ANNEX A, STATEMENT OF WORK
Business and Human Resource Consultants on an as-and-when-requested basis as defined through Task Authorizations for Public Safety Canada
Public Safety Canada’s (PS) mandate is to ensure the safety and security of Canada and Canadian from a wide variety of risks, which includes but not limited to, natural hazards, human induced and/or health-related threats. PS is responsible for coordinating and supporting the efforts of federal departments/agencies in collaboration with all levels of government, Indigenous communities, municipalities, industry and international stakeholders. By building and implementing national policies for emergency management, national security, community safety and crime prevention, PS is advancing and/or modernizing its approach to meet the needs of the nation and its citizens.
Public Safety has a requirement for Contractor(s) to support numerous projects throughout the department including staffing actions, classification, and organizational design, development and review. Many of the projects are currently in the early planning phase and Contractor assistance may be required to assist with the completion of the requirements definition for some projects.
The objective of the work is to make available HR and Business consultants that will support, on an as-and-when-requested basis, the Department in its mandate and/or to support the various groups within the department.
Public Safety intends to award up to three contract for three streams of work as follows:
Organizational Design and Classification Consultant
Only one contract will be awarded per stream.
- TASKS AND DELIVERABLES
For the purposes of the work, it is anticipated that task authorizations will concern the following types of work across the following streams and resource categories. The specific nature of the work and the exact tasks and deliverables required will be defined at the time a Task Authorization is issued.
- Stream Two: Organizational Design and Classification Consultant
The required services may include, but are not limited to the following:
- Performing strengths, weaknesses, opportunities, and threats (SWOT) analysis
- Leading organization and classification projects following project management principles
- Developing and/or implementing functional communities organizational models and associated work descriptions and generic work descriptions
- Developing functional charting
- Developing work description and generic work description frameworks and develop appropriate learning tools for its application
- Analyzing current and end state, developing options and recommending new organizational structures (could include costing)
- Reviewing existing work processes and organizational structures to determine their efficiency and effectiveness, and making recommendations
- Performing job, activities and responsibilities analysis
- Discussing with management in order to clearly define the activities and responsibilities of a specific function and/or organization, and provide options
- Reviewing, evaluating current work descriptions and recommending appropriate changes
- Developing and updating generic and specific work descriptions, and delineating responsibilities within streams of work
- Developing and implementing new classification standards and occupational group structures, as well as providing advice
- Providing advice and performing activities on conversion processes and redress mechanisms in the context of classification reform
- Identifying policy needs/concerns
- Researching and developing policies, guidelines, procedures and tools
- Researching, preparing relativity, evaluating work descriptions
- Participating in classification committees and writing reports
- Researching and preparing classification relativity studies
- Developing and/or providing advice on classification policies, procedures and tools
- Analyzing policies and business functional requirements to identify information, procedures and decision flows, and making recommendations
- Identifying organization for re-design; prototyping potential solutions, providing trade off information and suggesting a recommended course of action
- Identifying the required modifications to the automated processes
- Documenting workflow
- Articulating business requirements
- Providing advice in defining new requirements and opportunities for applying efficient and effective solutions: identifying and providing preliminary costs of potential options
- Provide mentoring, coaching assistance, and/or training
- Developing and delivering training
- Evaluating performance framework, developing performance needs and reporting systems and processes
- Researching, analyzing data and reporting on activities
- Carrying out performance monitoring and reporting on activities
- Developing and updating performance management systems, process and tools
- Providing advice and/or performing activities related to classification monitoring
- Researching, developing and implementing generic work descriptions approaches
- Reviewing, evaluating, new or revised work descriptions
- Compiling information and preparing reports
- Developing, monitoring framework, conducting monitoring activities and preparing monitoring reports
- PROJECT STRUCTURE
All work will occur on an as-and-when-requested basis as identified through task authorizations. The Contractor must only perform the services as requested through a specific task authorization that is signed and approved by the Contracting Authority.
- LANGUAGE OF WORK
For all other work, the Contractor may choose in which official language to work. However, where a request for services in a specific official language is received, the Contractor must deliver the service in that language in accordance with Canada’s Official Languages Act.
- CLIENT SUPPORT
As applicable under each Task Authorization issued, the Project Authority will provide the Contractor with the following support:
7.1 Relevant background materials as applicable.
7.2 A work location, if necessary, at one of PS’s offices.
7.3 Any necessary access to the PS network.
7.4 Assistance with the coordination and scheduling of meetings. However, specific responsibility for meeting organization will be determined at the time the task authorization is issued.
7.5 Be available on an as needed basis to discuss the work and to provide clarification when needed regarding the objectives of the work.
- REPORTING AND COMMUNICATION
In addition to the timely submission of all deliverables and fulfillment of obligations specified within the contract, it is the responsibility of the Contractor to facilitate and maintain regular communication with the Project Authority.
Communication is defined as all reasonable effort to inform all parties of plans, decisions, proposed approaches, implementation, and results of work, to ensure that the project is progressing well and in accordance with expectations.
Communication may include: phone calls, electronic mail, faxes, mailings, and meetings. In addition, the Contractor is to immediately notify the Project Authority of any issues, problems, or areas of concern in relation to any work completed under the contract, as they may arise.
- LOCATION OF WORK AND TRAVEL
The exact location of the work will be determined at the time a task authorization is issued. However, when the Contractor is working on protected materials, the work must be conducted onsite at one of PS’s offices. Otherwise, the Contractor may work from its own location.
It is anticipated that the majority of the work will be carried out in the National Capital Region and that travel will not be required as part of the work. However, should the need for travel arise, it will be defined in the Task Authorization and paid in accordance with the Treasury Board Secretariat and National Joint Council travel guidelines and directives.
- POLICY ON GREEN PROCUREMENT
In April 2006, and as revised on May 14, 2018, the Government of Canada issued the Policy on Green Procurement (http://www.tpsgc-pwgsc.gc.ca/ecologisation-greening/achats-procurement/politique-policy-eng.html
that directs federal departments and agencies to take the necessary steps to incorporate environmental considerations into the procurement process. To assist Canada in reaching its objectives, the Contractor should undertake the following when performing the Work:
10.1 Provide and transmit draft and final deliverables in electronic format.
10.2 Print on minimum recycled content of 30% and/or certified as originating from a sustainably managed forest such as: Canadian Standards Association (CSA), Forest Stewardship Council (FSC); Sustainable Forestry Initiative (SFI); Ecologo certification, etc.
10.3 Print double sided in black and white format.
10.4 Recycle (shred) unneeded printed documents in accordance with Security Requirements of the Contract.