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Part B: Call-up procedure for the standing offer

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Table of contents

  1. Call-up Procedures

1. Call-up Procedures

1.1 Multiple Offers Exist

Multiple Standing Offers (SO) have been issued for this requirement. Call-ups will be allocated among all the Offerors in accordance with the processes described below within the specified monetary limitations. When accepted by Canada, each Call-up results in a separate contract between Canada and the Offeror.

1.2 Generation of Right of First Refusal List

The Offeror's rates per Category are attached at Annex C of the SO. Identified Users will use the Centralized Professional Services System (CPSS) ePortal to generate a right of first refusal list (List) for their requirement using the following search criteria: Regions, Metropolitan Areas, Security, Aboriginal Status, Category, Level of Expertise and number of resources. The List will rank Offerors meeting all the search criteria and possessing the necessary security clearance from the lowest cumulative price available for the requirement to the highest, in accordance with an Offeror's per diem rates. The List will be available to the Identified User for Call-up issuance and may be revised over time to reflect changes in the status of any Offeror. The lowest cumulative price will be calculated by adding together all the rates per Category for the number of resources, at the Level of Expertise of the required Categories.

Example:

Identified user requires:

  • 3 Senior eLearning Programmer
  • 1 Intermediate Technical Writer
  • 2 Junior Graphics Designers

Highest Ranked Offeror's response:

  • 2 Junior Graphics Designers @ 500 per day = $1,000
  • 1 Intermediate Technical Writer @ $700 per day = $700
  • 3 Senior eLearning Programmer @ $850 per day = $2,550

Total: $700 + $1000 + $2,550 = $4,250 is the Lowest Cumulative Price

2nd Highest Ranked Offeror's response:

  • 2 Junior Graphics Designers @ 700 per day = $1,400
  • 1 Intermediate Technical Writer @ $600 per day = $600
  • 3 Senior eLearning Programmer @ $1,000 per day = $3000

Total: $600 + $1,400 + $3,000 = $5,000

1.3 Offeror Selection Methodology

a) Directed Call-Ups Below $25,000.00

Clients may direct a Call-up at or below $25,000 (applicable taxes included) to Offerors qualified in the applicable Category(ies) in accordance with the Government Contracts Regulations, irrespective of the ranking of Offerors on the List.

b) Requirement Valued below $250,000.00

Where the Identified User wishes to issue a Call-up under this series of standing offers it must issue an Availability Confirmation Form (ACF) (found at Annex D of the SO) to:

  1. the first ranked Offeror on the List or
  2. up to a maximum of 10 at once of the highest ranked Offerors on the List (a Group Invitation)

The SO Authority may increase or decrease the maximum number of Offerors permitted in any Group Invitation during the SO on 30 calendar days' notice in writing to all Offerors who received a SO.

If a Call-up is issued, it will be issued to the Offeror that meets the assessment criteria in the ACF and is the highest ranked Offeror on the List. An Offeror ranked lower on the List cannot be chosen where an Offeror ranked above it has not been invited to respond (no ranked Offeror may be skipped).

Amongst the Group Invitation Offerors, if the highest ranking Offeror is unable to meet the assessment criteria, the next highest ranked Offeror that responded that meets the criteria may be issued the Call-up. Where that Offeror is unable to meet the assessment criteria, the Call-up may be issued to the next highest ranking Group Invitation Offeror that meets the criteria, and this process of invitation may be repeated as required within the Offerors that responded to the ACF, in accordance with the rankings on the List, until a Call-up is issued. In the event of a tie in the results of an assessment within a Group Invitation, the Call-up may be issued to the Offeror of the Identified User's choice.

Where no Offeror responds, or no Offeror is issued a Call-up in accordance with the procedures outlined above due to none of them being able to meet the assessment criteria, the Identified User may issue a single ACF to the next highest ranked Offeror, or may issue another Group Invitation for the requirement to a group comprised of the highest ranked Offerors on the List who were not invited in the previous Group Invitation. This process may be repeated as described above, proceeding sequentially down the list of ranked Offerors (no ranked Offerors may be skipped), until the Call-up is issued.

1.4 Contents of the Availability Confirmation Form (Annex D)

Each Availability Confirmation Form (ACF) will identify the requirements of the Identified User's requirement by describing the specific project, including:

  1. the Call-up Period, including any options
  2. the specific Streams, Level of Expertise, and the number of resource(s) required
  3. the estimated level of effort required
  4. a proposed basis of payment in accordance with the firm per diem rates attached at Annex C of the SO
  5. the location where the required Services will be delivered
  6. Travel and Living requirements (if applicable)
  7. the level of security clearance(s) required to carry out the required services
  8. the contact information for the Identified User
  9. the assessment criteria (Flexible Grid), which may include the specific areas of the Education, Certification and/or experience required
  10. the particulars of the Statement of Work
  11. the response due date

The terms and conditions set out in the ACF and Resulting Call-up Clauses that form part of this SO apply to the Call-up. Individual ACF Forms may require that the Services be performed in one or the other or both of Canada's Official Languages.

