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

• Agenda
• Record of Decisions

Agenda

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

1. Update and Discussion of Classifications according to comments fed in to PWGSC
2. Update on GoCM activities
3. Discussion of Industry Issues:   
   • Price evaluation methodology re: Stream 5
   • Impact of SA on clients
   • Schedule of events / Work Plan
   • Categories exempt from price competition (5%)
   • Focus of Committee once draft SO/SA is out
   • Rollback
4. Comments to be tabled re: RFSO/SA
   • Specific issues identified in advance by members
5. Round table
6. Next meeting

Record of Decisions

In attendance:

• Steven Turner, Chair (Consultant)
• Pierre Paquette, PWGSC
• Sylvain Cardinal, PWGSC
• Debbie Sinclair, PWGSC
• Marcel Landry, PWGSC
• Sylvie Fournier, PWGSC
• Captain Crane, DND
• Helen Seto, Health Canada
• Meredith Egan, ACSESS
• Jeremy Ingle, ACSESS
• Kathryn Tremblay, ACSESS (via teleconferencing)
• Paul Gagnon, Portage Personnel
• Daniel Moorcroft, QMR Staffing Solutions Inc.
• Martin Chénier, Spherion
• Guest: Phil Battaglini

Item

Item 1 Update and Discussion re: Classifications

Streams 1 through 3 final information presented. Industry expressed concern with the lack of junior levels, e.g. "legal secretary needs 4 levels. (This is already in the final information). Industry advised that at minimum the junior level needs to be added to the secretary classification.

Industry requested that Chauffeur be added to Stream 1.  PWGSC explained that this falls under "clerk", and if a further refinement is needed, i.e. addition of a classification, this would occur as part of the annual refresh.

Stream 5:  Industry asked that a "General" classification be added for classifications such as epidemiologist.  PWGSC confirmed the addition of the bucket and explained that it was not "General" but "Health Professionals". The list of health professionals are to be listed.  Nurses are to be handled separately.  Members were reminded by Steven that the deadline for Stream 5 information was July 20th; after that time, additions (if any) would be handled as part of the annual refresh.

Industry returned to Streams 1 through 3 and maintained the position that a junior level (entry level) is needed.  PWGSC will consider this request and provide information to members via e-mail.

Item 2 Update on GoCM activities

Further to the July 11th meeting, PWGSC confirmed: Friday update of VPD (previously called CCP) rates; update will be after 8:00 p.m. on Friday to ensure no disruption to users during business hours; maintenance will be carried out on week-ends; and the system will be accessible 6 a.m. through 8 p.m. Monday through Friday (system is 24-7, however, the critical period is defined as Monday through Friday).

• ACSESS expressed a concern that "the system being designed was inflexible": Industry wants to change prices everyday, as in the current THS Online System. PWGSC explained the flaw in the current THS Online System and the need to establish proper use of a Standing Offer and introduce the use of the Supply Arrangement for negotiations. PWGSC also explained that this had been discussed in the early meetings of the Committee with the original approach being 1 year, then changed to 6 months and finally agreed to at 1 week. Client members were in support of rates not changing due to the establishment of concise classifications.
• "Random" selection by a system remains a problem. PWGSC explained that Clients can choose from the list, in addition to the random selection by the system, noting that this only applies under the Supply Arrangement. One of the benefits with random selection is the possibility of identifying another viable source of supply, with whom a Client was not previously familiar with. Client members confirmed this.
• System must track when Client user switches from a Standing Offer to a Supply Arrangement (relates to the concern that Clients are trying to find a supplier who will quote the rate they are looking for). PWGSC confirmed that this data is captured by the System and can be tracked; it would be part of the Management Framework. PWGSC also confirmed that Clients cannot by-pass the lowest rate under the Standing Offer route and under the Supply Arrangement route, responses from Active SA Holders (Suppliers) are tracked in addition to the selection by Clients - by passing a lower rate would be captured and PWGSC would request justification from the Client for this action (this is part of the Management Framework).

PWGSC reminded members that the system is based on the business rules developed by the Committee and reflected in the RFSO/SA. The system supports the RFSO/SA, not the other way around. (It is also noted that the system is a Government system, not connected to any individual involved in the design, build, implementation or ongoing management phases.)

Industry stated that PWGSC must ensure that the processes within the system are easy and simple; clients must be made aware of the correct use of the Supply arrangement and that the Protocol; Management Framework; FAQs; training packages and Sanctions document must be brought back to the Committee for review and agreement. Training must also include items such as: fair and equal treatment of Suppliers; using the Supply Arrangement route when a "best fit" (e.g. price and qualifications are needed by the Client); use of methodologies for evaluation: mandatory criteria, point rated (e.g. lowest cost per point or highest score), assessed best value (best fit). Users guides are not be prepared by Suppliers, however, information that is contained in the final documents posted on the THS web site, can be used through the functions of copy and paste into e-mails.

