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Communications Policy of the Government of Canada: Procedures
August 2006
Table of Contents
- Introduction
- Procedures for 1 800 O-Canada, the Canada Site, Consultation Postings, and Publiservice
- Procedures for Accessing the Electronic Media Monitoring Service
- Procedures for Planning and Contracting Public Opinion Research
- Procedures for Participating in Fairs and Exhibitions
- Procedures for Planning, Contracting and Evaluating Advertising
- Procedures for the Depository Services Program and Central Publishing Database
- Procedures for the Canada Gazette
- Procedures for Planning and Producing Publications for Sale
- Procedures for the Administration and Licensing of Crown Copyright
- Procedures for Contracting Film, Video and Multimedia Productions
Introduction
Institutions subject to the Communications Policy of the Government of Canada must co-ordinate certain communication activities with Public Works and Government Services Canada (PWGSC), Service Canada or with the Privy Council Office (PCO). To ensure efficient co-ordination, institutions must follow the administrative procedures established for these activities.
All mandatory administrative procedures under the Communications Policy are outlined in the pages that follow, which provide detailed information to assist institutions in communications planning and management.
The Secretary of the Treasury Board of Canada has established these procedures with the support and advice of PCO, Service Canada and PWGSC, which co-ordinate their administration with institutions. They provide institutions with uniform, step-by-step processes to follow in planning or managing any of the communication activities listed in the “Procedures” section (Table 2) of the Communications Policy.
The processes set out in the pages that follow also support the requirements of Treasury Board policy on contracting and common services, particularly as they concern government publishing, advertising, public opinion research, and media monitoring. These processes take effect on the same date as the Communications Policy.
For more information about any of the procedures described in this document, institutions may contact the centre responsible for their administration (PWGSC, Service Canada or PCO). Contact information – names, phone and fax numbers, e-mail addresses, etc. – is provided at the end of each set of procedures.
Procedures for 1 800 O-Canada, the Canada Site, Consultation Postings, and Publiservice
The Communications Policy of the Government of Canada requires institutions to register and connect electronically with, and to provide up-to-date information to, various public access services managed by Service Canada. The procedures established for these services, and set out below, support Requirements 1(k), 9, 18(d), 18(h), 23(a) and23(b) of the policy.
Service Canada is responsible for the management and development of these services, which include:
- 1 800 O-Canada – the Government of Canada's toll-free telephone service.
- Canada Site portal – the government's primary site on the Internet, www.canada.gc.ca.
- Consultation Postings – information on national and regional public consultation and citizen engagement activities posted on the Canada Site (linked to institutional Web sites).
- Publiservice – the government's primary intranet portal for the Public Service, http://publiservice.gc.ca.
They provide the public and public servants with general information about government organizations, programs, services, events and initiatives, including public consultation and citizen engagement activities. Institutions must work with Service Canada personnel responsible for maintaining these services to ensure information holdings are up-to-date. Collaboration with Service Canada is also required to ensure that technical and administrative requirements are met when using any of these services as part of a communications initiative, an advertising campaign and/or to highlight public announcements and citizen engagement activities.
Updating 1 800 O-Canada information holdings
Service Canada’s Information Management Centre (IMC) maintains the 1 800 O-Canada database, which contains the following public access information for all Government of Canada institutions:
- organizational descriptions (e.g. mandate, structure);
- program descriptions (e.g. activities, eligibility, applications, deadlines, audience);
- national, regional and local service delivery points (i.e. telephone, mail, in-person, Web links) as well as corresponding areas of service;
- jurisdictional information and legislation;
- current events and new initiatives;
- documents and other support materials (e.g. publications, applications, Canadiana, contextual information, procedural instructions for phone agents).
To keep this information current, institutions are required to:
- Provide complete and comprehensive information to the IMC about the creation of new organizations, programs, services and initiatives as soon as this information is available and, if possible, at least two weeks prior to implementation.
- Provide complete and comprehensive information to the IMC about the closure of organizations, programs, services and initiatives as soon as this information is available and, if possible, at least two weeks prior to the scheduled closure.
- Provide complete and comprehensive information to the IMC about changes to organizations, programs, services and initiatives as soon as this information is available and, if possible, at least two weeks before the changes are scheduled to occur.
- Provide complete and comprehensive information to the IMC about changes and developments to institutional Web sites as soon as this information is available and, if possible, at least two weeks before the changes are scheduled to occur.
- Review and update their database content annually. As part of the annual update, institutions must:
- provide the IMC with the name of a single contact person who will co-ordinate the data update with support from program officers in his or her institution and/or provide a list of such program officers;
- ensure that, at the request of the IMC, knowledgeable program officers and other representatives are available for meetings or conference calls to discuss the update and requirements;
- ensure that knowledgeable program officers are designated to update their respective program information;
- provide, at the request of the IMC, copies of employee directories and lists of key program officers who can describe service delivery mechanisms and corresponding areas of service; and
- return all verified/validated information to the IMC staff within two weeks of its request.