1.5 Response Requirements

In order to submit a response, the Offeror must complete Section C of the ACF in its entirety. The Offeror must identify the resource(s) it is proposing to provide the Services. The Offeror must not submit a resume for the proposed resource(s). All qualifications (experience, education and certifications, if applicable) for the proposed resource(s) must be identified by the Offeror in Section C of the ACF. Offerors may respond in either official language, in accordance with the Official Languages Act and Regulations.

  1. Contents of Response: The ACF must be signed by the Offeror or by an authorized representative of the Offeror. Timely receipt and correct direction of the response is the sole responsibility of the Offeror. The response must include all information necessary to fulfill all the requirements specified in the ACF and clearly identify:
    1. the resource(s) proposed for the required Streams and Level of Expertise required, identifying the proposed resource(s) qualifications (experience, education, certifications - as applicable) in accordance with Annex A SO/Supply Arrangement (SA) Streams and Categories
    2. information requested to satisfy the level of security clearance required to carry out the Services
  2. Response Time of Offeror: Offerors must provide the response to the Identified User within 2 working days of the ACF's issuance (or within a longer period if identified in the ACF). Failure to provide a response within the specified time frame will be interpreted as being unable to perform the Services
  3. Offeror Certification: By submitting and signing a response to an ACF, the Offeror certifies and warrants each of the following:
    1. Every individual proposed will be available to perform the Work starting at the time specified in the ACF or agreed to with the Identified User
    2. If the Offeror has proposed any resource in fulfillment of the requirement who is not an employee of the Offeror, the Offeror certifies that it has written permission from such person or the employer of such person to propose the services of such person in relation to the work to be performed in fulfillment of the requirement. During the assessment of the proposed resource, the Offeror must upon the request of the Identified User provide a copy of such written permission, in relation to any or all non-employees proposed. If the Offeror fails to comply with such a request, the Offeror's response will be considered non-responsive
    3. It meets the insurance requirements described in this SO (if applicable)
  4. Offeror Acknowledgment: By submitting and signing a response to an ACF, the Offeror acknowledges each of the following:
    1. The Identified User has the right but is not obliged to:
      1. seek clarification or verify any or all information provided by the Offeror with respect to the ACF, either independently or by making a request of the Offeror. Where requested, the Offeror will respond to the clarification within two working days of a request by Canada or a longer period as is specified in writing by Canada
      2. contact any or all of the references supplied, at the sole cost of the Offeror, to validate any information or data submitted by the Offeror. The reference will have a minimum of 2 working days or a longer period as specified in writing to provide the requested information to the Identified User. Wherever information provided by a reference differs from the information supplied by the Offeror, the information supplied by the reference will be the information taken as accurate

      In respect of (i) or (ii) above, if the Offeror does not provide the required information within the time limit requested, Canada may either allow additional time for the response, or consider the response not acceptable and proceed with the issuance of the ACF to another Offeror or Offerors in accordance with the Offeror Selection Methodology.

    2. Canada will not delay the issuance of any Call-up to allow Offerors to obtain the required security clearance. It is the responsibility of Offerors to ensure that all information required concerning the security clearance necessary to fulfill the Call-up is provided in its response to the ACF.

1.6 Assessment of Proposed Resources

The qualifications and experience of the proposed resource(s) will be assessed against the requirements set out in Annex A of the SA/SO "Streams and Categories". The Identified User may request proof of successful completion of formal training, as well as reference information. Canada reserves the right to request references from an Offeror to conduct a reference check to verify the accuracy of the information provided. Should the reference(s) not confirm the required qualifications of the proposed resource(s) to perform the required services, Canada may consider the response not acceptable and proceed with the issuance of the ACF to another Offeror or Offerors in accordance with the Offeror Selection Methodology.

Where the Offeror is requested to provide information regarding qualifications or experience of its proposed resources, Offerors should provide complete details as to where, when (month and year) and how (through which activities/responsibilities) the stated qualifications/experience were obtained. Experience gained during formal education will not be considered work experience. All requirements for work experience will be obtained in a legitimate work environment as opposed to an educational setting. Co-op terms are considered work experience provided they are related to the required services. The month(s) of experience listed for a project whose time frame overlaps that of another referenced project will only be counted once.

Where the Offeror is requested to provide information about the education or proof about the education of the proposed individual, the individual must have obtained its education from a recognized* Canadian university, or college or high school, or the equivalent as established by a recognized* Canadian academic credentials assessment service*, if obtained outside Canada.


* The list of recognized organizations can be found under the Canadian Information Centre for International Credentials website.


Where the Offeror is requested to provide proof of certification of the proposed resource, the Offeror must submit a copy of the certification received or proof that the resources have completed the certification program.

1.7 Call-up Instrument

The Work will be authorized or confirmed by the Identified User(s) using form PWGSC-TPSGC 942, Call-up against a Standing Offer or equivalent form.

1.8 Limitation of Call-ups

Individual Call-ups against the SO must not exceed $250,000.00 (applicable taxes included). The SO Authority (or their delegated representatives) may authorize the issuance Call-ups in excess of $250,000.

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