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Correspondence June 2015

Please carefully read the following information concerning the language training standing offers.

National Capital Region (NCR) (all regions - starting at article 11)

1. Next sessions

The following are the start dates of the next group training sessions:

  • Work stream 1 – Full-time group training in French on the Offeror’s premises
    • Short program:
      • June 15, 2015 (deadline: May 29, 2015)
      • Aug. 17, 2015 (deadline: July 31, 2015)
    • Long program:
      • June  8, 2015 (deadline: May 22, 2015)
      • Aug. 31, 2015 (deadline: August 14, 2015)
    • Pre-SLE:
      • June 29, 2015 (deadline: June 12, 2015)
  • Work stream 2 – Full-time group training in English on the Offeror’s premises
    • July 13, 2015 (deadline: June 26, 2015)
    • Sept. 21, 2015  (deadline: September 4, 2015)

Total number of hours of training: You must deduct 7 hours from the total number of training hours for each statutory holiday during the training period.

  • Work streams 3A,  3B, 3C,  3D and 5 – Part-time group training in French and English on the Offeror’s premises:
    • June 29, 2015 (deadline: June 12, 2015)
    • Sept. 21, 2015  (deadline: September 4, 2015)

Total number of hours of training: You must deduct 3 hours from the total number of training hours for each statutory holiday during the training period.

Please be advised that it is the federal institution’s responsibility to consult training session schedules so that you can find out about the dates of the next sessions and send your call-ups at least 10 business days before the start of training.

2. Schedule of sessions for work streams 3A, 3B, 3C, 3D and 5 (part-time group training on the Offeror’s premises)

Please note that there was an error in the start and end dates for sessions 11 and 12. They should read as follows:

Session 11: Start date: January 4, 2016, and end date: March 25, 2016
Session 12: Start date: April 11, 2016, and end date: July 1, 2016.

3. Work stream 4 (part-time group training in a federal institution)

When we receive quarterly reports on the use of standing offers, we notice that some departments do not comply with the call-up allocation procedures for work stream 4. At all times, federal institutions must contact Public Works and Government Services Canada to obtain the name of the supplier to be used, regardless of the learner’s language level or the call-up value. If after receiving the quarterly reports we notice that a federal institution has not complied with this procedure, the institution must provide an explanation for this breach of procedure.

4. Call-ups valued at $25,000 or less

Federal institutions may select the supplier of their choice only for individual training work streams and only from suppliers that have a standing offer for the same work stream (work streams 7 and 9A).

5. Summer holidays

The summer holidays will soon begin. Plan ahead! Prepare and send your call-ups as fast as possible for the sessions starting in September so that there is enough time for suppliers to plan their resource requirements and ensure that there are places for your learners.

To ensure a quick response, we would ask all federal institutions and suppliers to always contact Public Works and Government Services Canada and the Canada School of Public Service through their respective generic mailboxes:

  • Public Works and Government Services Canada
    (achatsformationlinguistique.languagetrainingprocurement@tpsgc-pwgsc.gc.ca) for any questions or complaints about the deliverables and contract clauses of Part A and Part B as well as Annex B – Basis of Payment, Annex C – Security Requirement, and Annex D – Quarterly Report for standing offers for serial number EN578-093429.
  • The Canada School of Public Service (CSPS.FLC-LTB.EFPC@csps-efpc.gc.ca) for any questions or complaints about the deliverables, the teaching aspect, quality assurance or the requirements described in the Statement of Work for standing Offers for serial number EN578-093429.

In this way, you can be sure that we will get back to you as soon as possible.

6. Term of standing offers

Standing offers expiring in March and April 2015 have all been extended until 2016. Please pay particular attention to the new pricing structure.

7. Standing offers expiring on September 30, 2015

Stream 3C – Part-time group training in French on the Offeror’s premises (Ottawa East)
Stream 3D – Part-time group training in French on the Offeror’s premises (Ottawa West)
Stream 5 – Part-time group training in English on the Offeror’s premises

The first option year will be exercised for these three standing offers. Pay particular attention to the hourly rate applicable to the fall sessions.

8. Registration form (optional tool created for you)

At your request, we have created a registration form to help you remember everything when you submit a call-up, thereby protecting yourself if training is cancelled. We strongly recommend that you use this form and attach it to your call-up. You will find, at all times, the most recent version of the form on our website.

9. Checklist (optional tool created for you)

At the request of certain federal institutions, we have created a checklist (see attached) that you can use to ensure that you follow all the steps required to receive language training services through standing offers. It is attached to this email.

10. The teams are growing!

We are pleased to advise that we have some new members on our team.

Public Works and Government Services Canada

  • Christine Bélair (Standing Offer (SO) Authority)
  • Chantal Charrette
  • Lissa Thériault
  • Natalie Cousineau
  • Ghislaine Beaudoin

Canada School of Public Service

  • David Forget (Technical Authority)
  • Ludmila Kefalova
  • Julie Santerre

All regions including the NCR

11. Security requirements

Please remember that it is the responsibility of federal institutions to verify the security clearance levels of teaching resources. We strongly recommend that you attach the SRCL form to all call-ups for which language training services are offered on federal institution premises. The SRCL form can be found in Annex C (NCR) or D (Regions) of the Standing Offer.

12. Information on call-ups

It has been drawn to our attention that required information is regularly missing in call-ups. For example, the name of the person responsible for the employee’s training, his or her contact information (including address and email), the person responsible for invoicing and so on. We would remind you that you must comply with the contract clauses, especially the Standing Offer “Call-up Procedures” clause. You can also consult the Registration and cancellation procedures website.