- Ensure that the IMC is included on all departmental distribution lists for announcements, advisories, news releases and publications.
- Send information to the IMC through the following channels:
- Web site: http://1800ocanada.gc.ca/
- IMC Update Request Form: http://1800ocanada.gc.ca/webapp/ims3/GECUPDATE.jsp?Language=E&
Project=2&H=0&Organization=0&NodeType=0&NodeId=0 - E-mail: ncr.imc-cgi@servicecanada.gc.ca
- Fax: 613-941-5383
- Phone: 613-941-3306 (the receptionist will direct your call to the appropriate person).
In working with institutions, the IMC will:
- Ensure that all institutions have access to the Web version of the 1 800 O-Canada database at http://1800ocanada.gc.ca.
- Develop an annual schedule to update and validate database information holdings. Ensure that all institutions have access to this update schedule at the beginning of each fiscal year at http://1800ocanada.gc.ca.
- Notify institutions of the annual update, while providing them with a copy of their organizational and program descriptions to validate.
- Advise institutions, on request, on how best to present their information in the 1 800 O-Canada database.
- Ensure the IMC updating team is available for meetings or conference calls to discuss, at the request of institutions, the update and requirements.
- Follow-up with institutions mid-way through the updating process to ensure the update is on schedule and to answer questions as required.
- Integrate updated information provided by institutions to the 1 800 O-Canada database according to IMC's service and database standards.
- Ensure that IMC's database standards are available to institutions at http://1800ocanada.gc.ca.
- Ensure that IMC's media and Web monitoring practices stay abreast of developments and current events.
Updating information on the Canada Site
An institution that wishes to add, modify or delete information on the Canada Site (http://www.canada.gc.ca/), including referencing new Web sites that an institution may launch, must notify Service Canada by e-mail at sitecanadasite@canada.gc.caor by calling 613-996-0298 or by fax at 613-941-1827.
To add information onto the Canada Site, or to reference a new Government of Canada Internet Web site, please provide the following information via e-mail:
- the official name of the institution in both languages;
- a valid Uniform Resource Locator (URL) address in both official languages;
- listing requirements for any major sub-organizations that need to be added;
- the date on which the new information is to be posted; and
- contact information (the name and phone number of the person making the request).
For modifying or deleting information, please provide the following via e-mail:
- the page on the Canada Site where the information currently resides (URL);
- the URLs and/or titles of the links to be modified/deleted;
- the date on which the information is to be modified/deleted; and
- contact information (the name and phone number of the person making the request).
Updating consultation postings on the Canada Site
To update their national and regional public consultation and citizen engagement activity postings on the Canada Site, institutions must complete a standard form and use the template provided on the site. A password and user-ID are required to post a consultation link on the Canada Site that connects to your institution’s Web site.
For assistance in linking your institution’s consultation activities to the Canada Site, please contact the Publiservice consultation postings support line at support@consultingcanadians.gc.ca, or call 613‑946‑1093 or (toll free) 1‑800‑443‑0393.
Updating information on Publiservice
PWGSC’s Informatics and Telecommunications Services (ITS) connects institutions to the Publiservice intranet, which is supported by the Secure Channel Network (SCNet).
To connect to Publiservice for the first time, an institution must contact the ITS client service manager or regional account manager at 819-956-6085 or (toll free) 1-877-588-8801, or at gtis.sgti.ncr@pwgsc.gc.ca.
An institution that wishes to add or modify a URL address on Publiservice must contact support@publiservice.gc.ca or call 613-946-0046 or (toll free) 1-866-946-0046. The following information is required:
- the official name of the institution in both languages;
- a valid Uniform Resource Locator (URL) address in both official languages;
- the date on which the new or modified information is to be posted; and the information to be added or modified; and
- contact information (the name and phone number of the person making the request).
To modify or delete information on Publiservice, please provide the following via e-mail:
- the page on Publiservice where the information currently resides (URL);
- the URLs and/or titles of the links to be modified/deleted;
- the date on which the information is to be modified/deleted; and
- contact information (the name and phone number of the person making the request).
Using 1 800 0-Canada, the Canada Site or Publiservice in advertising campaigns, initiatives or announcements
Institutions may wish to use 1 800 O-Canada, www.canada.gc.ca (the URL for the Canada Site portal) or publiservice.gc.ca (the URL for Publiservice) as part of an advertising campaign, initiative or announcement.
To include these services in a campaign, or in any other strategic communications activity, institutions must proceed as follows:
- State in their advertising plans the intention to use 1 800 O-Canada, the Canada Site and/or Publiservice in a campaign.
- Inform 1 800 O-Canada and/or the Canada Site and/or Publiservice of their advertising plans as soon as the planning process begins and at least two weeks before the campaign is scheduled to start (see contact information below).
- Notify 1 800 O-Canada and/or the Canada Site and/or Publiservice of their plans. Institutions may do so using the following Registration Form: http://publicaccess.gc.ca/registration_form-eng.asp; or they may call the person(s) identified in the Contact section below.
