Information Guide for Contractors
Frequently Asked Questions and Answers
What are the Modules?
The Modules are collectively called the "Information Guide for Contractors" and are comprised of 5 documents. There are 3 information Modules: Module 1 contains generic information about CSC and is to be read by all contractors. Module 2 contains specific information for contractors working in a community environment. Module 3 contains specific information for contractors working in an institution environment. In addition, there is an Introduction document detailing how to use the Modules as well as this Q & A document.
Who determines which Modules apply to which contractors?
The Program Manager/Project Authority will determine which module(s) will apply to which contractor or contract, depending on the size of the contract, and whether or not the contractor will be working in a community or an institutional environment. The following Decision Table outlines which modules are applicable to which type of contracting situation:
|ALL CONTRACTORS||CONTRACTORS WORKING IN THE COMMUNITY||CONTRACTORS WORKING IN AN INSTITUTIONAL ENVIRONMENT|
Contractors working at NHQ or a Regional Headquarters who will not interact with offenders only need to read Module 1 unless their Program Manager/Project Authority determines that they would benefit from reading an additional module(s).
In which circumstances do the Modules NOT apply?
Modules 1, 2 and 3 do not apply to contractor whose contract duration is less than two (2) weeks.
Examples of contractors where none of the Modules apply include, but are not limited to:
- someone who is contracted to complete pest control, such as an exterminator;
- a plumber or electrician completing work on an emergency basis;
- someone who is contracted to pick up or drop off mail, parcels and/or boxes, such as a delivery service;
- someone who is contracted to service and/or repair the phone system, such as Bell Canada repair persons;.
The Program Manager/Project Authority, however, has the discretion to decide to ask a contractor to read a Module(s) if he/she feels that it is in the best interest of the contractor even if the contract would not normally require it.
Do the Modules apply to contractors working at NHQ or Regional headquarters?
Yes, however these contractors would only read Module 1 as they would not normally have interaction with offenders either in the institution or community. However, should the Program Manager/Project Authority determine that the contractor would benefit from reading either Module 2 or Module 3; the Program Manager/Project Authority can assign additional Module(s) to be read as part of the contract agreement.
Where can I find the Modules?
The Modules are located on the National Website, under the Learning and Development Branch, in the Self-Study section of the website. They are accessible through the following link: http://infonet/learn-dev/learning/sdl/sdl_e.shtml
Where can I find the checklist that the contractor and/or his/her employee(s) must sign?
The checklist that the contractor and/or his/her employee(s) must sign after they have read the relevant Modules is located on the same website as the Modules. See the link above.
Are the Modules available on the External Internet?
No, the Modules have not yet been made available through our External Infonet; however, the Program Manager/Project Authority is responsible for providing contractors with one (1) printed copy of the relevant Modules and required checklist. Once they become available on the Internet, contractors will have on-line access to the Modules at that time in addition to the one (1) printed copy provided by the Project Manager/Project Authority.
If a contractor has more than one contract with CSC, would he or she be required to submit the checklist certifying the applicable Module(s) were read for each contract?
No, the contractor is only required to read the Module(s) once. However, the contractor would be required to read and submit a new checklist form if the Modules he/she was required to read were updated or changed.
Note that the contractor must ensure that each contracted employee in each contract reads and signs the checklist.
Is there a cost associated with the Modules?
Questions have been raised regarding the additional hours that are required by each contractor and/or his/her employees and/or subcontractors to read the Module(s). When placing a bid on the contract, it is expected that the contractor when placing the bid will take this factor into account and adjust his/her bid accordingly. Note that the Program Manager/Project Authority should advise potential contractors of the estimated time requirement to read the relevant Module(s). Once the contract is awarded, the Program Manager/Project Authority is responsible for the cost of providing a contractor with one (1) copy of the relevant Module(s) to be read. The contractor is responsible for making any copies if needed for their employees and/or subcontractors.
Who must make contractors aware of the condition to read the Modules in order to incorporate the cost of the Modules in their bid?
When the Program Manager/Project Authority initially either negotiates a contract with a contractor or posts a call for bids, the Program Manager/Project Authority would either tell the contractor during initial negotiations of the condition to read the Module(s); or include this information in the call for bids.
What Modules do contractors working in a CCC need to read?
Even though CCC’s are considered an institutional environment, because they are located in the community, contractors working in a CCC should read Modules 1 and 2. If, however, the Program Manager/Project Authority feels they would additionally benefit from reading Module 3, the Program Manager/Project Authority can assign Module 3 in addition to the other two.
Do the Modules apply to existing contractors or just new contractors?
