Government Temporary Help Services Advisory Committee Meeting Record of Decision - Thursday July 7, 2009

• Agenda
• Record of Decisions

Agenda

Thursday, July 7, 2009
10:00 AM to 12:00 PM, Place du Portage
12C1 Room 101A,
11 Laurier, Gatineau, Québec

1. Introduction of New Chairman for the Government Temporary Help Services Advisory Committee (GTHSAC) ~ Mr. Rick Sztramko.
2. Distribution of updated Drafts:
   • RFA (Request for Availability) for SO
   • RFS (Request for Services) for Sa
3. Refresh - Brief Discussion & Update
4. Short Discussion on Launch of new system & training update. (Requested by Mr. Gagnon)
5. Commitment to both components of SO/SA
6. Status of Work on Delegated Authorities
7. Status on Website completeness
8. Weekly Price Discount issues
9. Industry Q&A document (submitted by email July 2/09)
10. Round Table

Record of Decisions

In attendance

• Rick Sztramko, PWGSC (chair)
• Jason Storm, PWGSC
• Debralee Ducharme, PWGSC
• Natalie Cousineau, PWGSC
• Joanne Cattai, PWGSC
• Helen Seto, PWGSC
• Roland Dimitriu, PWGSC (Material Management)
• Michael Thurston, Health Canada (HC)
• David Kiss, Department of National Defence (DND)
• Dan Moorcroft, QMR Staffing
• Jeremy Ingle, The Association of Canadian Search, Employment and Staffing Services (ACSESS)
• Kathryn Tremblay, ACSESS
• Meredith Egan, ACSESS
• Paul Gagnon, Portage Personnel

Item

Item 1. Introductions to Committee

• New Chairman of the THS Advisory Committee – Rick Sztramko.
• New Senior Trainer with Online Services Division – Natalie Cousineau

Item 2. Distribution of updated drafts

All members of the THS Advisory Committee received hard copies of the following:

• Draft Model Request for Availability (RFA) – clients can either use this model or can continue sending an email to process their request for temporary help resources
• Draft Request for Services (RFS Version 5) – clients should use this form to process their request for temporary help resources using the Supply Arrangement Component
• Draft Model Contract resulting from Request for Services – clients should use this Model Contract to award the contract as a result of using the Supply Arrangement Component

PWGSC will forward electronic copies of the Draft Request for Availability (RFA), the Draft Request for Services (RFS) and the Draft Model Contract Resulting from Request for Services to THS Advisory Committee members for their suggested comments and/or recommended modifications. Feedback is requested by the end of day July 21, 2009.

Item 3. Refresh – Brief discussion and update

PWGSC indicated that with the 2010 refresh, the solicitation will include a separate RFSO and RFSA. Both these documents are scheduled to be on MERX by late Fall 2009. The refresh will give the opportunity for new bidders to submit a proposal and for present qualified suppliers to submit new hourly ceiling rates in response to both the RFSO and RFSA. This will also provide us with an opportunity to modify the descriptions and qualifications of classifications as well as re-examine the formulas used in the financial evaluation of bids, if required.

Item 4. Short discussion on launch of new system and training update

Industry expressed concern that the THS website is not fully updated to include the documents and templates required to use the new THS. PWGSC indicated that the website should be updated by July 31, 2009. Meanwhile, the THS team is providing all required documentation by email to THS users.

Item 5. Commitment to both components of SO/SA

PWGSC indicated that they are still giving training to client users on how to use both the SO and SA Components. PWGSC is also providing templates that will help THS users in handling their requirements.

Industry indicated that it is important to have Senior Management support major initiatives like the new THS. Since the Deputy Minister established the THS Advisory Committee, Industry would like to see the commitment reconfirmed by the attendance of the Director General, and/or ADM of Acquisitions Branch at one of the meetings in the near future.

Item 6. Status of work on delegated authorities

Industry expressed their concern that many THS users do not have the delegated authorities to use the Supply Arrangement Component. Health Canada’s representative indicated that although many of the THS users in Health Canada had questions about the use of the Supply Arrangement, project managers are still being provided the delegated authorities.

Item 7. Status of website completeness

The THS Team has again requested that “old” links be removed from the New THS website. This should be completed this week. We are presently waiting for the completed translation of the SO/SA documents from Mr. Storm’s group. The documents will then be sent to be coded and uploaded on the THS website.

Item 8. Weekly price discount issues

An industry representative indicated that it would be more beneficial to the Crown if suppliers who have standing offers were able to lower their weekly hourly rate that was posted on the THS Online System. This would enable suppliers to price more accurately depending on the qualifications. Note: The weekly rates, within the Standing Offer Component of the THS system, are non-negotiable.

Item 9. Industry Q&A document

Industry requested PWGSC’s permission to release a short Q&A document to aid THS users (and their clients) in the use of the new THS Method of Supply. PWGSC has reviewed and clarified responses in this document. NOTE: PWGSC agrees to Industry providing this “approved” document to THS users, and does not consider promulgation of this document to be a copyright infringement. It simply provides their clients with the answers to frequently asked questions. An electronic copy of PWGSC’s final changes will follow.

Item 10. Round table

The committee members have agreed to welcome a new member to the THS Advisory Committee, representing Human Resources and Skills Development Canada.