- Provide 1 800 O-Canada and/or the Canada Site and/or Publiservice with a sample of the advertising copy (in draft or camera-ready form) that shows how 1 800 O-Canada, www.canada.gc.ca and/or publiservice.gc.ca will be used in the ad campaign, as soon as the planning process begins and at least two weeks before the campaign is scheduled to start.
- Provide 1 800 O-Canada and/or the Canada Site and/or Publiservice with a copy of any publication that will be distributed in the context of the campaign, as soon as the planning process begins and at least two weeks before the campaign is scheduled to start.
- Confirm that the Government Advertising Committee (GAC) has reviewed and approved the overall campaign and related materials. GAC approves the use of 1 800 O-Canada, www.canada.gc.ca and publiservice.gc.ca in advertising campaigns.
(Note: Any use of 1 800 O-Canada that has not been reviewed by GAC must be reviewed by the director of 1 800 O-Canada. For more information about GAC, see the Procedures for Planning, Contracting and Evaluating Advertising.)
Highlighting announcements on the Canada Site
Institutions wishing to highlight announcements on the Canada Site (www.canada.gc.ca) must proceed as follows:
- Notify the Canada Site manager of the institution's desire to highlight an announcement on the site (see contact information below). The notice must include a summary of the information the institution would like to see posted and a brief statement on why it needs to be highlighted.
- PWGSC and Service Canada notify GAC of all requests to highlight announcements on the Canada Site. GAC reviews such requests as required.
- Subsequent changes, additions and deletions to an announcement are reviewed on an ad hoc basis by GAC in consultation with PWGSC and Service Canada. The Canada Site manager implements changes, additions or deletions approved by GAC. The manager informs institutions of GAC decisions before action is taken to add, change or delete any announcements posted on the site.
Highlighting announcements on Publiservice
Institutions wishing to highlight announcements on Publiservice (publiservice.gc.ca) must notify Service Canada.
An e-mail notice to the manager of Publiservice is required (see contact information below). The e-mail must include a summary of the information the institution would like to see posted on Publiservice and a brief statement on why it needs to be highlighted.
Contacts
For more information about 1 800 O-Canada, the Canada Site, Consultation Postings or Publiservice, please contact at Service Canada:
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Daniel Tremblay |
Suzanne Beaudoin |
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Judy David |
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Procedures for Accessing the Electronic Media Monitoring Service
Institutions subject to the Communications Policy of the Government of Canada have free access to a centrally appropriated electronic media monitoring service managed by PWGSC – as noted in Requirement 7 of the policy.
PWGSC’s Electronic Media Monitoring (EMM) program provides institutions with right of access to content from a number of major daily newspapers in an electronic format.
Accessing EMM
Institutions seeking access to media content through EMM must:
- Verify that their institution is eligible to participate in the program. The list of eligible organizations is listed in the EMM on CommNET page at the following address: http://commnet.gc.ca/emm_sem/eligible_organizations.html.
- Fill out the registration form contained in the EMM page on the CommNET Web site at the following address: http://commnet.gc.ca/emm_sem/registration.html.
- If you are unable to access the EMM on CommNET, a letter or e-mail requesting permission to participate in the program may also be addressed to the EMM program
manager (see contact information below). The following information is required:
- name, title and co-ordinates of the departmental contact,
- type of feed required (full or filtered),
- media monitoring system used.
- Designate a departmental representative who will be the primary contact for the EMM program (for example, specialists in media relations, communications, IM/IT or records management). These representatives will be invited to participate in the EMM User Group, an interdepartmental forum on media monitoring and analysis.
Once it is confirmed that the institution is eligible and all of the necessary documentation has been received, PWGSC will alert suppliers of EMM content that the institution is authorized to access media content. Departmental representatives will then be called upon to communicate with these suppliers to determine technical procedures for accessing content. Institutions are responsible for maintaining their own systems to retrieve and distribute media content via their own intranets.
An institution must inform PWGSC of any changes in its designated departmental representatives or in its technical requirements in order to effect a change in accessing content.
Institutions that choose to participate in the EMM program must abide by the contract conditions that stipulate acceptable use of the media content. Institutions that fail to abide by the terms and conditions of the contract may lose access to the media content.
The terms and conditions that stipulate how the media content can be used can be consulted at the EMM page on CommNET. To access the media content, institution must sign agreements confirming that they will abide by these conditions.
Contact
For more information about the EMM program and its procedures, please contact at PWGSC:
Lise Boucher
Manager
Electronic Media Monitoring
Constitution Square II – 5th Floor
350 Albert Street
Ottawa, Ontario
K1A 0S5
Phone: 613-943-2327
Fax: 613-944-6682
E-mail: Lise.Boucher@pwgsc.gc.ca
Procedures for Planning and Contracting Public Opinion Research
The Communications Policy of the Government of Canada requires institutions to co-ordinate the planning and implementation of public opinion research with PWGSC, including the contracting of research services. For a definition of what constitutes public opinion research, see Requirement 8.