The Modules only apply to new contracts and/or new employee(s) of a contractor from an existing contract. However, should the Program Manager/Project Authority feel that the Module(s) would be of benefit to an existing contractor and/or their employee(s) and/or subcontractors, the Program Manager/Project Authority is encouraged to provided one (1) copy of the appropriate Module(s) to the contractor for distribution to his/ her employees and/or subcontractors, along with the checklist to be signed by the persons) whom the contractor has identified as being affected by the contract.
In the case of older contracts where the contractor has hired a new employee, is the new employee required to read the relevant Modules?
Yes, as noted in the previous response, the new contractual employee(s) is required to read the relevant Module(s) as determined by the Program Manager/ Project Authority even though the contract may have been tendered some time ago.
Who is responsible for keeping accurate records of which Modules have been read and which contractors have completed the signed checklist indicating that they have read the relevant Modules?
The Program Manager/ Project Authority and/or his/ her delegate are required to keep accurate records of which Module(s) have been forwarded to the contractor, and when/if the contractors has returned the signed checklist(s) back to the Program Manager/ Project Authority. If the completed checklist(s) has not yet been received from the contractor, it is the responsibility of the Program Manager/ Project Authority and/or his/ her delegate to ensure that this has been/will be completed. Non-compliance on the part of the contractor can be considered a breach of the contract and can result in termination of the contract.
Who monitors which Modules were given to the contractors, and when the signed checklists were returned and placed in the appropriate files?
The Program Manager/ Project Authority is responsible for monitoring that the Module(s) have been forwarded to the contractor and that the signed checklist(s) have been returned before the contract start date.
Who is responsible for updating any changes to Module packages?
Contracting and Material Services is responsible for updating any changes to the Modules.
Should the applicable Modules and the checklist be sent with the contract before work is to start?
Yes, the Program Manager/ Project Authority may forward a copy of the applicable Module(s) and the checklist along with the contract, time permitting.
If the contract has already been forwarded to the contractor, then the Program Manager/ Project Authority shall forward the applicable Module(s) and a copy of the checklist as soon as the contract has been awarded, since the Modules must be read and the checklist signed before the contracted work is to start.
Should only one information package be provided to the contractor or should there be an individual package for the contractor and each of his/her employees?
The Program Manager/ Project Authority is only required to send one (1) information package, containing one (1) copy of each relevant Module, the Introduction to the Modules, this Q & A document and one (1) copy of the checklist to the contractor. As previously mentioned, it is the Program Manager/ Project Authority’s responsibility to inform the contractor of the requirement to read the Module(s) before the contract is awarded, or as soon as the Program Manager/ Project Authority deems reasonable.
It is the responsibility of the contractor to provide his/her employee(s) with a copy of the Module(s) and a copy of the checklist as well as to ensure that the necessary checklist is signed and forwarded to the Program Manager/ Project Authority for each of their affected employees.
Once the Modules become available on the Internet, the Program Manager/ Project Authority will advise the contractor of the on-line location of the modules and well as the contractor’s obligation to print copies of the required Module(s) and the checklists required for each of their affected employees. CSC is not responsible for the cost of printing additional copies of the Modules and checklists other than the one (1) copy the Program Manager/ Project Authority is expected to provide.
What is the timeframe to receive the signed checklist(s) back?
It is expected that the checklists will be returned to the Program Manager/ Project Authority no later then two (2) weeks before the start of the contract.
What happens if the checklist(s) has not been received within the timeframe and the work starts today or has already started? What about short term contracts less than 2 weeks in length?
If the checklist(s) has not been received by the time the contractor and/or his/her employee(s) arrive at the contractual location, the Program Manager/ Project Authority will request to have the contractor and/or his/her employee(s) and/or subcontractors affirm that they have read the required modules and sign the checklist upon their arrival at their contractual work location.
However, in the situation where the contractor was awarded the contract and there was little or no time for them to read the relevant documents, the Program Manager/ Project Authority will provide the contractor(s) with the checklist, if not already completed, and provide the contractor with additional time as deemed reasonable by the Program Manager/ Project Authority to read the Module(s).
For contractors who have short term contracts of less than 2 weeks in length, if the Program Manager/ Project Authority has determined that the modules apply in their case, the contractor is required to read the documents and sign the checklist.
Can the contractor sign the checklist on behalf of his staff or, are each of his/her employees affected by the contract expected to sign the checklist?
NO. Each contractor and/or their employee(s) are required to sign the checklist. This is to ensure that each contractual employee has/can attest to the fact that they have read the relevant modules. However, it is the contractor’s responsibility to ensure that all their employees and/or subcontractors have read the applicable Module(s) as designated by the Program Manager/ Project Authority and signed the checklist.
