Part-time individual and block time training, in English or French, in a federal institution

Work Stream 6

Training location:

Between 7 a.m. to 6 p.m., Monday to Friday

Number of hours of training per week:

A maximum of 22.5 hours per week. The identified user will schedule courses for a minimum duration of 3 consecutive hours.

The Offeror must allocate one 15-minute break (billable) per 3 hours of training and a 30 minutes lunch period (non-billable) per 5 hours of training.

Individual block time training

For individual part-time training offered at a federal institution (Stream 6), consecutive shared block times will be permitted, that is, a teaching resource will be assigned to a number of learners in part-time training for a specific period of time and with a specific schedule. The total number of training hours must not exceed 7.5 hours per day.

For example, a teaching resource is assigned to 15 learners in individual training who each require 1 hour of training per week, for a total of 15 hours of training. The identified user (IU) will schedule the teaching resource so that they have a minimum of 3 consecutive hours of teaching per day they travel to the federal institution. The learners may switch training times amongst themselves.

The federal institution will be responsible for replacing absent learners with another learner. In this case, it is strongly recommended that a written notice (by email) be sent to the teaching resource and pedagogical advisor no later than 3 hours before the absent learner’s training start time. Cancellation fees will be paid if the federal institution cannot replace an absent learner, even if a written notice was provided to the Offeror in advance.

The federal institution will plan for a transition period of at least 5 minutes when there is a change in learner. This transition period must be included in the number of hours billed. The Offeror must provide a minimum lunch period of 30 minutes (non-billable) for each 5 hours of training. In the event that the IU allows for a 15‑minute break during a training, it will be billable by the Offeror.

Online tutoring for individual training is permitted

It will be possible for learners to request online tutoring for Streams 6. Online tutoring is a type of pedagogical teaching offered to learners through the Internet and their computers. Online tutoring is led by a teaching resource throughout the tutoring period. Online tutoring must allow visual sharing (video conferencing, screen sharing, and electronic whiteboard) and also communication (oral and written). It is important to note that online tutoring is a virtual classroom and not a period of individual study for the learner.

The Offeror will have the option of accepting or refusing an online tutoring request. The Offeror’s technology for tutoring must be compatible with WebEx, the Government of Canada’s standard tool. At a minimum, the Offeror’s virtual platform must include the following functionalities:

• video and audio conferencing;
• smartboards;
• ability to record and listen to meetings;
• screen sharing;
• chat.

Each online tutoring course must be no more than 3 hours, for a maximum of 6 hours per week (unless a course is postponed).

In the event of a technical problem that prevents any form of communication between the learner and the teaching resource, the course must be given within the call-up period. If the online tutoring cannot be postponed within the call-up period, the call-up will be amended to reflect this change in the service provided. In these cases of course postponements, the Offeror may exceptionally exceed the maximum time of 6 hours per week.

Facilities in a Federal Institution

Federal institutions are responsible for providing appropriate training accommodations.

Classrooms will be equipped with at least one white board with markers or a flip chart, as well as work tables and chairs. Each class should have the operational computer equipment as follows:

• Desktop or laptop computer (must be able to support training-related tasks). Computer equipment could be an electronic notebook or a laptop provided by the learner
• High-speed Internet with unlimited transfer capacity and a minimum connection speed of 12Mbit/s
• Protected wireless Internet access (WiFi) to enable learners to use training materials on their portable or mobile devices.
• Multimedia projector or other large-screen presentation method with a minimum size of 40 inches (for group training only)
• Access to a photocopier

Step 1: Evaluation for part-time training

Before registering for language training, learners must determine their language proficiency level. For part-time training, the federal institution will determine the learning level (beginner, intermediate or advanced) based on the learner's self-assessment and/or SLE test results and/or placement test done by a third party.

For the self-assessment, the proficiency level will be based on the results of the questionnaire completed by the learner.

Step 2: Selection of Offeror

Consult the list of Offerors and hourly rates (accessible only on the Government of Canada network)

Allocation of work to Offerors:

Tier 1

Identified Users can issue orders in accordance with the Government Contract Regulations, section 6 b) (i) (current estimated value of $40,000).

This method will be used when the value of the total need is estimated at less than the limit mentioned in the Government Contracts Regulations. If an order issued under this threshold must be amended to an amount above this threshold, the Identified User must document his file accordingly.

Tier 2 (on a rotating basis)

Public Services and Procurement Canada (PSPC) is the only one authorized to designate the offeror who will provide the services. Call-ups will be awarded on a rotation basis among the Standing Offer holders for this work stream.

For requirements valued at more than $40,000, please contact PSPC at: tpsgc.paformationlinguistique-aplanguagetraining.pwgsc@tpsgc-pwgsc.gc.ca

The email to PSPC must include the following:

• the applicable work stream;
• the federal institution's name;
• the name of the training coordinator of the employee or employees;
• the telephone number of the Coordinator of the employee or employees;
• the email address of the Coordinator of the employee or employees;

It should be noted that if an Identified User has a requirements above the threshold value of Government Contracts Regulations, but for administrative reasons (e.g., budget for a financial year) the order will first be of a lesser value, the basis of selection for requirements of up to $400,000 must be used.

Step 3: Creation and issuance of call-up

The Identified User will register his or her learner(s) by issuing a call-up. The Offeror must receive the call-up no later than 10 business days before the session start date.

Minimum information provided in each Call-up

• requested work stream;
• name(s) of the learner or learners;
• target level: A, B or C;
• target language;
• training session start and end dates;
• address of the training
• Day(s) of the week and number of hours for training delivery;
• Self-assessment for every learner;
• total billable amount in compliance with the Basis of Payment;
• Standing Offer number;
• the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the training coordinator responsible for receiving all deliverables and answering questions related to the employee's training;
• the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the person responsible for receiving and paying invoices; and
• confirmation that funds are available under section 32 (signature) of the Financial Administration Act.

Step 4: Confirmation of the training

The Offeror must submit written confirmation to the Identified User no later than 5 business days before the training, including confirmation of the start date.

Cancellation fees and report

In accordance with Part 7, Section A, paragraph 7.14, “Cancellation and Rescheduling of Training”, the following cancellation fees will be applied for each learner for whom a cancellation or rescheduling of training is requested. No other fees or compensation of any kind shall be payable by Canada.

• Prior to commencement of training:
  • Notice of at least 10 working days or more: $0
  • Notice of less than 10 working days: The equivalent of the training hours provided for in the call-up within the next 10 business days indicated in the call-up. At the request of the Identified User, these training hours must be provided by the Offeror.
• Cancellation after the start of the Training:
  • Notice of at least 10 working days or more: $0
  • Notice of less than 10 working days: The equivalent of the training hours provided for in the call-up within the next 10 business days indicated in the call-up. At the request of the Identified User, these training hours must be provided by the Offeror.

Unforeseen Absences

The Identified User shall pay the Offeror for any of a learner’s unforeseen absences if written notice was not given at least 2 business days in advance, and such absences cannot be made up at the end of the training unless such an arrangement is approved by the IU by way of a call-up amendment. A maximum of one unforeseen absence per month with advanced notification is permissible. An unforeseen absence is an absence of a maximum of 3 consecutive working days that are not identified in the call-up.

Date modified:

2020-02-05