The Public Opinion Research Directorate (PORD) within PWGSC serves as the Government of Canada’s technical and co-ordinating authority for public opinion research. PORD provides institutions with mandatory services related to the co-ordination of public opinion research. It advises institutions on research plans, strategies and instruments, and assigns project registration numbers authorizing contracts to proceed. It also promotes the sharing of research findings with interested departments and the general public.
The Communications Procurement Directorate (CPD) within PWGSC provides institutions with mandatory services related to the procurement of public opinion research services. An institution must first obtain a project registration number from PORD before it may proceed to CPD for contracting.
Planning public opinion research
Institutions must advise PORD of plans to undertake public opinion research if such plans could result in the award of a contract for public opinion research services. Institutions are responsible for all matters concerning the content and overall management of the research.
An institution that is planning to contract for public opinion research services must:
- Name a public opinion research co-ordinator, with delegated authority from the head of communications, to oversee the conduct and co-ordination of the institution’s public opinion research activities.
- Provide PORD, on request, with information on planned or proposed public opinion research projects.
- Submit a description of its proposed research project to PORD, including a clear statement of the need for undertaking the project, and an indication of how the results will be used before contacting a research supplier.
- Forward to PORD, on request, draft research instruments for review no less than 24 hours prior to fieldwork being conducted, for advice where necessary on compliance with policy, legislation and generally-accepted market research and Government of Canada standards.
- Obtain a project registration number from PORD, which in turn authorizes CPD to contract for the research on the institution’s behalf.
PORD will:
- Assist institutions by reviewing their research objectives, methodologies and instruments; advising on the preparation of statements of work; advising on project costs; and helping to develop evaluation criteria and other materials used in tendering services and selecting a supplier.
- Advise institutions on legislative and policy requirements, as well as generally accepted standards of the market research industry.
- Review proposed research projects and advise CPD of the project’s procurement requirements, assigning a registration number to the project that authorizes CPD to procure research services on behalf of the institution.
- Assist institutions in evaluating supplier responses to requests for proposals, requests for standing offers and requests for supply arrangements.
- Maintain, in co-operation with CPD, standing offers and other tools to facilitate the purchase of research services by Government of Canada institutions, and provide easily accessible information on how to use these tools.
- Prepare and broadly disseminate an annual report on Government of Canada public opinion research, presenting an overview of the wide variety of projects undertaken each year.
- Promote information and best practices related to the conduct of Government of Canada public opinion research with all institutions.
PORD maintains a Web-based database that is used to co-ordinate public opinion research activities throughout the Government of Canada. This information system assists institutions with their public opinion research activities and contributes to the government’s overall objective of ensuring coherent, co-ordinated and transparent management of such activities.
Contracting public opinion research services
To initiate the procurement process for an institution, PORD relays to CPD, on the institution’s behalf, a Requisition for Goods and Services and Construction form (PWGSC-TPSGC 9200) to contract for public opinion research services, along with any relevant information pertaining to the research requirements. PORD alerts CPD to potential contracting issues and provides a concise statement of work to ensure client expectations are clearly communicated and to protect the interests of the Crown in the event of a contract dispute.
For detailed information on contracting limits and requirements for soliciting proposals and awarding contracts, please refer to the Treasury Board Contracting Policy. All contracts for public opinion research services are issued in accordance with the requirements of that policy. CPD monitors institutional expenditures on public opinion research and reports its findings to the Treasury Board of Canada Secretariat on request.
Evaluating contract proposals
CPD is responsible for chairing and conducting the evaluation process to select a supplier and to award a contract. The evaluation team is normally composed of at least three people: a representative of CPD as chair, a representative of PORD and a representative of the institution on whose behalf CPD is soliciting bids. Depending on the project’s size and complexity, additional evaluators may be required.
The evaluation team evaluates proposals based on pre-established evaluation criteria. All bidders are subject to the same conditions and considerations.
CPD will formulate an evaluation plan in consultation with PORD and the institution on whose behalf it is soliciting proposals. The contract will be awarded to the proposal that offers the best value to the Crown.
Best value is determined by various selection methods that may include:
- lowest responsive cost-per-point proposal;
- highest rated responsive proposal within a stipulated budget;
- highest responsive combined rating of technical merit and price; or
- variations on the selection methods noted above.
A combination of different bid evaluation and contractor selection techniques may be used, depending on the project. However, the selection of a contractor and the award of a contract must be made in accordance with contractor selection methods outlined in the bid solicitation document.
Bid evaluation criteria must measure both the competence of the bidder and the worth of the bidder’s particular technical approach. Evaluation criteria for public opinion research services can include mandatory and point-rated items that are assigned various weights, depending on the research requirements.
Mandatory evaluation criteria identify the minimum requirements that are essential to the successful completion of work. Mandatory requirements must be clearly specified in the bid solicitation document. These requirements are assessed on a simple pass/fail basis. Bids that fail to meet the requirements are given no further consideration.
