It was agreed that the work of the Committee has progressed well. We will soon be at the point where PWGSC should start assembling the method of supply, with a view to demonstrating its workings in support of broader consultations. This is required before finalizing the details of this method of supply. Industry wishes to consult more broadly with its members. PWGSC must consult senior management, systems and legal expertise as well as Clients through the commodity management forum.
The Committee decided that this assembling and consultation should best take place during the month of March, 2007. To this end the Committee agreed to a hiatus after the meeting scheduled for February 28. Committee work will resume on April 4, 2007.
During this period time:
1. PWGSC will consult with various stakeholders on issues raised by the Committee and draft a Request for Standing Offer.
  Action: PWGSC
2. ACSESS members and Non-Association members will undertake consultations with the industry.
  Action: Industry
3. In light of the work to be completed on the new method of supply, PWGSC will undertake to extend the period of the current Standing Offers to 30 September 2007.
  Action: PWGSC
  - In support of ensuring we make as much headway as possible before February 28, The Revised List of Issues was tabled. Members agreed to review the list for omissions/additions/changes in preparation for the next meeting when we will finalize the list and prioritize the outstanding items. The results will guide the Committee until February 28.
4. Members will review the Revised List of Issues and identify the priority issues they would like to discuss before the 28 February meeting.
  Action: All members

Item 3 Categories of THS Personnel

The list of Categories was discussed at length:
1. PWGSC agreed in principle to having 4 levels per category subject to having a clear definition to support the levels.
2. Administrative Category, Stream 1: Agreed - subject to inclusion of Office Clerk into the General Clerk Category.
3. Professional and Administrative, Stream 2: Agreed – subject to expanding the Communications Category to include 4 levels for each specialty communications services, building the Risk Management Category, by definition, into the Advanced Level for each category under this stream and, expanding the Personnel Advisor Category into sub-categories.
4. Technical and Operational, Stream 3: Agreed – subject to PWGSC seeking legal advice concerning the inclusion of the Trades Category in the Standing Offer and that categories such as Computer Application Support (CAS) be reviewed and defined to ensure there is no duplication with other procurement tools put in place by PWGSC.
5. Recognizing the challenges faced by the industry in providing User Departments of THS with resources for certain categories, PWGSC agreed to allow a more flexible Financial Evaluation Method for Supplier Selection for a very limited number of categories.
6. ACSESS will provide PWGSC with a revised List of Categories of THS as soon as possible.
  Action: ACSESS
7. PWGSC will discuss the finalized list with the Commodity Council for THS which includes several Client Departments.
  Action: PWGSC
8. Next steps: Define the levels and categories:
  Action: ACSESS
  1. ACSESS will undertake to complete an initial definition of the categories within the next two weeks.
    Action: ACSESS
  2. PWGSC will seek the services of a Work Description/Classification Consultant to review the definitions, consult with industry and User Departments and, provide a draft comprehensive list of definitions for all the categories of THS. This will be incorporated into the emerging method of supply during March, 2007.
    Action: PWGSC

Item 4 Review Spreadsheet Measuring the Two Options

Agreement in principle was reached with the industry that a revised Option 1 Ceiling Hourly Rates, which was tabled at the 24 January meeting, will be the preferred approach by the Committee for the THS RFSO Financial Evaluation. This agreement in principle is reliant upon certain functionality of the supporting electronic platform or environment as well as further work to determine specific details associated with the model. PWGSC will also wish to assure itself that this model is financially efficacious to the Crown.
These are the determination of the median and the upper and lower cut-off points; the time frame for refreshing industry prices (ceiling and current best price); how to determine "when the deal is a deal", and; whose price to accept (selection methodology).
1. These are the determination of the median and the upper and lower cut-off points; the time frame for refreshing industry prices (ceiling and current best price); how to determine "when the deal is a deal", and; whose price to accept (selection methodology).
  Action: PWGSC

Item 5 Right of First Referral

It was agreed that this practice was an unacceptable ethical behavior which needs to be addressed in the Protocol signed with User Departments and discussed as well during User Department of THS training.
Action: PWGSC
PWGSC will look into the feasibility of requesting a Supplier Certification at the time a candidate resume is submitted to the User Department of THS, indicating that verbal or written permission was obtained from the THS employee.
Action: PWGSC

Item 6 Next Meeting

The next meeting will be held February 14, 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.

Top of Page

List of Issues

Revised List of Issues for Discussion

√ Method of Supply Issues	Discussed
Scope
Define THS vs. consulting services	√
THS as a government hiring option (Casual vs. Term vs. Temp)	√
Determine THS provider status (Qualifications/Mandatories/Services)	√
What is the role of THS relative to PS Online and other procurement tools?	√
Where is the money? / Where are the savings opportunities?	√
Functionality
Determine the range and definition of Classifications	√
Determine the method of competition i.e. fixed price vs. ceiling pricing	√
How to make a Call-up based on quality as well as price	√
What is the method of selection and evaluation criteria for use by clients?	√
What is the role of Right of First Referral?	√
Should there be any Call-up limitations with respect to cost or duration?
How to screen for Bilingualism and other specialty attributes
How to pay suppliers efficiently (i.e. use of credit card)
How to deal with client requested travel
Have we minimized costs for all stakeholders through efficiencies?	√
Consistency / Quality of data / Ease of accessing data
How to measure performance including vendor performance
The role for Audit	√
Client education and training	√
Integrated Issues
Define clear administration roles and responsibilities for all parties	√
Define process and responsibilities for efficient Security Clearances
Candidate wages	√
Need an accurate baseline	√
Improved communications / analysis	√
Does industry have Insurance coverage requirements (draft clause)?
Operating Issues
Employer-Employee relationships	√
Contract - Shopping	√
Stealing of resources
Invoices + timesheets (process & signing)
Diverse workforce placements
How can we promote retention?

Top of Page

Proposed Methodology for THS RFSO Financial Evaluation

Highlights:

Continuous competitive pricing
System is dynamic
Based on clear communications to clients and industry

Technical Evaluation

All technically responsive offers for specific stream

Financial Evaluation

Financial evaluation for specific category

Step 1

"Median" calculated for each category based on ceiling hourly rates

Limits over/under the median for cut-offs to be defined – ranking
Ceiling rates can go lower at time of call-up
Refresh of ceiling rates – to be defined / determined

Step 2

Suppliers submit "best/on-going rate"

Suppliers can change rates by category
Suppliers may not exceed ceiling rates approved at Step 1
Ranking in system based on most current price and availability
Refresh – to be defined / determined

Call-up

User department places call-ups

Options for user departments

Lowest to highest posted rate (first right of refusal)
Best and final price at time of call-up
- Negotiations (to lower price only)
- Seek 3 offers

Requirement for reporting, system

Next Steps:

Define business rules
Consultations; commodity council, etc.
System support; GoCM

Common menu bar links

Institutional links

PWGSC Services

Buying and Selling

Services for Businesses

Services for Government

Resources

Proactive Disclosure

Government Temporary Help Services Advisory Committee Meetings - February 7, 2007

Agenda

Record of Decisions

In attendance:

Item

Item 1 Approval of Record of Decision

Item 2 Work Planning