Government Temporary Help Services Advisory Committee Meeting Record of Decision - October 10, 2007

• Agenda
• Record of Decisions

Agenda

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

1. Approval of August 15th Record of Decision
2. Staff Changes
3. Overview of Current Situation and Item 7: Open Discussion
4. Revised Procurement Schedule
   
5. Update on Commodity Team Meeting (August 10th)
6. Update on Documentation [audit framework, training, etc.] and proposed approach
7. Open Discussion
8. Round Table/Next Meeting

Record of Decisions

In attendance:

• Sylvain Cardinal, PWGSC
• Debbie Sinclair, PWGSC
• Sylvie Fournier, PWGSC
• Debralee Ducharme, PWGSC
• Captain Crane, DND
• Helen Seto, Health Canada
• Patricia Lalonde, PWGSC
• Meredith Egan, ACSESS
• Jeremy Ingle, ACSESS
• Kathryn Tremblay, ACSESS
• Martin Chenier, ACSESS
• Paul Gagnon, Portage Personnel
• Dan Moorecroft, QMR Staffing Solutions Inc

Item

Item 1 Approval of August 15th Record of Decision

• RoDs were approved, however, concern was raised by industry members that the RoDs do not always show the entire tone and perspective of the meetings.  Although Minutes are better (more detail), they can hinder the openness of discussions that currently take place at the Advisory committee, e.g. heightened emotions and direct comments.  The approach to continue with RoDs was supported.

Item 2 Staff Changes

Sylvain Cardinal provided the following information:

• Debralee Ducharme has joined the Online Services Division, as Supply Team Leader for THS.
• Sylvie Fournier has accepted a promotion and will be leaving to start her new career opportunity on October 15th, 2007. Words of thanks were extended to Sylvie for all of her efforts and energies in producing the RFSO/RFSA.
• Informatics Professional Services is now part of the Online Services Division, managed by Debbie Sinclair.
• Pierre Benoit has returned, but is on special assignment.  Jerome
  Thauvette is the Acting Director General for STAMS.

Item 3 Overview of Current Situation and Item 7: Open Discussion

• PWGSC provided the following summary: after the August 15th meeting, our Corporate Services area identified a potential area of concern with regard to using GoCM as the platform for THS.  It was subsequently decided to obtain a clarification from Treasury Board.  It is anticipated that this will not be resolved before December 2007. We have revised our procurement and system schedule accordingly.
• As a result of the above, the recommendation was not to release the RFSO/RFSA until this issue has been clarified.
• In addition to the above, we have recently been informed that the RFSO/RFSA needs to be re-structured into two separate documents.  This will be carried out the week of October 15th.
• As a result of the time that has elapsed since the August 15th meeting, Industry members advised that they now had some time to further consult with their members between August and now.  The private sector is still very concerned and apprehensive about the proposed upfront competition on rates.  Their concern stems from the perspective that this industry has not been exposed to any formal price competition for the past 8 years and the fact that the new method of supply includes totally revamped classifications of personnel.  The industry's lack of experience in pricing these new classifications is a concern.  Accordingly, Industry members requested that PWGSC revisit the proposed price competition to respond to their continued and heightened concerns that the new method of supply will have a negative impact on the industry.  The possible solution that was tabled was that no price competition be conducted on the quoted ceiling rates for the first year of the Supply Arrangement; price competitions, however, would be mandatory when clients compete their requirements using the SA.  All agreed that the upfront price competition should be retained for the Standing Offer component of the method of supply.  PWGSC agreed to review this within the next two weeks with the intent of revising some aspects of the method of supply to alleviate some of the concerns raised by Industry, while ensuring that the method of supply still achieves good value.
• It is noted that the above represents a change in the Business Requirements for the Services Division (198 business requirements for temporary help services and task based informatics professional services, combined), i.e. the rates quoted for the SA are to be posted as ceiling and could be different than rates quoted for the SO.  This is to be brought to the attention of GoCM by PWGSC.
• PWGSC also confirmed that the proposed flat screen prototype would be presented at the Advisory Committee for comments. This is reflected in the Project Milestones.
• For the SA components of the system, Client training will need to emphasize the mandatory requirement for price competition by Clients as part of the selection of the successful supplier.

