PACC Committee Related Document
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PWGSC ACTION PLAN IN RESPONSE TO RECOMMENDATION 4 OF THE EIGHTH REPORT OF THE STANDING COMMITTEE ON PUBLIC ACCOUNTS
Recommendation 4: ”That Public Works and Government Services Canada develop and implement an action plan to address shortcomings identified in Chapter 8 of the April 2002 Report of the Auditor General of Canada (Other Audit Observations – Health Canada and Public Works and Government Services Canada). This plan should list actions, milestones, target dates, and expected results, and should be submitted to the Committee no later than 30 April 2003.”
ACTION PLAN
Final Report on the Implementation of the PWGSC Action Plan in response to Recommendation 4
| AG OBSERVATION | PWGSC RESPONSE | ACTION PLAN |
The rules were broken in the case of Advance Contract Award Notices (ACANs). |
PWGSC introduced processes to monitor use of ACANs and initiated corrective actions as required. |
By May 2003, the electronic systems used by PWGSC will have been modified so that it will not be possible to post an ACAN for less than 15 days. PWGSC will also ensure that an official at an appropriate level approves the posting of the ACAN. PWGSC will review its Supply Manual to ensure it addresses how to apply the ACAN policy appropriately. There will be a monitoring of ACANs posted, to identify cases which may not be compliant with the Government Contracts Regulations and ACAN guidelines and corrective action will be taken. Commencing July 1, 2003 quarterly reports on ACANs will be provided to the responsible Assistant Deputy Ministers for their consideration and action. |
ACANs were misclassified when published; the incorrect classification could have discouraged suppliers who otherwise might have responded to the ACAN. |
PWGSC agrees that correct classification and coding of contracting transactions is important to the supplier community, to facilitate identifying potential contract opportunities. |
As part of its monitoring process, PWGSC will continue to review ACANs and other notices of planned procurements, to identify cases which appear to be mis-classified. Where inquiries confirm a problem or mis-coding, notices will be modified. Commencing July 1, 2003 quarterly reports will be provided to the responsible Assistant Deputy Ministers involved and appropriate action taken. PWGSC will amend related manuals and training materials to reflect these changes. |
A number of contracts were awarded for less than $25,000, to the same contractors, for similar requirements and for the same project. Awarding the contracts in this manner allowed PWGSC and Health Canada to avoid a competitive process. |
Effective project planning is the best way to avoid issuing a series of small contracts, when one larger one would represent better value to the Crown. |
As part of its monitoring process, PWGSC will continue to review procurements advertised or contracts awarded for values which appear to indicate the possibility of splitting. Where inquiries confirm an issue of contract splitting, remedial action will be taken, including as required withdrawal of the opportunity. Commencing July 1, 2003 quarterly reports will be provided to the responsible Assistant Deputy Ministers and appropriate action taken. |
The results of PWGSC’s monitoring processes and corrective actions taken will be reported to SCOPA by December 31, 2003 as well as any additional measures that may be deemed necessary. |
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