) must be reviewed first. Should that particular resume not meet the THS requirement, justification must be put on file as to why and then the second lowest rate Supplier's resume(s) can be reviewed and so on until eventually a resume is selected.

You CANNOT do random selection of Suppliers within the Standing Offer search result list as selection must be based on lowest compliant rate.

The first "lowest rate Supplier" to meet your THS requirement MUST be awarded the call-up for that particular THS requirement.

What justification is considered acceptable as to why the lowest priced Supplier was not issued a call-up?

The acceptable justifications under the SO component for not awarding a call-up to the lowest priced Supplier(s) listed in your search result sheet is the following:

• The Supplier has confirmed that resources are not available;
• The Supplier has not responded to the Request for Availability by the date stated in the Request; or
• The resume(s) provided by the Supplier, in response to the Request for Availability, do not meet one of the mandatory criteria specified in your requirement.

NOTE: the above information MUST be added to your procurement file.

Who can answer my questions regarding THS?

Please send your questions to the PWGSC Temporary Help Services (THS) team at the following address, and we will be pleased to help you!:

DGASAT.ACQBTHS@tpsgc-pwgsc.gc.ca

How do I get delegated authority to use the Supply Arrangement (SA) for THS?

Please consult the Treasury Board Directive on Delegation of Financial Authorities for Disbursements for more information if you are unsure whether or not you have the delegated authority to use the Supply Arrangement component of the THS On-Line System.

You can also contact your own Departmental Material Management Group to confirm who does have the Delegated Authority to utilize the Supply Arrangement portion of the THS Method of Supply.

How do I get training on the new SO/SA for THS?

If a Federal Departmental Employee wants training on the THS On-Line System, they are to send an email to: SSPC.CPSS@tpsgc-pwgsc.gc.caSSPC.CPSS@tpsgc-pwgsc.gc.ca and include the following information in the body of the email:

• Department:
• Name:
• Title:
• Are you Term or Permanent:
• Email:
• Telephone number:
• Fax number:
• Preferred Course Language:
• Manager's Name:
• Manager's Telephone number:
• Manager's E-mail:

If you have not been contacted within 10 working days from the time you initially requested THS training, please contact Natalie Cousineau (Senior Trainer, Temporary Help Services (THS)) for a status update. Please see her contact information below:

Natalie Cousineau
THS Trainer
Temporary Help Services (THS)
Service and Technology Acquisition Management Sector (STAMS)
Telephone: 819-956-6007
Email: Natalie.Cousineau@tpsgc-pwgsc.gc.ca

If I am in procurement and I want more information on the Supply Arrangement (SA) as well as training material, how do I obtain this information?

Please refer to the on-line THS table of contents page on the THS website for more information.

My Department wishes to enter into a Staffing Arrangement with a THS resource (i.e. hire). Are there any fees involved?

THS is not intended to be a permanent staffing tool. Should a Department choose to ignore this and hire a THS resource directly prior to the completion of 20 consecutive weeks of service, they could be liable to pay the Supplier of that THS resource a transfer fee of up to 20% of the value of the annualized salary offered to the THS Resource by the Department.

However, there is no transfer fee payable if the resource was staffed using an open and competitive staffing process as well as if the staffing arrangement is done after 20 consecutive weeks of service.

Are there charges for interviews, and what is the process?

For Streams 1 through 3: If the THS Federal Department User requests interviews for these classifications, the THS User will be charged four (4) hours of work at the hourly rate that the candidate is being interviewed to fill, for each interview. Payments for these interviews are to be made through a separate call-up or contract document. The use of the Government Acquisition card is also suggested for interview costs.

For all other classifications: The THS User is entitled to one (1) interview for up to three (3) candidates per Supplier at no charge.

PLEASE NOTE: Telephone interviews are encouraged, as the four (4) hour charge will not be applicable. To ensure that the chosen resource will remain available to you, please contact the Supplier as soon as possible when a decision has been made with regard to whom you will be selecting.

Do I use the Blind-Copy (bcc) option within my email to approach Suppliers for THS requirements?