Mandatory requirements may include:
- compliance with certifications;
- essential minimum qualifications of proposed personnel; and
- bilingual capabilities of proposed personnel.
Point-rated evaluation criteria are used to measure the relative technical merits of each proposal. Point-rated criteria identify value-added factors and provide a means to assess and distinguish one proposal from another.
Examples of point-rated criteria include:
- Design and Methodology: Factors rated in this category include research design, analysis, sampling, questionnaire construction and validation, data collection and fieldwork procedures, recruitment procedures, and issues identification.
- Knowledge: Understanding the policy framework, identification of research issues, recognition of research limitations and sensitivity to affected publics are among the factors to be rated in this category.
- Experience of Proposed Personnel: Factors here can include qualifications and experience, assignment of responsibilities, personnel allocations, project management, track records, related experience.
Evaluation criteria are normally based on a combination of technical merit and cost. Mandatory and point-rated criteria are used to assess qualifications and expertise. The next stage in the evaluation process involves the consideration of cost.
Based on the evaluation criteria and their respective weights, and in consultation with the institution and PORD, CPD will establish a minimum pass mark that a proposal will be required to meet in order to qualify for further consideration.
If all proposals fail to qualify, CPD will repeat the solicitation procedure. When the evaluation procedure results in two or more proposals being assessed as providing the best value (i.e., in a tie), CPD may consult with other officials before recommending one of the proposals to the institution on whose behalf it solicited bids.
Awarding contracts
After proposals have been evaluated, CPD will:
- take the lead in debriefing bidders;
- award a contract to the bidder that offers the best value, if the value of the contract lies within the institution's contracting limit, as determined by the Treasury Board Contracting Policy; or
- recommend that the Treasury Board approve the award of the contract to the proposal offering the best value if the value of the contract is above the institution’s contracting limit.
Implementation, follow up and final reports
Institutions must ensure that their public opinion research is conducted in a non-partisan manner and that it complies with all applicable legislation, including the Privacy Act, the Access to Information Act and the Official Languages Act.
Within six months following the completion of public opinion research fieldwork (i.e., data collection), institutions must provide their final written research reports (in both electronic and paper format) to the Library of Parliament and to Library and Archives Canada(LAC).LAC will promptly make them available to the public.
LAC will post on its Web site a listing of public opinion research reports, with executive summaries in both official languages and links to related contract information.
Institutions will also forward copies in both electronic and paper formats of the final reports to PWGSC’s PORD.
Final reports must include the following, at minimum:
- a mention on the report’s cover page, in the other official language, that the report is available on request in that official language;
- executive summaries in both official languages, including the name of the suppliers, a contract number and the award date;
- all research instruments and any materials that were tested through the project; and
- any other elements included in the suppliers’ proposal.
Note: Institutions are responsible for providing translations and multiple formats of final reports on request.
Contact
For more information about planning or contracting public opinion research, and related procedures, please contact:
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Hélène Bleau |
Richard Robesco |
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Charles Osborne |
Government Polls |
Procedures for Participating in Fairs and Exhibitions
The Communications Policy of the Government of Canada requires institutions to co-ordinate their participation in fairs and exhibitions, especially where the Canada Pavilion is present (see Requirement 22).
PWGSC co-ordinates such participation through the Government of Canada Exhibitions Program. PWGSC develops, manages and adjusts the program in consultation with institutions and various stakeholders. It oversees the program's planning, logistics, media and public relations, database management, and evaluation activities.
Event co-ordination
PWGSC maintains an up-to-date listing of the fairs and exhibitions for which it has a co-ordinating role as host of the Canada Pavilion.
At the end of each fiscal year (March), PWGSC provides institutions subject to the CommunicationsPolicy with a listing of events that will involve the Canada Pavilion during the coming fiscal year.
By the end of April, institutions must provide PWGSC with an indication of which events they intend to participate in during the year ahead.
An institution must advise PWGSC at least eight weeks prior to an event of exceptional circumstances that make it impossible for the institution’s exhibit to be incorporated within the Canada Pavilion.
On a quarterly basis, PWGSC sends to all institutions new requests to submit their most current exhibit plans for inclusion in the Government of Canada Exhibit Plans Database. Institutions provide their current plans as requested. PWGSC updates its database and institutions are able to view the information collected to ensure they co-locate with other Government of Canada organizations attending the same event.
PWGSC reviews all exhibition plans in the database to encourage departmental co-location. In some cases, PWGSC selects events where an enhanced government presence may be organized.
Institutions participating in the Exhibitions Program are responsible for ensuring the quality of their contribution and for adopting creative approaches to their individual presentation by using up-to-date methods of exhibition with a strong emphasis on interactivity. This may include product demonstrations, interactive video games, development of promotional items, provision of display items, and so forth.