ACSESS requested clarification related to replacing personnel; can this be used when a THS resource leaves and the Supplier has a suitable replacement. PWGSC confirmed this; the action would be handled through an amendment.

Item 3 Discussion of Industry Issues

ACSESS had provided a list of issues in response to the Agenda that had been distributed for this meeting (items i. through iv. below). Two additional items were raised by PWGSC (items v and vi, below).

1. Price evaluation methodology re: Stream 5 (Also includes information on the financial evaluation and the Qualification under Stream 5)
   • The overall financial evaluation was reviewed by PWGSC, i.e. the median and the formula. Examples will be included in the RFSO/SA. No changes will be made to the formula which was agreed to at the June 13th meeting.
   • ACSESS presented a model for the price evaluation for Stream 5 will involve "gates"; gate 1 = support at the Classification level: 20 resources for 3 clients for the past 3 years; gate 2 = support at the sub classification level involving resumes. PWGSC agreed with the concept that if support is given at a sub classification level, the Supplier can offer rates for the entire Classification.
2. Impact of SA on Clients
   • ACSESS advised of an informal survey of Clients and the lack of understanding of the use of the Supply Arrangement, e.g. 35% of Clients surveyed did not know what a Supply Arrangement was. PWSGC advised that this is clearly a training issue for PWGSC to address. Questions from Clients should be re-directed to PWGSC. Client members agreed with this.
   • PWGSC also advised of a recent change affecting delegation; delegation for contracting to be brought back to PWGSC (from Treasury Board). This will enable the Minister to delegate for the use of departments of PWGSC's methods of supply.
3. Schedule of events / Work Plan
   • PWGSC tabled the following:
     • Draft RFSO/SA for review and comments to OSME: 17 July 2007
     • Proc Plan sent for ADM approval: 19 July 2007
     • Draft RFSO/SA to Ministers Office: 20 July 2007
     • Response requested by OSME: 24 July 2007
     • Proc Plan Approved by ADM 2 August 2007
     • Response from Ministers Office (anticipated): 3 August 2007
     • Commodity Team Meeting: 10 August 2007
     • RFSO/SA release (MERX): 14 August 2007
     • Bidders Conference: 12 September 2007
     • RFSO/SA Closed: 12  October 2007
     • Technical Evaluation: 26 October 2007**
       (** this is an aggressive time frame; delays may be encountered)
     • Clarification process (related to Technical Evaluation): 2 November 2007
     • Financial Evaluation: 23 November 2007
     • Clarification process (related to Financial Evaluation): 30 November 2007
     • Price Support Process: 7 December 2007
     • Preparation of SO/SA documents: 10 December 2007
     • Briefing to Senior Management on results: 11 December 2007
     • Issuance of SO and/or SA: 21 December 2007**
       ( ** this is an aggressive time frame, delays may be encountered)
     • Debriefing unsuccessful suppliers: 28 December 2007
     • Supplier and Client Training Initiated: 7 January 2008
4. Categories exempt from price competition (5%)
   • The following is the preliminary list, subject to final confirmation at the next meeting: Special Advisor; Policy; PM; Project Admin; and Auditor.
5. Focus of Committee once draft RFSO/SA is out
   • PWGSC advised that once the RFSO/SA is released, the Committee cannot raise questions or issues related to the RFSO/SA content.
6. Roll back
   • PWGSC advised that the "roll back" has not been approved and cannot form part of the RFSO/SA.

In closing, PWGSC agreed to provide to Committee members the latest version (electronically) of the Draft RFSO/SA.

Item 4 Comments to be tabled re: RFSO/SA

This item is to be the focus of the next meeting.  Comments raised at this meeting were:

• Page 78, B1.24 has correct wording; B1.21 to be revised to reflect this.
• Page 14, add the wording: "if only 1 compliant resource was received".
• Software needs to be added to page 134.
• A narrative is needed on testing (this relates back to the June 27th meeting). ACSESS will provide this information.

Item 5 Round table.

No items

Item 6 Next Meeting

• The next meeting will be held July 25, 2007, at Place du Portage, 11 Laurier, PDP III, Gatineau, Québec, Tower A, 11A1, Room 101 from 10:00 a.m. to 2:00 p.m. with the goal of finalizing the review of the RFSO/SA.