Structured Reference Checks for Executive Staffing

TITLE

Structured Reference Checks for Executive Staffing

OBJECTIVE

To provide the Canada Revenue Agency (CRA) with the assessment of Key Leadership Competencies (KLC) via Structured Reference Checks (SRC) for Executive Staffing at the CRA..

SCOPE

To conduct SRC in a timely and efficient manner, primarily using the approach and formats (i.e. templates) proposed by the CRA, for candidates and employees identified as part of an executive staffing process. However, on an ad-hoc basis as required, a request may be made for the creation of an alternate template and format.

For CRA there are approximately up to 40 executive staffing processes annually and up to 525 SRC per year. Although this is the projected volume, there is no guarantee that this volume will be achieved.

There are several types of executive staffing measures that require the use of SRC: a staffing process; a promotion without staffing process; or a reclassification. The SRC documents are intended to assess the KLC for entry into the executive group and may also be used for promotions within the executive group. A SRC document (also referred as a Reference Check Questionnaire) is in place for each leadership level. CRA’s current SRC document contains approximately nine questions, most of which are intended to gather feedback, comments and examples supporting the leadership competencies and some questions will gather information on the leadership style of the candidate. A sample copy of the SRC document for the Director level is included in Annex A-2. This document is subject to revision as part of the service agreement.

Based on CRA’s staffing plan for the EX group which takes into account yearly number of executive retirements, departures and/or vacancies, it is estimated that there will be approximately forty (40) executive staffing processes over a twelve-month period and requiring the use of SRC, outlined as follow: 

Position specific staffing processes: approximately 20 processes/ yearly

Generic staffing processes: approximately 5 processes / yearly

Promotions without staffing process: approximately 10 processes / yearly

Reclassifications/ others: approximately 5 processes / yearly

These staffing processes may include a requirement to conduct SRC for candidates retained at the assessment phase. Identified candidates will generally each require three completed SRCs (1 supervisor, 1 colleague and 1 subordinate). In some cases, a request could include up to six required SRCs per candidate (e.g. 2 supervisors, 2 colleagues, 2 subordinates).

A SRC request typically will include the assessment of all six KLC (full assessment). However, a SRC request may specify the need to assess fewer KLC (partial assessment). A partial assessment will include a combination between one to five leadership competencies. Partial assessments for SRC represent about 10% of the total estimated SRC. The Executive Staffing Advisor (ESA) will specify in the Task Authorization, the leadership competencies to be included in the SRC Questionnaire for the specified staffing processor each candidate.

A SRC request could also include the need to add one or more specific questions to the SRC questionnaire. The ESA will provide, in a bilingual format, the additional question(s) to be included to the SRC questionnaire.

SRCs will be completed in writing (via e-mail) or by a telephone interview with the referee, as per the chosen method identified by the referee or by the ESA.

CONTRACT PERIOD:

The anticipated period of the Contract is two (2) years from date of Contract award inclusive, with three (3) options to extend the period. Each option is for an additional twelve (12) month period.

BIDDERS ARE TO SUBMIT PROPOSALS TO:

For submission by mail, courier or drop-off:

Canada Revenue Agency

Bid Receiving Unit

Ottawa Technology Centre

Receiving Dock

875 Heron Road

Room D-95

Ottawa, ON

K1A 1A2

Telephone No: (613) 941-1618

Bidders are hereby advised that Bid Receiving Unit of CRA is open Monday to Friday inclusive, between the hours of 0730 and 1530, excluding Statutory Holidays.

Bids must be received before 2:00 P.M. on 2017-04-28 EDT.

Proposal documents and supporting information may be submitted in either English or French.

All enquiries regarding this Request for Proposal must be directed in WRITING (see email address below) to:

RFP Authority:

Steve Gilroy

Canada Revenue Agency

Administration Directorate

Contracting Division

Tel. Number: (613) 218-3991

Email Address: steve.gilroy@cra-arc.gc.ca