Government Temporary Help Services Advisory Committee Meeting Record of Decision - April 18, 2007

• Agenda
• Record of Decisions

Agenda

Wednesday, April 18, 2007
10:00 AM to 2:00 PM
11A1, Room 101
Gatineau, Québec

1. Approval of Record of Decision
2. Progress update – PWGSC Presentation
3. Working Draft RFSO Document
4. Other Items
5. Next Meeting
6. Roundtable and Closing Remarks

Record of Decisions

In attendance:

• Steven Turner, Chair (Consultant)
• Captain Crane, DND
• Debbie Sinclair, PWGSC
• Marcel Landry, 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
• Yves Lafleur, CIISD - PWGSC
• Rachel Boudreau, CIISD - PWGSC
• Michel Boulet, CIISD - PWGSC
• Daryl Leach, CIISD - PWGSC
• Martin Chénier, ACSESS (Spherion)
• Sylvie Fournier, PWGSC

Item

Item 1 New Member to the Committee

A new member has joined the Committee representing THS multinationals within ACSESS. Martin Chénier, Spherion, was invited and agreed to join the Committee.

The Committee was informed that Liliane Saint Pierre took on the responsibilities of Assistant Deputy Minister, Acquisitions Branch, effective 20 March 2007 and that Gerry Deneault recently took on the responsibilities of Director General, Special Projects, Procurement Transformation. Ian Bennett will be assuming a senior position with a national organization under an Interchange Program and the Committee thanked him for his strong contribution and leadership role in support of the Committee.

Item 2 Record of Decision

The Record of Decision was adopted by the Committee.

Item 3 Progress Update – PWGSC Presentation

PWGSC provided a briefing to the Committee on progress to date and the next steps to finalize the key portions of the RFSO for THS. The Committee reviewed the following key issues of the RFSO:

• The 48 Week Call-up Period was discussed at length. PWGSC consulted Labour Relations at the Treasury Board Secretariat.

  It was agreed that the 48 week call-up period was a reasonable period of time, it would add rigor to the process and an audit trail. It was recognized that 20% of Call-ups exceed 48 weeks in duration in order for User Department to meet operational needs for THS. It was therefore agreed that the duration of a Call-up could be extended under exceptional circumstances, clearly documented of the file, to a maximum of 18 months subject to the approval of the extension by User Departments at one level above the original Call-up approval level. The Call-up Limitation was also discussed with no decision.

  It was agreed that PWGSC would address the issues raised with the Call-up Limitation in the proposed RFSO
  Action:PWGSC

• The various options for supplier selection at the time of call-up were discussed at length. PWGSC explained that further to consultations within the Department, PWGSC is proposing to issue both a Standing Offer and Supply Arrangement to each supplier of THS to legally accommodate the following options recognizing that User Departments will choose one of the available options at time of Call-up:
  1. Option 1 – Call-up procedure based on "First Right of Refusal" would be made available to User Departments under a Standing Offer.
  2. Option 2 – Call-up procedure based on seeking 3 responses/quotes would only be possible under a Supply Arrangement.
     Negotiations would be permitted with the supplier being recommended for contract award. It was agreed that whenever this option is selected, the name and number of suppliers invited to submit a response is to be made available to other suppliers.
  3. Option 3 – Negotiations – This option raises concerns with PWGSC procurement principles of openness and fairness to all suppliers, transparency and integrity of the method of supply and, will not be made available to User Departments. These concerns were shared by some of the committee members. This option will be removed from the proposed RFSO.
  4. Placement Transfer Fee – PWGSC May allow this practice and will address this issue in the proposed RFSO.
     Action:PWGSC
  5. 6 Month Price Refresh and the Weekly Continuous Competitive Pricing – Some members of the industry seemed to favour a one year price refresh instead of a six month price refresh. Longer refresh option (i.e. 1 year) is also acceptable to PWGSC. ACSESS to provide response as to which option it prefers (i.e. 6 month price refresh or 1 year price refresh).
     It was agreed that PWGSC will provide the Industry with a sheet outlining the differences between a Standing Offer and a Supply Arrangement.
     Action:PWGSC
     ACSESS will provide PWGSC with industry audit procedures which could be used by PWGSC under the Audit Framework provisions for THS Method of Supply.
     Action:ACSESS

Item 4 Industry Update - ACSESS

ACSESS explained to the Committee that it had previously provided its members with a briefing on progress to date and is expected to provide an update over the next week. ACSESS requested that Sylvain Cardinal of PWGSC participate in a meeting next Monday with ACSESS to discuss the upcoming briefing with its members. In addition, ACSESS requested that PWGSC provide a high level Flow Diagram, which can be used by ACSESS to explain to their members the revised supplier selection option methodology for placing Call-ups for THS.

PWGSC agreed to participate in the meeting and provide ACSESS with the requested information.
Action:PWGSC

Item 5 Working Draft RFSO Document

The Committee reviewed key portions of the RFSO. To facilitate this activity, PWGSC tabled a document containing clause extracts of the draft RFSO covering the specific clause being discussed.

• M6. Financial Strength and Stability – ACSESS raised concerns over the requirement for "Income Statement". PWGSC agreed to review this requirement further with departmental Financial Advisors and address it in the revised RFSO.
  Action:PWGSC
• M7. Insurance Requirements – Industry recommended that PWGSC continue the practice of obtaining a Certificate of Insurance or a certified true copy of the policy from suppliers of THS.
• Security Requirement for Canadian Supplier – no issues as presented.
• PWGSC requested the Industry review the following clauses of the RFSO over the next two weeks and provide feedback: Financial Evaluation, B13 Contracting Under this Standing Offer, B14 Call-up Process, Annex "G" to Part A – On-going RFSO Process, Section D Protocol and Standards Catalogue.
  Action:PWGSC
• The Committee agreed to have Industry and PWGSC work together on key issues over the next two weeks and report back to the Committee.

Item 6 Next Meeting

The next meeting will be held May 2, 2007 or at the call of the Chair depending on the work by the members over the next two weeks, 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.