Government Temporary Help Services Advisory Committee Meetings - January 10, 2007

• Agenda
• Record Decisions

Agenda

Wednesday, January 10, 2007
10:00 AM to 2:00 PM
11A1 Room 101
Gatineau, Québec

1. Approval of Record of Decision
2. Method of Supplier Selection for THS (cont'd)
   1. Discussion of Industry recommended pricing options for THS
3. Other Items
4. Next Meeting
5. Roundtable and closing remarks.

Record of Decisions

In attendance:

• Steven Turner, Chair (Consultant)
• Captain Crane, DND
• Sylvain Cardinal, PWGSC
• Line Dugas, PWGSC
• Meredith Egan, ACSESS
• Jeremy Ingle, ACSESS
• Kathryn Tremblay, ACSESS
• Paul Gagnon, Portage Personnel
• Daniel Moorcroft, QMR Staffing Solutions Inc.
• Pierre Paquette, Secretary (PWGSC)

Item

Item 1 Record of Decision

• The Record of Decision was adopted by the Committee.

Item 2 Method of Supplier Selection for THS

• Industry tabled a recommended approach for supplier selection. The approach was discussed at length.
• PWGSC will prepare a spreadsheet covering two options: “Compete Standing Offers based on Fixed Rates Option”, tabled by PWGSC at the 20 December 2006 meeting and the “Capped Competitive Pricing Option” (combination of ceiling rates and dynamic pricing) tabled by Industry at the last meeting. The spreadsheet will measure these options against the objectives established for the three key stakeholders (PWGSC, Client Departments and Temporary Help Industry), identified with this method of supply and adopted by the Committee at the 15 November 2006 meeting. A copy of the Stakeholder Objectives is attached (Appendix A) for ease of reference.
  Action: PWGSC
  1. PWGSC will share the template of the spreadsheet with Industry.
     Action: PWGSC
  2. The Industry will come prepared at the next meeting to discuss this issue.
     Action: Private Sector
  3. PWGSC will run pricing scenarios for supplier selection using various formulas proposed in the two options.
     Action: PWGSC
  4. PWGSC will provide ACSESS with a copy of the software used to run the pricing scenarios.
     Action: PWGSC
  5. PWGSC will provide Industry with a computer demonstration of the various scenarios at the next meeting.
     Action: PWGSC

Item 3 Categories of THS Personnel

• The Categories of THS personnel were discussed:
  1. PWGSC will provide the Industry with a copy of the category descriptions (64 classifications) used for IT Professional Services.
     Action: PWGSC
  2. ACSESS will provide PWGSC with a list of "Grey Zones" contained in the descriptions of the THS / IT categories.
     Action: ACSESS
  3. The categories of THS will be further discussed at the next meeting and compared to the IT Professional Services categories to ensure there is adequate coverage of categories for THS and eliminate duplication.
     Action: All

Item 4 Employer/Employee Relationship

• Employer/Employee Relationship issue was discussed:
  1. It was agreed that Client Departments / Users education is essential to ensure that an Employer/Employee Relationship does not develop during the assignment of Temps.
  2. As a mitigation strategy, Protocols will be developed for Client Departments / Users of THS and Suppliers to ensure that the rules of engagement for ordering THS are clear.
     Action: PWGSC
  3. The Protocol for Client Departments / Users of THS should address the following topics:
     1. Client Departments / Users of THS interference with Temps.
     2. Paying statutory holidays to Temps
     3. Hiring and firing of Temps
     4. Client Departments / Users of THS negotiating contracts on behalf of Temps.
     5. Client Departments / Users of THS are not to determine the pay rate of temp help resources.
        Action: ACSESS

• ACSESS will provide PWGSC with a copy of the Workforce Guidelines and a document on Ethics.

Item 5 Next Meeting

• The next meeting will be held January 17, 2007 at Place du Portage, 11 Laurier, PDP III, Gatineau, Québec, Tower A, 11A1, Room 101 from 10:00 AM to 2:00 PM. The Agenda for the next meeting will be sent to members via e-mail prior to the meeting.

Annex A

Government Temporary Help Services Advisory Committee

Stakeholder Objectives

There are three (3) key stakeholders identified with this method of supply. PWGSC is the gov-ernment procurement authority; client departments are the project authority; and the Tempo-rary Help Service industry is the supplier.

Each has a number of specific accountabilities:

• PWGSC
  • Achieve total purchase savings of 10% over its overall spend
  • Reduce internal procurement costs by 10%
  • Cut procurement time by 50%
  • Demonstrated effective stewardship and accountability
  • Provide a fair, open and transparent procurement system to satisfy the needs of government departments at a fair and reasonable price
  • Use fair market practices
  • Use a broad range of suppliers – large and small – so there is flexibility to meet changing demands
  • Fully consider the interests of small and medium-sized businesses
  • Promote opportunities for small and medium-sized businesses in the procure-ment process
  • Work with stakeholders to develop a performance framework
  • Monitor the impact of procurement changes on the supplier community and ad-dress concerns as they arise
• Client departments
  • To identify and specify specific THS needs
  • To comply with the THS procurement vehicle in place
  • To ensure adequate funding, procedure, approvals, and records of THS transac-tions
  • The appropriate payment of invoices
• Temporary Help Services industry
  • To provide services according to the THS procurement vehicle
  • To generate a fair and reasonable profit
  • To be subject to audit for compliance to the requirements of the Temporary Help Services vehicle