Contact
For more information about participating in fairs and exhibitions visited by the Canada Pavilion, the collection of departmental exhibit plans or the Government of Canada Exhibitions Program, please contact at PWGSC:
Manon Dagenais
Director
Government of Canada Exhibitions Program
Phone: 613-992-0045
Fax: 613-992-0839
E-mail: Manon.Dagenais@pwgsc.gc.ca
Procedures for Planning, Contracting and Evaluating Advertising
Government advertising is centrally co-ordinated. Institutions must co-ordinate their advertising activities with PCO and PWGSC, as required by the Communications Policy of the Government of Canada (Requirement 23). Advertising is defined in the Communications Policy.
The procedures outlined below have been established to ensure that the management of Government of Canada advertising is transparent, accountable and provides value for money. Institutions must manage their advertising activities in accordance with them.
Advertising Management Process
In addition to their own internal processes and approvals, institutions work closely with PCO and PWGSC in the development and implementation of advertising initiatives.
Officers in the Advertising Co-ordination and Partnership Directorate (ACPD) and the Communications Procurement Directorate (CPD) of PWGSC advise institutions on transactions that must occur at each stage of the advertising management process. As do strategic communications analysts in the Communications and Consultation Secretariat of PCO.
Six basic stages are involved in the development and execution of an advertising initiative. Outlined below – from planning to contracting and post-campaign evaluation – they apply to most advertising initiatives. Each stage may be shorter in some cases, depending on the size, scope and nature of an initiative.
1. Planning and Approval
Institutions proceed as follows during the planning stage:
- Institutions submit their proposals for advertising initiatives to PCO twice a year:
on June 30 and December 31. Institutions should begin their planning
process well in advance of these deadlines.
Note: Institutions may choose to submit joint proposals. In these cases, a lead institution must be identified for purposes of implementation. The lead institution becomes responsible for the initiative, from preparing the proposal and obtaining the required approvals, to implementing the initiative, reporting on it and being financially accountable for its budget.
- Institutions prepare their proposals using the Advertising Management Information System (AdMIS) administered by PWGSC and available through the its Web site, http://publiservice.gc.ca/services/adv-pub/ehandbook/admis/index-e.html. Proposals must take into account relevant government priorities and policies, and relevant public opinion or focus group research, as well as outline the advertising objectives, key messages, measurable outcomes, required budget, and whether any public access services will be used (i.e. 1 800 O-Canada, the Canada Site, and/or Publiservice). Proposals also must take into account the need for tailoring national ad campaigns to specific regions and audiences. Institutions may wish to consult their PCO strategic communications analyst before officially submitting their proposals via AdMIS.
- Advertising proposals submitted are reviewed by PCO, horizontal strategic communications working groups and/or the Government Advertising Committee (GAC), which is an interdepartmental committee chaired by PCO. More information about the review process, the role of GAC and the development and approval of the Government Advertising Plan is available from the PCO strategic communications analyst advising on your proposal. Analysts inform institutions if their advertising proposals are to be reviewed by GAC and advise on presentations.
- Reviewed proposals are brought forward to Cabinet for approval under the Government Advertising Plan. PCO notifies institutions of Cabinet decisions.
- Following Cabinet approval, institutions must prepare Treasury Board submissions to access advertising funds for their initiatives. The Treasury Board approves funding for the following activities that are directly related to advertising: pre-campaign benchmarking and focus testing, creative planning and production, media planning and buying, and post-campaign evaluation. Approved funding allocations are posted on the Treasury Board Secretariat’s Web Site at: /pubs_pol/sipubs/comm/adv-pub/index-eng.asp.
Following Cabinet and Treasury Board approvals, institutions may implement their advertising initiatives.
2. Contracting for Advertising Services
Once advertising proposals are approved, and before selecting or meeting with an advertising services supplier, institutions must contact ACPD and CPD to initiate the contracting and implementation process. Contract information on approved advertising initiatives is entered into AdMIS for reporting purposes and to help track projects at each stage in the process.
Institutions proceed as follows during the contracting stage:
- Before selecting or meeting with an advertising services supplier, an institution must submit a scope of work for its advertising initiative to the ACPD. A “scope of work” template is available at: http://publiservice.gc.ca/services/adv-pub/.
- The ACPD reviews the scope of work, makes recommendations as appropriate, and issues a project registration number to the institution and the CPD, which then begins the procurement process. CPD draws on established procurement tools to acquire advertising services from qualified suppliers, such as strategic planning, creative services, production and media planning.
- The CPD works in collaboration with the ACPD and the institution to select the most appropriate procurement tool and supplier. The CPD manages the procurement process. It has responsibility for the selection of suppliers and the issuance of all contracts, standing offers, supply arrangements and call-ups for advertising services.
- Except in situations where a standing offer is used, institutions participate in the bid evaluation process in collaboration with the ACPD and CPD.
- Once the CPD issues an advertising contract, the institution is responsible for managing the contract and ensuring proper administration and financial documentation. Advertising procurement activities are subject to the Treasury Board Common Services Policy and Contracting Policy and must fully conform with the Financial Administration Act.
