While there were no specific recommendations in this review, the comments provided by the CSPS in the original review stated the CSPS had developed an Management Action Plan to address the issues in the report, including:
- Adoption of an integrated planning approach for the procurement of the subject matter training to assist the CSPS in identifying the appropriate procurement vehicle;
- Use of a Request for Information to expand the list of the potential suppliers qualified to deliver the subject matter training;
- Strengthening of the quality assurance function and expansion of the monitoring system;
- A review of CSPS's Contracting Policy and Desk Guide; and
- Training of responsibility center managers to increase their understanding of procurement processes (including the evaluation process).
For fiscal year 2015-2016, the School implemented an integrated business planning process, which includes the development of a functional procurement plan inclusive of all foreseen procurement requirements.
The School uses various approaches to expand potential suppliers to deliver training. These approaches include:
- When deemed appropriate, industry consultation (or letter of interest) are issued to inform procurement strategies;
- Departmental Standing Offers, posted on the Government electronic Tendering System "Buy and Sell"; and
- Use of the PWGSC's Standing Offers (SO) and Supply Arrangements (SA) for Learning Services.
In December 2012, the Deputy Minister established the Procurement Review Committee (PRC). The PRC is comprised of the School's VPs.
The PRC provides a challenge for proposed contracts and recommends approval to the Deputy Minister. The PRC also provides oversight over all contracting activities.
Delegation of contracting authority is limited: VPs and the School's Chief Information Officer have delegated authority to approve call-ups against standing offers and associated amendments, and any amendments which do not include additional funding, such as date extensions or replacement of resources.
Prior to submitting contractual agreements for approval, the Procurement Contracting Unit performs a peer-to-peer review of each file using a checklist of key controls.
The School has approved Procurement Guidelines and Process which is intended to provide Guidance to School staff on contracting policy requirements, contracting guidelines and process.
The following mandatory training was provided to Managers and staff in procurement processes at the School:
- Procurement 101 (an internal course which covers all 4 phases of the procurement cycle); and
- An adapted version of the School's course: Contract for Services (M404).
Evaluation Guidelines were established and communicated to School staff through the School's intranet.