Frequently Asked Questions - Integrated Relocation Program Procurement Activities

Q1. What is the Integrated Relocation Program (IRP)?

A1. The Integrated Relocation Program (IRP) established by the Treasury Board (TB) provides federal public servants, members of the Royal Canadian Mounted Police (RCMP) and members of the Canadian Armed Forces (CAF), comprehensive relocation services in response to operational requirements.

The services provided under the contract include the administration and delivery of relocation services, such as relocation planning, residential marketing assistance, destination services and a variety of other related services. These do not include the physical movement of household goods and effects, which are managed under separate contracts. The relocation program is designed to support transferred employees and members of the CAF and the RCMP in their relocation to their new work location, and reduce the effects of relocation on departmental operations.

Q2. What is the annual cost of the current contract?

A2. Canada expends approximately $30 million per year for the current contract to administer these relocation services on the government's behalf.

Q3. When did the Government of Canada start buying these services?

A3. Before the introduction of the program, each department was responsible for their own employee relocations in accordance with a Treasury Board Relocation Directive. In 1999, these services were first consolidated under an Integrated Relocation Pilot Program established by the Treasury Board.

The pilot was considered a success and in June 2002 the Integrated Relocation Program, which governs the relocation of employees of all federal government departments, the Canadian Armed Forces (CAF) and the Royal Canadian Mounted Police (RCMP) was approved as a permanent program by Treasury Board.

A subsequent National Joint Council Relocation Directive (NJC) was developed by employer and bargaining agent representatives at the National Joint Council. Its provisions form part of the collective agreements for represented employees of the Treasury Board. Similar provisions apply to the members of the Canadian Armed Forces and the RCMP.

Q4. How many employees on average are using these services?

A4. On average, a total of about 15 000 to 20 000 Federal Public Service employees, RCMP and Canadian Armed Forces members, are relocated to new work locations each year.

Existing contract (2009)

Q5. When was the last time this procurement was conducted?

A5. Services for the Integrated Relocation Program were last procured in 2009; the contract was awarded to Brookfield Global Relocation Services following a competitive process and was valued at approximately $152 million. The initial contract was for five years and included an option for two additional one-year extension periods.

Q6. Were independent third-party experts engaged as part of the 2009 procurement process?

A6. Yes, an independent fairness monitor was engaged to oversee the procurement process and reported that there were no unresolved fairness issues or observations with respect to the procurement approach, the documents, or the procurement/evaluation processes. To view the report please visit the PWGSC website at: Integrated Relocation Program Procurement.

An independent third-party advisor was also engaged to review the RFP and evaluation criteria.

New procurement process

Q7. When will the government launch this new procurement process?

A7. On August 21, 2013, the GC shared information with industry about the proposed approach. Over the next few months, PWGSC will be engaging industry worldwide in seeking their input as well as feedback about evolution of the relocation industry. The government is expecting to launch the new procurement process in early 2014.

Q8. Are you doing anything differently from the 2009 procurement process?

A8. Since 2009, PWGSC has developed and is applying its "Smart Procurement" principles to major procurements. In this instance, there will be early industry engagement through two Requests for Information to solicit input from worldwide industry experts, as well as host an industry day. In addition, PWGSC will ensure a minimum 60 day posting period of the final Request for Proposals to allow bidders ample time to prepare their bids, and allow a 1 year start-up period prior to commencement of services under the new contract(s).

Q9. How will you engage worldwide relocation industry?

A9. As part of its consultation process, prior to the issuance of the Request for Proposals (RFP), the department will gather all information provided, including from foreign and international specialists in relocation. The department will consider best practices and value-added input provided throughout the process, and the information received may be considered in developing the statement of requirements, the evaluation criteria and the selection methodology as part of the final Request for Proposals (RFP).

Q10. How are you ensuring the fairness and openness of the procurement process?

A10. PWGSC has established:

• An interdepartmental governance structure, including executive level oversight;
• Comprehensive industry engagement;
• An interdepartmental team to define the statement of requirements and evaluation criteria;
• Engagement of an independent third-party expert/advisor and fairness monitor; and
• Rigorous verification and certification of requirements to ensure accuracy.

Q11. How many contracts do you intend to award?

A11. The number of contracts to be awarded has not yet been determined.

Q12. How will the evaluation criteria be defined?

A12. The evaluation criteria will be developed by the interdepartmental team with the assistance of an independent third-party advisor and feedback from industry may also be considered.

Fairness Monitor and Independent Third-Party Advisors

Q13. What is the expected role of the fairness monitor?

A13. A fairness monitor is an independent third-party contractor who is engaged to observe the procurement process. PWGSC engages fairness monitors to identify fairness-related matters to the contracting and technical authorities, for them to consider. The fairness monitor becomes familiar with the relevant solicitation documents and observes the activities undertaken during the solicitation process.

When a fairness monitor is finished observing a solicitation process, he/she documents his/her opinion in a final report. PWGSC makes all final fairness monitor reports available to the public at the following link Fairness Monitoring (FM) Program.

Q14. How are fairness monitors selected?

A14. When the department determines that services of a fairness monitor are required, it uses its existing standing offers and awards a contract on a rotational basis based on the work required. PWGSC standing offer lists include various companies that are pre-qualified based on their proven skills in this area.

Q15. What is the role of the independent third-party expert/advisor?

A15. The role of the independent third-party expert/advisor is to perform an analysis of the statement of requirements, the evaluation criteria and basis of selection, and to provide Canada with recommendations to ensure a fair, open and transparent solicitation document.

Q16. How are independent third-party advisor services acquired?

A16. There are various ways of acquiring the services of independent third-party advisors. Once the determination is made to hire third-party advisors, the department can use existing standing offers or supply arrangements, based on the nature of the work required. The department can invite firms that are pre-qualified on existing Standing Offers and Supply Arrangements to bid for the contract, or run a separate competitive procurement process.