Government Temporary Help Services Advisory Committee Meeting Record of Decision - February 12, 2009

• Agenda
• Record of Decisions

Agenda

Thursday, February 12, 2009
9:00 AM to 12:00 PM, Place du Portage
12C1, Boardroom 101
11 Gatineau, Québec

1. Approval of Record of Decision of January 29^th Meeting
2. Discussion on Steps for Assessing Federal Department Users Draft document
3. Review of Guidelines on Bulk Buy Requirements
4. Review of Model Request for Services (RFS) Form for Contracts against Supply Arrangement
5. Other Items
6. Next Meeting
7. Round Table and Closing Remarks

Record of Decisions

In attendance

• Jason Storm, PWGSC (chair)
• Pierre Paquette, PWGSC
• Debbie Sinclair, PWGSC
• Helen Seto, PWGSC
• Lan Mao, PWGSC
• Trina Poots, PWGSC
• Patricia Lalonde, PWGSC (Material Management)
• Caroline Carson, HC
• Susan Ireland-Nadeau, DND
• David Kiss, DND
• Kathryn Tremblay, ACSESS
• Meredith Egan, ACSESS
• Martin Chenier, ACSESS
• Paul Gagnon, Portage Personnel
• Dan Moorcroft, QMR Staffing

Item

Item 1. New Members to the Committee

Two new members to the Committee were introduced – Susan Ireland-Nadeau and David Kiss from DND.

Roland Dimitriu will replace Patricia Lalonde when Patricia cannot attend.

Item 2. Approval of Record of Decision of January 29, 2009 Meeting

The Record of Decision from the January 29, 2009 meeting was adopted by the Committee.

Item 3. Discussion on Steps for Assessing Federal Department Users Draft document

PWGSC clarified that Performance Indicators are not part of the assessment of the Federal Department User, but to assess suppliers from the Federal Department User files. Performance Indicators will not be assessed in the first year after the launch of the new method of supply as the collection of related data could take up to one year.

PWGSC clarified that Performance Indicators are not part of the Assessment Framework. The concept is to gather information from the files reviewed as part of the assessment of Federal Department Users, which may provide PWGSC (and the THS Advisory Committee) with data that reveals areas of needed improvement, e.g. is the lowest priced Supplier (from the search results) consistently unable to respond to requests. It is noted that PWGSC will need to synthesize the data (and ensure Supplier’s identities are protected) and then present to the THS Advisory Committee the findings. At this time it is too early to determine what would be presented or what would be the steps to follow to respond to the findings; this is part of the “evergreen” work by the THS Advisory Committee.

The review of performance indicators would occur in the second year from launch of the system; Suppliers will be assessed during the period from May 2009 through March 2010, with the period from May 2009 through August 2009 involving the review by PWGSC of the narrative submitted in response to the RFSO/RFSA and on site visits would start in September 2009; the focus would shift to the assessment of all Federal Department Users starting in April 2010 for FY 2010/11. Data on performance indicators would be presented to the THS Advisory Committee April 2011.

As Performance Indicators won’t be assessed immediately, Industry raised concern about issues relating to the inappropriate use of the new tool by suppliers and the lack of recourse by Client Users. PWGSC confirmed that an immediate investigation will be conducted on any inappropriate use of the new tool and/or unacceptable practice.

Industry suggested existing information relating to Procurement Transformation should be considered (over lay) when managing the method of supply, i.e. evergreen concept. Other documentation such as the Vendor Performance Policy should also be considered when (if) sanctions are implemented relating to the Assessment Framework.

Industry will send additional comments to PWGSC to finalize this document.

Item 4. Review of Guidelines on Bulk Buy Requirements

Deferred to a later date.

Item 5. Review of Model Request for Services (RFS) Form for Contracts against Supply Arrangement

PWGSC provided Committee members with a copy of the Model Request for Services Form for contracts issued against the Supply Arrangement (draft version 1). Members were requested to provide comments to PWGSC by February 17, 2009.

With the Supply Arrangement (SA) being a new component to the new method of supply for THS, Industry expressed concerns regarding the usage frequency of the SA. The other concern is that not all departments have the delegated financial authority to use SA.

PWGSC confirmed that communication to Client Departments on new instruments including SAs is taking place at the senior level, e.g. through the Client Advisory Board. PWGSC has developed tools such as the Request for Services form (will be available on the THS website) in assisting Client Departments with the use of the new SA.

Clients indicated that with the introducing of the Federal Accountability Act, Federal Department Users are being more cautious in the use of new tools. To help ease the transition, training on new tools is being provided. Departments may also make adjustments to ensure procurement training is provided to procurement staff as appropriate.

Item 6. Other Items

Industry asked about the status of THS evaluation process and the awarding of the SA/SOs. PWGSC indicated that the evaluation has taken longer than expected but is ongoing.

Industry expressed further concern about Family Day and the increase in costs for companies that are not being paid for the day as a statutory holiday. PWGSC clarified that a notice has been posted on the THS website to address the concern and PWGSC can only confirm that it is the right of the THS Supplier to decide if the THS Supplier's resources will work on Family Day.

PWGSC informed members that Industry training on the new system is scheduled on March 18 and March 20, 2009. Additional sessions will be arranged as required.

Item 7. Next Meeting

The next meeting will be held February 26, 2009 Place du Portage, 11 Laurier, PDP III, Gatineau, Québec, Tower A, 14A2, Boardroom 101, from 9:00 AM to 12:00 PM. The Agenda for the next meeting will be sent to members via e-mail prior to the meeting.