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Correspondence September 2014

Please carefully read the following information concerning series EN578-093429 NCR Language Training Standing Offers.

Next sessions

Given that the summer vacation period has begun, please plan and send your Call-Ups Against the Standing Offer as soon as possible. The following are the commencement dates for the next group training sessions:

  • Work Stream 1 – Full-time group training in French on the Offeror's premises:
    • Short Program: September 29, 2014 (Cut-off date: September 12);
    • Long Program: September 22, 2014 (Cut-off date: September 5);
    • Pre-SLE: October 14, 2014 (Cut-off date: September 26);
  • Work Stream 2 – Full-time group training in English on the Offeror's premises:
    • September 15, 2014 (Cut-off date: August 28);
  • Work Streams 3A, 3B, 3C, 3D and 5 – Part-time group training in French and English on the Offeror's premises: September 22, 2014 (Cut-off date: September 5).

NEW: All group training work streams, except Work Stream 3A (part-time group training in French on the Offeror's premises)

Federal institutions can now set up a call-up (CU) for several sessions, provided that in case of cancellation, advance notice is given to the Offeror at least 10 days prior to the start of the next session identified in the CU. The start and end dates of each session must be clearly indicated in the CU; otherwise, the session will be deemed to be for the entire term of the CU. Federal institutions must therefore ensure that they notify the Offeror within the prescribed time periods if they cancel a course or if they have received a recommendation report (applicable only to Work Streams 1 and 2) stating that the student must repeat a Step with another supplier.

Training provided by means of videoconferencing, Skype or other medium: Be reminded that videoconferencing, Skype or other media services are not covered by standing offers. However, there is nothing to prevent you from asking Offerors if they will agree to and provide support for any of these media, without additional charge to Canada. However, federal institutions have no authority to require such services.

Billing: We noticed that suppliers have considerable difficulty receiving payments for invoices that they send to federal institutions. We wish to remind you that it is the responsibility of federal institutions to make sure that the contact person's name, mailing and email addresses and telephone number are clearly indicated on the Call up for a Standing Offer (CASO). In addition, if you pay by direct deposit, it is important to send a notice to the supplier to inform him or her that the deposit has been made. This notice must include the name of the paying department, the total amount deposited, the date of the deposit and the related invoice number(s).

Cancellation policy regarding unforeseen absences from individual training: It was brought to our attention that many students do not receive the minimum information about their language training that they should, especially the name and contact information of the person responsible for their training within the department and charges for cancellation without notice. We wish to remind federal institutions that any cancellation of training because of unforeseen absences for which no prior written notice of cancellation was provided at least 48 hours in advance will be billed to the federal institution concerned. It is the student's responsibility to send a written notice of cancellation of training to the Offeror AND to the contact person responsible for the student's training identified on the CASO.

Updating of learner toolkits: The toolkits have been updated and you can download the new versions from the Learning Plans and Quality Assurance for Language Training Web page or from the PWGSC Web site (Learner toolkit) and share them with your employees prior to the start of their language training, or refer them to this page.

Clarification concerning École de langues de La Cité Inc.: Following the cancellation of three standing offers in the name of the École de langues de La Cité Inc. / École de langues de l'Estrie Inc. joint venture in the EN578-093429 series of standing offers in the NCR, we wish to clarify that École de langues de La Cité Inc. has not shut down its operations and is not part of the École de langues de l'Estrie Inc. filing for bankruptcy.

However, if you wish to use École de langues de La Cité Inc. for language training services in the NCR, you can no longer use standing offer numbers from the EN578-093429 series or issue new CASOs under that series.

Withdrawal of an Offeror for Work Stream 9A – Part-time individual training, downtown Ottawa / Gatineau: We wish to inform you that as of September 1, 2014, the Centre de langues internationales Charpentier (CLIC) will withdraw from Work Stream 9A. CLIC will honour all CUs in progress up until their expiry, and will also accept and honour all CUs dated up to August 31, 2014, inclusive.

There are therefore two remaining Offerors for this work stream: Knowledge Circle Learning Services Inc. and École de langues ABCE Inc. These two Offerors have confirmed that they have the capacity to meet the requirements of the federal institutions. Consequently, the Centre de langues internationales Charpentier will not be replaced.