Note: Institutions have the option of contracting separately for advertising-related activities, either through CPD or under their delegated contracting authorities.
3. Advertising Production
Institutions work with their selected contractors to develop the advertising strategy and design, and to create the final advertising materials for print, broadcast or electronic media.
Institutions must advise the ACPD and CPD of any changes to the original scope of work or media-buy strategy since these changes may require a contract amendment from the CPD and a new ADV number from the ACPD – see below, “Media Planning” for more on ADV numbers.
In addition, institutions must report to the ACPD on contracts, amendment values and production expenditures via AdMIS.
Institutions may use any of the following Service Canada services in their advertising initiatives:
- 1 800 O-Canada – the government’s toll free information line
- www.canada.gc.ca – the government’s primary site on the Internet
- http://publiservice.gc.ca – the government’s intranet site for the Public Service
When use of these services is formally approved as part of an advertising initiative, for implementation, please refer to the Procedures for 1 800 O-Canada, the Canada Site, Consultation Postings, and Publiservice.
4. Pre-Testing
Institutions must pre-test all major advertising initiatives – i.e., campaigns exceeding $400,000 in media buy – to help ensure they will meet stated objectives. Such testing, which can include focus groups and other forms of marketing research, is contracted through the CPD in collaboration with PWGSC’s Public Opinion Research Directorate (PORD).
An institution must consult with its strategic communication analyst at PCO on its plans for pre-testing. The results of any pre-testing must be shared with PCO and PORD.
PORD co-ordinates public opinion research for the Government of Canada, including advertising-related research such as pre-testing and post-campaign surveys. For more information, please refer to the Procedures for Planning and Contracting Public Opinion Research.
5. Media Placement
Institutions develop media-buy plans with their advertising services suppliers, review and approve them internally, submit them to their PCO strategic communications analyst for review, and then submit them to the ACPD to obtain an authorization for the purchase of media space. Plans must fully comply with an institution’s communications obligations under the Official Languages Act.
The Government of Canada uses an Agency of Record to purchase media space for government advertising. The CPD selects this agency on behalf of the Crown, and the ACPD manages the relationship as the program authority.
Institutions submit their media-buy plans to the ACPD, which issues an ADV number authorizing the Agency of Record to purchase media space.
To obtain an ADV number, institutions must provide, through AdMIS, the following information to the ACPD:
- The institution’s name, contact person, telephone and fax numbers, and e-mail address.
- The name of theadvertising services supplier, contact person, telephone and fax numbers, and e-mail address.
- The title of the advertising campaign and the government program it supports.
- The applicable project registration number and a copy of the signed Requisition for Goods and Services and Construction form (PWGSC-TPSGC 9200) associated with the media placement funding.
- A complete media plan, using the media plan template available at http://publiservice.gc.ca/services/adv-pub/.
- Advertising samples – final versions of both English and French ads for print, television, radio, Internet, or other media as applicable. Drafts will be accepted while the advertising samples are under revision; however, final samples must be submitted as soon as they are ready.
- The total estimated production and media placement costs.
- The affirmation that GAC or the PCO strategic communications analyst has reviewed and approved the media plan.
Once the ADV number is issued, ACPD will forward the request to CPD. CPD will then issue a Work Authorization, which includes the media plan, to the Agency of Record. Following receipt of the ADV number and Work Authorization, the Agency of Record proceeds with the media buy.
Note 1: ACPD may withhold issuing an ADV number, and CPD may withhold issuing a Work Authorization, from an institution if all requirements are not met. The Agency of Record cannot purchase media space for an institution unless both the Work Authorization and ADV number have been issued.
Note 2: Public notices such as those regarding tenders, sales, public hearings, offers of employment, business hours and addresses, are included in the definition of advertising. Contracts for the planning, creation and production of these advertisements must be issued by CPD. However, institutions have the option of purchasing media space for public notices directly from the media outlets.
6. Post-Campaign Evaluation and Reporting
Institutions are required to conduct a post-campaign evaluation of all major advertising initiatives exceeding $400,000 in media buys. Campaigns of similar magnitude involving the participation of multiple institutions also must be evaluated, even though the cost of the media buy to each participating institution may be less than $400,000.
Post-campaign research is an integral part of an advertising initiative and must be included in the planning process – ensuring the project budget has sufficient resources to complete an evaluation, and identifying indicators to measure success when the campaign has ended.
Institutions work with the CPD and PORD to research and evaluate the impact and value of their advertising initiatives. The CPD manages the procurement process and issues the evaluation contract based on the scope of work provided by the institution. For more on PORD’s role, please refer to the Procedures on Planning and Contracting Public Opinion Research.
A standard tool is used to evaluate major advertising campaigns: the Advertising Campaign Evaluation Tool. It consists of a series of standardized questions to be included at the beginning of a post-campaign survey. It allows institutions to measure the effectiveness of advertising campaigns and strategies for communicating with Canadians on government priorities, information and services. Results collected through this process are used to help inform future advertising plans and campaigns.