Even though it is not required in the call-up procedures, the learner’s contact information (telephone number and email address) should be given to the supplier.

13. New Official languages training services of Canada website

We are very pleased to advise that the Official languages training services of Canada website has been completely revised and simplified to make things easier for you. All regions will be included. It will be available as of Mid-June 2015. We would like to thank all local and regional collaborators for their involvement in this long updating process.

14. Work stream summary

Summaries of the work streams applicable to each region of Canada can be found on CSPC’s GCpedia page.

15. List of Offerors and hourly rates by learner

Please find attached the latest (June 2, 2015) updated list of Offerors and hourly rates by learner. This list must not be shared with Offerors.

16. Self-assessment form for part-time training

If you use the self-assessment form, you must attach it to the call-up. This form is important because it is used to form homogeneous groups for group training and to plan training for individuals taking individual training.

17. New national strategy on language training requirements (regardless of requirement)

We are pleased to advise that the national strategy will be posted on https://buyandsell.gc.ca/ over the next few weeks. Carefully watch for new publications/opportunities. Two questionnaires will be attached to the document providing details of the national strategy. One is designed for suppliers and the other is aimed at federal institutions. Your participation is really essential and important as it will determine the direction that the government will take to meet the needs of federal institutions and the industry. Consultations will also be held throughout 2015. Stay tuned!

18. Invoice payment period

We have noticed that there is a real problem with the payment period for invoices issued by suppliers with standing offers. We would remind federal institutions that they must comply with the payment period or deadline for invoices that is stipulated in the contract clauses and that they must apply the interest rate to overdue accounts:

2035 16 (2012-07-16) Payment Period

  1. Canada’s standard payment period is thirty (30) days. The payment period is measured from the date an invoice in acceptable form and content is received in accordance with the Contract or the date the Work is delivered in acceptable condition as required in the Contract, whichever is later. A payment is considered overdue on the 31st day following that date and interest will be paid automatically in accordance with section 17.
  2. If the content of the invoice and its substantiating documentation are not in accordance with the Contract or the Work is not in acceptable condition, Canada will notify the Contractor within fifteen (15) days of receipt. The 30-day payment period begins upon receipt of the revised invoice or the replacement or corrected Work. Failure by Canada to notify the Contractor within fifteen (15) days will only result in the date specified in subsection 1 to apply for the sole purpose of calculating interest on overdue accounts.

2035 17 (2008-12-12) Interest on Overdue Accounts

  1. For the purposes of this section:

    “Date of payment” means the date of the negotiable instrument drawn by the Receiver General for Canada to pay any amount under the Contract;

    “Overdue” means an amount this is unpaid on the first day following the day on which it is due and payable according to the Contract;

    “Bank Rate” means the rate of interest established from time to time by the Bank of Canada as the minimum rate at which the Bank of Canada makes short term advances to members of the Canadian Payments Association;

    “Average Rate” means the simple arithmetic mean of the Bank Rates in effect at 4:00 p.m. Eastern Time each day during the calendar month immediately before the calendar month in which payment is made;

  2. Canada will pay to the Contractor simple interest at the Average Rate plus 3 percent per year on any amount that is overdue from the date that amount becomes overdue until the date before the date of payment, inclusive. The Contractor is not required to provide notice to Canada for interest to be payable.
  3. Canada will pay interest in accordance with this section only if Canada is responsible for the delay in paying the Contractor. Canada will not pay interest on overdue advance payments.

19. Period required to confirm a call-up

When you issue a call-up, the supplier has one business day to refuse your call-up if it is unable to meet your request. If it cannot meet your request, it can offer you other alternatives. For example, a federal institution needs part-time training every Tuesday and Thursday morning. The supplier cannot meet the demand owing to the unavailability of teaching resources. The supplier offers the following schedule: Tuesday and Wednesday afternoons. If the federal institution accepts the second option, it cannot later on cancel the training without complying with the applicable cancellation clause by claiming that the initial request was not met.

20. Test of Oral Proficiency at the end of training (full-time)

To ensure that your employees are assigned test dates at the recommended time, please make your requests to the Public Service Commission (PSC) as soon as possible (it can take several weeks or months to get a date for the proficiency assessment). It is recommended that a date for the Test of Oral Proficiency be reserved during the last week of training.

21. Pre-Second Language Evaluation (SLE) consolidation course

  • Pre-SLE consolidation courses must be used to attain a language level by means of additional hours of training and not to prepare learners to take one of the Public Service Commission of Canada’s proficiency assessments.
  • Although there is a schedule for Pre-SLE sessions, a group session may begin as soon as the minimum number of learners is registered.

22. Learning plan (full-time training)

Please note that the procedure for exceptions under the learning plan has been revised and clarified:

  • For group training, streams 1 and 2
    Exceptions under the language learning plan

    Pre-SLE consolidation course: The language learning plan is not mandatory for learners who have already covered the steps required for full-time training and who, after failing the Test of Oral Proficiency (TOP), would like to take the Pre-SLE consolidation course (six (6) weeks duration).

  • For individual training, streams 7 and 8
    Exceptions under the language learning plan

Retest period: The language training plan is not mandatory for learners who have completed the training normally required to reach levels B or C (with a valid training plan) and who, having failed to attain the targeted language standard, must take a few weeks of make-up or consolidation courses (usually 3 to 6 weeks long). Prior approval must be obtained from the CSPS technical authority. Exemption requests must be sent by email to the CSPS representative at apprentissagelinguistique-languagelearning@csps-efpc.gc.ca. Once CSPS has given its approval, the federal institution must attach the approval document to the call-up.