Do we need a signed checklist for every employee?
Yes. Each contractor and/or his/her employee(s) are required to sign the checklist. This ensures, for information and audit purposes, that each contactor and/or his/her employee(s) have indicated that they have read the appropriate Module(s). It is the contractor’s responsibility to ensure that the checklist is signed by all affected employees and/or subcontractors and forwarded to the Program Manager/ Project Authority.
For regional contracts, who is responsible for sending the modules and the checklists to the contractors?
For regional contracts (i.e. commissionaires, doctors, dentists, Chaplains, Aboriginal Elders/Spiritual Leaders), all contractors are required to read the Module(s) that apply to them. The Program Manager/ Project Authority is responsible for forwarding a copy of each relevant module and the checklist. Once the contractor has read the relevant module(s), he/she must then forward the signed checklist to the Regional Program Manager/ Regional Project Authority for the file.
The reading of the modules represents about 5.0 hours of review in total. What are our obligations with respect to monitoring if the contractor has in fact reviewed the material? Are we just to print it off and give it to them?
Once the Module(s) have been forwarded to the contractor and the checklists have been returned and signed, CSC has completed its obligation.
As noted above, the Program Manager/ Project Authority is responsible for providing the contractor with a copy of the applicable/ relevant Module(s) and a copy of the checklist to be signed. Once the Modules are available on the Internet, CSC is responsible for advising the contractor of the location of the Modules and the requirement to read the applicable/relevant Module(s) as well as the requirement to print and sign the checklist(s).
Once the contractor and his/her employee(s) have declared by signing the checklist that they have read the Module(s), CSC expects in good faith that this task has been completed by the contractor. If the checklists have been signed and received, no further follow-up is required by CSC.
Who can teach or present the Information Guide to Contractors?
The Modules were designed to be self-taught and read by the contractor and/or his/her employee(s) and/or subcontractors independently. Contrary to past procedures, there is no further need for CSC to conduct training sessions for contractors, either in-house or off-site.
However, some regions who have indicated that they have a workshop for new Elders and Spiritual Advisors that covers more specialized information than that which is covered in the Modules. In these cases the modules are still mandatory.
Note that the Modules are designed to provide information about CSC and interaction with offenders; however, if those regions, after reviewing the Modules, feel that a more comprehensive session regarding the correctional environment is required to complement the Modules, they may continue to provide it at their expense.
In those cases, the Program Manager/ Project Authority or his/her delegate may organize a regional-specific in-person orientation session.
Caution, however, must be exercised. It is expected that a contractor already has the skills, knowledge and qualifications necessary to perform his/her contracted requirements. The regions, therefore, are warned that when they provide training to contractors on skills and knowledge, they may inadvertently be creating an employer-employee relationship with the contractor.
A contractor is not an employee of the Service, and as such, is not entitled to receive training sessions from CSC unless the Service can clearly demonstrate that the training provided is specific to a correctional environment and that it is not reasonable to believe that the contractor could attain the same level of training from a community source. Providing training to a contractor that does not meet the above noted criteria could create an employer-employee relationship which is against Treasury Board policy.
Do the modules replace the in-person orientation session that is provided by a CSC representative when the contractor first arrives at their assigned work environment?
NO. The Modules were designed to provide the contractor with generic information about CSC as well as information necessary for contractors working in the community or institutional environments. In contrast, the in-person orientation session provides the contractor with specific information about the contractor’s specific work environment and CSC’s expectations of them throughout the duration of the contract.
Who organizes the in-person orientation session given by a CSC representative? Who completes the in-person sessions?
The in-person orientation are provided by a CSC representative of each institutional or community setting in order to assist the contractor and/or his/her employee(s) to familiarize themselves with the institution. The CSC representative may be either the Program Manager/ Project Authority or another CSC representative who has been selected to complete this task.
What is discussed during the in-person session?
When the contractor first arrives at CSC, the contractor will be met at the front gate or front desk by a CSC Representative or a Commissionaire. The CSC Representative will then discuss with the contractor any and/or all of the activities related to their contract as well as what CSC expects from them throughout their contract term.
Depending on the requirements of the contract, the CSC Representative will tailor their orientation session accordingly. Since the contractor will have already read the assigned Module(s), the in-person session will only touch on the information located in the Module(s) and clarify if the contractor has any related questions.
The in-person session and the Module(s) are not to be confused. These are two separate processes. The CSC Representative is not to use or tailor the Module(s) for the orientation session.