Communications between department and SA/SO Holders:

• The industry raised some concerns with the Government's requirement to ensure that all communications during a solicitation process under the SA component for the method of supply be done via the Contracting Authority identified on the request. PWGSC informed the industry that this was one of the elements proposed in the Draft Code of Conduct on Procurement. Industry said they need the opportunity to speak directly with the end user, one on one. PWGSC explained that these practices contradict the principles of fairness, openness and transparency. A simple process to deal with this will need to be implemented.
• The following website provides the latest version of the Code of Conduct.  It is now less prescriptive than its earlier version with regard to “communications”, however the fundamental principles of openness, transparency and fairness remains one of the key messages; as such, individual conversations between one supplier and the client during the course of a competitive request, will continue to be prohibited.  All suppliers that are invited to respond to a request must be able to have access to the same information in order to properly respond to a request.

Current Training:

ACSESS raised concern with training feedback received from Clients. According to some industry members, PWGSC is instructing Clients to:

• Go to as many Suppliers as possible for all requirements; and
• Only accept one resume per supplier.

PWGSC agreed to investigate and if validated, would take corrective action.

Item 4 Revised Procurement Schedule

The following schedule was tables by PWGSC:

• Proc Plan Approved by ADM: January 2008
• RFSO/RFSA release (MERX): January  2008
• Bidders Conference: February 2008
• RFSO/RFSA Closed: March 2008
• Evaluations: April to June 2008
• Issuance of SO and/or SA: July 2008
• Debriefing unsuccessful supplier: July 2008
• Client Training Initiated: June 2008
  (date change requested by Client member during the meeting)
• Supplier Training Initiated: July 2008
  (after Sos and Sas issued)

Item 5 Update on Commodity Team Meeting (August 10th)

PWGSC advised of the poor attendance and lack luster response, i.e. 3 Clients were in the meeting room and PWGSC regional reps were available via teleconferencing.  The PWGSC regional reps (one in particular) were quite resistant to any proposed changes to the method of supply or a system through the GoCM.  Further attempts to dialogue and share information will continue, with another Commodity Team meeting tentatively scheduled for December 2007.

Item 6 Update on Documentation [audit framework, training, etc.] and proposed approach.

The following schedule was tables by PWGSC:

• Funding Approval obtained by GoCM: December 2007
• Contract awarded for System Development: January 2008
• RFSO/RFSA issued on MERX: January 2008
• Bidders' Conference: February 2008
• System Protocol document tabled at Advisory: January 2008
  Committee
• System Qs and As / System Procurement: January 2008
  Framework (do's and don'ts snapshot) tabled at
  Advisory Committee
• System Audit Framework, Sanctions, Appeal: February 2008
  Process tabled at Advisory Committee
• Flat Screen Prototype demo to Advisory: March 2008
  Committee
• RFSO/SA closing: March 2008
• Functional Prototype demo to Advisory : April 2008
  Committee
• User Manuals/Training Packages (Suppliers and: April 2008
  Clients) tabled at Advisory Committee
• Testing and Debugging of Functional Prototype: May 2008
• Web site re-design demo to Advisory Committee: June 2008
• Client Training Initiated: June 2008
  (date change requested by Client member during the meeting)
• SOs and/or Sas authorized: July 2008
• Population of Supplier data in system and training: July 2008
  of Suppliers
• Launch of New THS Online System: July 2008
• Sun set of old THS Online System: August 2008

Item 7 Open Discussion

(This item is combined with item 3., above)

Item 8 Round Table/Next Meeting

• PWGSC requested Agenda items for the next meeting, scheduled for October 24th, 9:00 to 12:00.
• PWGSC also requested that the industry prepare a document concerning the issues they regularly raise during the meetings, i.e. current economic situation, supply issues; new classifications, new method, incremental changes Suppliers worried about being screened out and therefore not quoting legitimate prices, etc.