Procedures for a CFP - Directive on Calls for Proposals - Process to select Sponsor
| Annex 2 | Annex 3| Annex 4|ANNEX 1 – Acronyms
ADM – Assistant Deputy Minister
ATIP – Access to Information and Privacy Acts
BSE – Bovine Spongiform Encephalopathy
CCSB – Citizen and Community Service Branch
CFP – Call(s) for Proposals
FAS – Financial and Administrative Services
Gs & Cs – Grants and Contributions
IRC – Internal Review Committee
LMDA – Labour Market Development Agreement
LMI – Labour Market Information
OFA – Office of the Fairness Advisor
NHQ - National Headquarters
POC – Program Operations Consultant
REH – Regional Executive Head
RHQ- Regional Headquarters
SARS – Severe Acute Respiratory Syndrome
SC – Service Canada
SCC – Service Canada Centre
TB – Treasury Board
ANNEX 2 – Definitions
CFP is an open, formal, and pre-planned process used by Service Canada to identify qualified and interested applicants to conduct services that meet the objectives of programming. Potential sponsors must submit a formal project proposal to be given funding consideration. Project funding is a part of the negotiation of contribution agreements with one or more applicants.
The use of this process in the context of grants and contributions is in accordance with TB Policy on Transfer Payments, section 7.1.1 which requires due diligence to be exercised in the selection, approval, management and administration of a service offering.
The term ‘Request for Proposals’ should not be used in connection with contribution agreements because it is associated with tendering for service contracts. The term Request for Proposals can lead to the misconception that the agreement will be for services rendered to, or on behalf of, Service Canada. As well, a CFP should not imply that Service Canada is willing to automatically provide funding to an organization to build their capacity to deliver Service Canada service offerings, unless specifically permitted under service offering terms and conditions.
An applicant is the organization, and/or its representative, who is responding to the CFP process. Applicants are also called potential sponsors. It is possible that an applicant is also a current sponsor or service provider if that organization is in receipt of current contribution funding from Service Canada.
A CFP submission/proposal is provided by an applicant in response to a CFP, and forms the basis for a project proposal, once a sponsor is selected through the CFP process. The submission/proposal provides information in response to the items requested in the CFP. Once a sponsor has been identified through the CFP process, that sponsor may decide to make changes to their CFP submission/proposal, based on feedback from the CFP process, or they may simply allow the initial submission/proposal to proceed to the assessment stage and be considered for funding without further changes.
Results are the “what” that is measured by performance; they are the specific items that make up the responsibilities outlined in the contribution agreement. Results are a combination of activities, outputs, and outcomes, which together make up results chain:
- Activities are the actions that must be carried out
- Outputs are the goods or services that are provided as a result of the activities (the immediate benefit to the client, e.g. a cheque, a return-to-work action plan, etc.)
- Outcomes (immediate and end) are the foreseeable consequences of the output (e.g. Activity – Resume writing workshop, Output – Improved client resume, Outcomes – Better marketing of client skills, job interview, employment)
Milestones are the cumulative measure of achievement of activities and outputs, and potentially outcomes, however, as the majority of outcomes for HRSDC / SC’s programs are only measurable close to or at the end of an agreement, they would not likely be useful in the on-going measurement of performance.
Service offering refers to the architecture of services, programs, and benefits delivered by Service Canada. Contribution agreements are funded through programs under the service offering structure.
Responsibility by Process Step:
|
Procedure |
Responsible |
Approval |
|
Preparation of the Application Package
|
CFP Committee, directed by CFP lead
|
Designated management personnel |
|
Posting / Publishing Public Notices / Application Package |
CFP Lead Posting by Tech Team |
N/A |
|
Preparing for and Chairing Information Sessions |
Coordinated and headed by CFP lead, supported by management and committee |
N/A |
|
Questions and Answers
|
Coordinated by CFP lead, supported by management and Committee Posting by Tech Team |
Designated management personnel |
|
Receipt of Proposals |
To be determined by CFP Committee / or as per office procedures |
N/A |
|
Assessment of “Application Eligibility” portion of the Assessment Grid |
To be determined by CFP Committee / or as per office procedures |
CFP Committee |
|
Notification to Applicants of disqualification |
To be determined by CFP Committee/or as per office procedures |
CFP Committee |
|
Assessment |
CFP Committee, directed by CFP lead |
Designated management personnel |
|
Notification of Results
|
Designated management personnel CFP Lead CFP Lead Posting by Tech Team |
ADM of CCSB Designated management personnel Designated management personnel |
|
Feedback to Applicants |
Coordinated by CFP lead, supported by management and committee |
N/A |
|
Recommendation Development with the Highest Ranked Applicant
|
Responsible Program Officer |
Delegated Authority |
|
Agreement Recommendation and approval |
Internal Review Committee |
Delegated Authority |
Request to launch a Call For Proposals Process for a project under $500,000
A Call for Proposals (CFP) process which is likely to result in a project where the agreement will be below the $500,000 threshold must be approved by the Assistant Deputy Minister of Citizen and Community Service Branch, Service Canada, NHQ, prior to being launched.
To minimize delays and ensure the best possible turnaround time, the following template has been developed to assist offices with this request:
The process is as follows:
1) The local Service Canada Centre (SCC) must forward to their Regional Office a completed Executive Summary template detailing the rationale for launching the CFP (Executive Summary template attached).
2) Regional Office concurrence, with the request, will be sent by e-mail to Kelly Morrison, A/Director of Operational Effectiveness at kelly.morrison@servicecanada.gc.ca
3) The Director (LMPO) will review the Executive Summary for completeness and will forward it to the ADM’s Office for approval. Once the ADM has approved/denied the CFP request, the Director LMPO will fax the signed Executive Summary to the regional office.
EXECUTIVE SUMMARY
REQUEST TO LAUNCH A CALL FOR PROPOSAL UNDER $500,000 PER ANNUM
Rationale, Recommendation and Decision
DATE:
LOCATION OF PROPOSED CFP:
LOCATION OF THE SERVICE
SERVICE OFFERING AND ACTIVITY:
APPROXIMATE VALUE OF THE AGREEMENT:
REGIONAL OFFICE CONTACT NAME AND FAX NUMBER:
HAS A CFP PROCESS BEEN USED IN THIS AREA FOR THIS SERVICE OFFERING/ACTIVITY IN THE PAST:
RATIONALE FOR THE REQUEST:
REGIONAL RECOMMENDATION:
The Regional office has reviewed the details of the request to launch a CFP for under $500,000 which would be managed by the ______Service Canada Centre for the _____________ service offering, and concurs with the local office recommendation.
_______________ _______________
NHQ RECOMMENDATION (check one):
____ NHQ has reviewed the details of the request to launch a CFP for under
$500,000 which would be managed by the ________ Service Canada Centre/National Directorate for the __________ service offering and concurs with the regional office recommendation.
____ As there are no current service providers delivering this service a CFP would be the most fair, open and transparent process through which to identify a service provider.
______________________________ ______________________
Elise Boisjoly Date
Director General,
Horizontal Service Offerings and
Coordination
CSB, Service Canada, NHQ
ASSISTANT DEPUTY MINISTER APPROVAL:
______________________________ ______________________
Donna Achimov DATE
ADM, CCSB
Service Canada, NHQ
DATE Region
NHQ RECOMMENDATION (check one):
____ NHQ has reviewed the details of the request to launch a CFP for under
$500,000 which would be managed by the ________ SCC/National Directorate for the __________ service offering and concurs with the regional office recommendation.
____ As there are no current service providers delivering this service a CFP would be the most fair, open and transparent process through which to identify a service provider.
