[ARCHIVED August 2, 2016 – This page will no longer be updated. Please see https://blog.theproposalcentre.ca//list-of-primers/ for current information on key Government of Canada and Government of Ontario contract vehicles]

As previously written, the Government of Canada is moving forward at replacing its outdated and under-used PS Online system which is used to purchase services under the NAFTA threshold ($78,500 in 2012). On September 18th, 2012, I attended the National Capital Region information and consultation session regarding ProServices. This post talks about what I heard from both PWGSC representatives and from vendors, along with some thoughts of my own.

At the session PWGSC acknowledged that PS Online has not lived up to its expectations and PWGSC is applying lessons learned from PS Online and other methods of supply to build a system that they hope works much better for clients and suppliers. ProServices is one piece of the larger Professional Services National Procurement Strategy which PWGSC rolled out last year. Key to the Government’s plans is that all professional services purchasing will be unified under common business rules and a common purchasing system. The first part of the session focused on the National Procurement Strategy, something I’ll discuss in a future posting.

Moving on to ProServices, PWGSC expressed great optimism that this new system would be embraced by government users. In addition to surveys done with users that indicate favourable reviews across all regions of the country, it will be mandatory to use ProServices for all purchases of professional services under $78,500.

Nature of ProServices
ProServices will be a Supply Arrangement (PS Online was not). Integrated into the Centralized Professional Service System (CPSS), an e-portal system common to all the major professional services procurement tools, users will have a one stop shop for their purchasing needs. One of the major distinctions is that ProServices is company-based, not resource-based like PS Online was. Once the company is qualified, it can be called upon to propose the best resources for the task, as opposed to PS Online where specific resources who may or may not be available were generally requested.

Types of Services
Phase 1 will focus on the categories of personnel in the Task-Based Informatics Professional Services (TBIPS) and Task-Based Professional Services (TSPS) Task-Based Supply Arrangements, which are similar to the categories currently in PS Online.

Future Phases are expected to include categories for Learning Services and Professional Audit and Support Services (PASS). They may also include categories for Cyber Protection Supply Arrangement (CPSA) and Technical, Engineering, and Maintenance Services (TEMS).

Timing
An RFP is expected to be issued in Fall 2012. It is anticipated that it will be operational Spring 2013. Once operational, ProServices will be “perpetually refreshed” which means new suppliers can submit a proposal at any time to qualify. Supply Arrangements awarded under ProServices will have no end date.

Qualification
Because this is a formal Supply Arrangement, and not simply an electronic procurement tool like PS Online, suppliers will need to go through a more formal qualification process. The process is not expected to be onerous, and some suppliers are expected to be “grand-fathered”, though PS Online suppliers will not be.

Existing TSPS Task-Based Supply Arrangement or TBIPS Supply Arrangement holders are expected to be “grand-fathered” and should not need to submit a Technical Proposal. These suppliers will still need to submit certifications and enter data into the CPSS system.

All other suppliers (including PS Online suppliers who do not otherwise hold a TSPS or TBIPS supply arrangement as noted above) will need to submit a technical proposal. There are few details as to what this will entail but based on preliminary information and past experience it will likely be based on years in business (one year minimum) and a minimum number of projects relating to each category. The final set of criteria is part of the reason for the consultations.

When additional professional services areas are added, I anticipate a similar qualification structure whereby existing supply arrangement holders in those subject areas are grand-fathered and all other suppliers are required to submit a technical proposal.

Security Clearance
All suppliers will need to hold at least a Designated Organization Screening Security Clearance. PWGSC will sponsor vendors who do not have this, and will also sponsor bidders for a one-level bump in clearance (e.g. DOS to Secret). This can be done now! Email Peggy Gilmour (contact information below) if you are interested.

Closing Thoughts
While I believe that ProServices, and more broadly, the Professional Services National Procurement Strategy, will be of benefit to all suppliers, particularly small and medium sized suppliers, many participants who chose to provide comments or ask questions at the consultation session rightfully (and passionately!) identified some of the issues and concerns they have about the current and future aspects of selling to government. The plans seem promising, but it will all come down to the details, and ultimately its execution.

To me, here are some of the key issues of the moment:

• Qualification: Because this is a mandatory supply arrangement for all professional services under the NAFTA threshold ($78,500) the standard for qualifying needs to be set fairly low. The process also needs to be simple.
  • Number of Years in Business: A one-year requirement is probably reasonable, though it excludes new consultants who have started a business after many years in the field as an employee, and who could be an immediate asset to government projects. I am not convinced this is absolutely necessary as a pre-qualification standard
  • Project Experience: I suspect that at least 3 projects will be required, but those projects should focus on the work that was done (i.e. similar to the category) and not require a minimum dollar value associated with them. Also, experience of the owner(s), directors(s) or officer(s) of the company/business which was gained while serving as an employee elsewhere should be permitted. This is fairly standard in similar Ontario Government procurements.
• Grandfathering: I agree with the move to grandfather TSPS Task-Based SA and TBIPS SA holders and for them to not have to submit a Technical Proposal. It is unfortunate that PS Online suppliers cannot be grandfathered, however, I understand the rationale behind it.
• TSPS and TBIPS renewal: PWGSC has not met its timeframes outlined in the Professional Services National Procurement Strategy, nor has it met the terms of its supply arrangements for TSPS and TBIPS. Requests for Supply Arrangements for both TSPS Task-Based and TBIPS were last posted in Spring 2011, and are scheduled to be posted in Spring 2013 and Fall 2012 respectively. As a result new suppliers have been locked out of these mechanisms for a year and half to two years, and, they will now need to submit a proposal for ProServices first, then the larger supply arrangements, creating more work for government and vendors. It is ironic considering that both TSPS Task-Based and TBIPS Supply Arrangements should be open as a perpetual refresh right now.
• Quarterly Reports: These reports add to the administrative burden of suppliers and the government, particularly when many of the reports are simply ‘nil’ reports. Steps should be taken to eliminate the need for reports for all vendors, or at least those who have nothing to report.

Future issues relate to sole-sourcing and soliciting competitive bids under ProServices (and other supply arrangements and standing offers). Many of these issues relate more closely to the Professional Services National Procurement Strategy, which as mentioned, will be covered in an upcoming post.

If you are interested in ProServices and are interested in providing feedback and input to the process you may contact Peggy Gilmour, Supply Team Leader, Professional Services Procurement Directorate, PWGSC at peggy.gilmour@tpsgc-pwgsc.gc.ca or 819-956-7642.

As always we’re here to help and if you have any questions, please don’t hesitate to contact us or post a comment below.

This entry was posted on Wednesday, September 19th, 2012 at 2:29 pm and is filed under Canadian Government, Procurement Advocacy, Procurement News. You can follow any responses to this entry through the RSS 2.0 feed. Both comments and pings are currently closed.