Sensibilisation au Régime enregistré d’épargne­invalidité (REEI), à la Subvention canadienne pour l’épargne­invalidité et au Bon canadien pour l’épargne­invalidité

Purpose

Human Resources and Skills Development Canada (HRSDC), through the Office for Disability Issues (ODI) is seeking to establish multiple Standing Offer Agreements (SOAs) with small and large organizations alike, to provide information sessions and one-on-one personal assistance to disability-diverse populations and their families to learn about and apply for the RDSP, the grant and the bond.
Information about the RDSP, the grant and the bond may be found at http://www.hrsdc.gc.ca/eng/disability/savings/index.s…
Standing Offers
What are standing offers?
A standing offer is not a contract. A standing offer is an offer from a potential supplier to provide goods and/or services at pre-arranged prices, under set terms and conditions, when and if required. It is not a contract until the government issues a "call-up" against the standing offer. The government is under no actual obligation to purchase until that time.
When are standing offers used?
Standing offers are used to meet recurring needs when departments or agencies are repeatedly ordering the same goods or services. They may also be used when a department or agency anticipates a need for a variety of goods or services for a specific purpose; however, the actual demand is not known and delivery is to be made when a requirement arises.
Standing offers are most suited to goods or services that can be clearly defined to allow suppliers to make firm offers.
Why are standing offers used?
The standing offer is a convenient method of supply that saves time and money. Once a standing offer is issued, the department or agency deals with you directly to obtain the goods or services they need. Call-ups against a standing offer are processed faster, involve less paperwork and have pre-set prices and terms already determined. For taxpayers, the advantages are lower government administrative costs and reduced inventory.
When a standing offer is issued to your organization, you are offering to provide certain goods or services over a specified period of time. If and when the government issues a call-up against your standing offer, only then do you have a contract for the amount indicated in the call-up.

Statement of Work

The Standing Offer Agreement holder will be required to undertake the following:

Information sessions: Through publicly-available group information sessions (e.g. in-person, webinars), Standing Offer Agreement holder(s) will provide individuals with disabilities and their families with information on the RDSP, grant and bond; and

One-on-one assistance: The Standing Offer Agreement holder(s) will offer personal support to individuals (e.g. face-to-face, telephone, e-mail) to improve understanding of the Program, and to assist applicants to obtain appropriate documentation, interact with financial institutions, and/or to complete application forms.

In addition to the facilitation of the sessions and administrative support as required, the SOA holder will be required to undertake the following:

Project Management and Reporting

• Design an overall strategy and approach to outreach which includes public information sessions and one-on-one assistance, and submit them to HRSDC (Project Authority) for approval;
• Create work plans that include levels of effort and cost estimates for reimbursable expenses, submit them to the Project Authority for approval, and execute them as approved. Revise and obtain approval from the Project Authority, as appropriate, to meet changing needs and requirements;
• Verify references and ensure that staff persons and sub-contractors have obtained a level of Reliability Security Status. The Project Authority will provide the relevant application form;
• Ensure that policies and procedures are in place to guarantee that participants’ privacy is respected and private information is protected, in compliance with the Personal Information Protection and Electronic Documents Act. Guidance will be provided by the Project Authority;
• Meet periodically with the Project Authority (in person or by teleconference) to monitor and discuss progress;
• Prepare and submit monthly invoices – no later than 10 business days after the last day of the month – to the Project Authority

o All supporting documentation (e.g. original receipts, time sheets) must accompany the invoices at time of submission.
o All Per Diem rates, travel expenses and miscellaneous costs must comply with the basis of payment and the contract (call-up).

• Prepare and submit regular reports to the Project Authority – on a pre-determined schedule – on project status, activities (e.g. number of attendees, number of persons directly assisted, characteristics of target population reached), methods used, milestones, deliverables, and evaluation of the impact of events against the objectives (templates will be provided);
• Prepare and submit a final report to the Project Authority at the end of the contract (template to be provided).

Event Management

• Prepare and execute a plan that fulfills the defined needs of the event (e.g. information session, one-on-one activity)
• Translate presentation and promotional materials. It is the organization’s responsibility to perform a quality control on the translated materials. Translation is an eligible, reimbursable expense;
• Arrange equipment rental (If necessary) in compliance with eligible, reimbursable expenses. A list of eligible expenses in this category will be provided by the Project Authority. Capital purchases are not an eligible expense;
• Arrange rental of meeting space (if events are not held at the SOA holder’s premises), in compliance with maximum allowable rental rates;
• Provide meeting locations that are accessible to people with disabilities; including, but not limited to, a ramp to entrance, sufficient space, accessible washrooms, scent-free environment;
• Accommodate the individual needs of people with disabilities; including, but not limited to, ASL interpretation, bliss board interpretation, closed-captioning. Accommodations are an eligible, reimbursable expense;
• Arrange for simultaneous interpretation (if required). This is an eligible, reimbursable expense;
• Establish participant recruitment and registration procedures for information sessions. All advertising/promotion materials will require prior approval by the Project Authority to ensure adherence to the Federal Identity Program, and other policies. The Project Authority will provide a template. The organization shall submit these materials for approval no later than 10 working days before their intended publication;
• Ensure the privacy of participants is safeguarded, in compliance with the Personal Information Protection and Electronic Documents Act;
• Arrange for the production, printing, and distribution of related material which is in addition to those provided by the Project Authority.

Period of Standing Offer
The period for placing call-ups and rendering services against the standing offer shall be from the date of award for a period of two years, with two additional one-year options at the discretion of HRSDC.
The SOA holder grants to HRSDC the irrevocable option to extend the term of the standing offer by up to two additional one year period(s) under the same terms and conditions. The SOA holder agrees that, during the extended period of the standing, it will be paid in accordance with the applicable provisions set out in the Basis of Payment.
HRSDC may exercise this option at any time by sending a written notice to the SOA holder at least 30 calendar days before the expiry date of the standing offer the option may only be exercised by the Contracting Authority, and will be evidenced, for administrative purposes only, through a formal SOA amendment.