PWGSC prefers that Federal Department Users use the "BCC field." However, if they encounter problems (ex: undeliverable) with sending in the "BCC" , then they can use the "TO" field. All Suppliers must be listed in the order of ranking in the RFA email invitation model which Federal Department Users must use.

If several Suppliers send the resume of the same THS resource and all have confirmed that they have received the THS resource's permission to do so, who gets the call-up?

Assuming this THS resource (candidate) meets the mandatory requirements of the THS requirement, the Federal Department User must issue the call-up to the lowest priced Supplier, providing that the Supplier has received the candidate's permission to submit his/her resume.

How do I determine the level of expertise (i.e. junior, intermediate, senior or advanced) of my THS requirement?

Job classifications should be referenced directly against the Statement of Work before submitting THS requirements to Suppliers.  Job classifications can be viewed on the THS website.

In many cases, education or years of experience will determine the correct level and can be found under the Minimum Mandatory Qualifications within individual classification descriptions for each level of expertise.

Are Federal Department Users allowed to talk to THS Suppliers directly?

Yes, if their specific internal Departmental policy allows. Some Departments only allow the Federal Department User to accept "emailed" questions from Suppliers to ensure fairness and transparency as answers to these questions can quickly be sent out to all approached THS Suppliers invited to submit resumes/proposals. This way ALL Suppliers are treated equally and provided with exactly the same information at the same time.

If a THS resource leaves or is not effective and terminated, who has the right of replacement?

The opportunity to replace the THS resource is usually provided to the Supplier named in the Call-up/Contract. In cases where this Supplier is non-responsive or the suggested replacement THS resource does not meet the original mandatory requirements, the Federal Department User can then cancel the initial Call-up/Contract and initiate a new search in the THS On-Line System. Remember to document your contract file!

How long is the search result sheet rate in effect?

PWGSC suggests that the rate indicated on your Search Result sheet, is valid for up to two (2) calendar weeks or 10 business days, from the date that the search result sheet was printed.

Note: Each Search Result Sheet has a date stamp at the bottom of each print out and must be placed on the contract file.

If the internal approval process of the Federal Department User has exceeded the suggested two week time frame, then the Supplier has the option to withdraw their offer for this requirement, or let it stand. If withdrawn, the Federal Department User can then either go to the next Supplier with the lowest rate on their search result sheet that can provide a qualified resource, or start again and redo the search.

What is considered a response to a requirement?

Suppliers should provide a response to every requirement, even if the emailed reply is that "they cannot meet the need".

In cases where invited Suppliers repeatedly refrain from responding to a THS requirement, Federal Department Users are requested to report these Suppliers to PWGSC so that further investigation can take place.

What if I get no response from a Supplier several times in a row? Do I need to continue relying on them? Are there sanctions?

Federal Department Users need to document their contract files and report to PWGSC cases where a Supplier is continuously providing either "no" response, or "non-supply". Doing this will help eradicate underhanded 'bait and switch' tactics by non-performing Suppliers. The Quality Control Report can be found on the THS website.

PLEASE NOTE: Unless notified by PWGSC, Federal Department Users MUST follow the "right of first refusal" when using the Standing Offer component of the THS On-Line System. The "right of first refusal" means approaching the lowest priced Suppliers indicated on your Search Result Sheet. You are NOT allowed to arbitrarily bypass Suppliers that are listed on your search result sheet.

What if a Supplier has consistently needed to replace resources because they are not satisfactory?

Federal Department Users are asked to fill out a Quality Control Report and send the report to PWGSC, especially in cases where the quality of resources is unsatisfactory.

The Supplier(s) concerned will be given an opportunity to improve the quality of their service. If the problem persists, they will be sanctioned. It is recommended that Federal Department Users notify PWGSC as soon as possible when these issues arise.

When can I use the Supply Arrangement?

The Supply Arrangement (SA) component of the THS On-Line System can be used to procure Temporary Help Services any time the Federal Department User chooses to do so providing he/she has the "delegated authority" to enter into a contract using a Supply Arrangement.

A SO/SA comparison grid detailing the differences between the Standing Offer and the Supply Arrangement can be found on the THS website.

Please note: the SA can be utilized for "any number" of resources (from one (1) resource and upwards).