Additional information on the Advertising Campaign Evaluation Tool can be found at: http://publiservice.pco-bcp.gc.ca/comcon/default.asp
?Language=E&page=com&doc=ad_outil_instr-eng.htm.
Institutions are responsible for ensuring the quality of their evaluations and for sharing the results with other government institutions. Reports on evaluation findings must be forwarded to PORD as soon as they are completedand shared with the institution’s PCO strategic communications analyst, who may recommend a presentation to GAC.
Note: As for all public opinion research projects, institutions are responsible for providing final reports of pre-testing and evaluation to Library of Parliament and to Library and Archives Canada within six months following the completion of survey fieldwork.
Advertising in Emergency or Crisis Situations
Institutions may determine that advertising is required to communicate information to Canadians in an emergency or crisis situation. Advertising in this context requires excellent co-ordination as institutions at the federal, provincial and local level may be involved.
Proposals to advertise during a crisis or emergency are addressed by contacting – at any time such a contingency may arise – the PCO strategic communications analyst assigned to your institution.
Institutions responsible for producing advertising or paid public notices in an emergency or crisis must consult with PCO and PWGSC (ACPD and CPD) to help to facilitate the process, while respecting approval processes and authorities.
Documentation Standards
Institutions must retain, in an organized manner, complete documentation of the activities related to an advertising project. Maintaining thorough, chronological records, from the planning stage to post-evaluation, enables successors (staff, managers and auditors) to rebuild the history of an ad campaign and fully understand the decisions made, what changes took place, who made them, when they were made and why.
PWGSC has developed a reference tool to assist institutions in documenting project files for each phase of an advertising campaign. Called the Advertising Documentation Standard for Project Files, it should be consulted to find out what records must be included to ensure an advertising initiative is thoroughly documented. It is available at the following Web site: http://publiservice.gc.ca/services/adv-pub/.
Institutions also must ensure that the information compiled in AdMIS is complete, including all estimates, contracts, amendments to contracts, and information on expenditures. Electronic files can be attached to AdMIS to simplify the management of archived records.
Contact
For more information about the government advertising process, please contact:
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Jean-Marie Philippe Phone: 613-943-2540 |
Richard Robesco Phone: 613-998-7619 |
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Ginette Martel Phone: 613-957-5262 |
Procedures for the Depository Services Program and Central Publishing Database
The Communications Policy of the Government of Canada requires institutions to register their publications in the Government of Canada’s central publishing database and to deposit copies of publications with the Depository Services Program (DSP) – see Requirements 27(b) and 27(c).
Both the DSP and the central publishing database are managed by PWGSC. Through the DSP, PWGSC manages the depository services network of libraries.
All publications regardless of format, including maps, must be entered in the database and copies provided to the DSP.
Registering and depositing publications
Government publishers and authors employed by institutions that are required to deposit their publications with the DSP must:
- Consult withthe DSP to determinethe best methods to ensure uniform public access to Government of Canada information.
- Consult with the DSP to determine the required number of copies of each publication, prior to the print run, and provide the program with the appropriate number of copies, regardless of format.
- Consult with the DSP on the most appropriate electronic format (i.e. compressed and packaged electronic files) and ensure DSP has access to these files.
- Consult with the DSP on the appropriate meta-data functions, and register their meta-data schema with the DSP to ensure that electronic publications can be appropriately captured.
The DSP:
- In consultation with government authors and publishers, determines the responsibility and methodology for capturing information required for the central database of Government of Canada publications.
- Issues ISBN and Government of Canada catalogue numbers to government authors and publishers.
- Compiles Checklists of new publications in print and electronic formats and posts the latter.
- Compensates, as needed, designated government publishers, suppliers and officially designated agents for the cost of priced products.
- Purchases, at reduced cost and on an exceptional basis, government information products as required to ensure public accessibility.
- Purchases, at reduced cost, licensed and co-published products to meet government commitments to public access.
Contact
For more information about the Depository Services Program or the central publishing database, please contact at PWGSC:
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Christine Leduc Phone: 613-996-5959 |
Gay Lepkey Phone: 613-943-1389 |
Procedures for the Canada Gazette
Institutions subject to the Communications Policy of the Government of Canada must from time to time publish legal and regulatory notices in the Canada Gazette, which is managed by PWGSC. This requirement, regulated by the Statutory Instruments Act and Statutory Instruments Regulations, also falls under the Treasury Board Common Services Policy.
PWGSC provides institutions with mandatory services related to the publication of legal and regulatory notices in the Canada Gazette.
The official newspaper of the Government of Canada, the Canada Gazette gives official notice to the public on legal and regulatory matters. Publication in this newspaper may be required either by statute or regulation, or may be directed or authorized by the Clerk of the Privy Council as being in the public interest.
Publishing notices in the Canada Gazette
To publish legal and regulatory notices in the Canada Gazette, institutions must follow the procedures outlined below. Failure to follow these procedures could delay the publication of a notice or result in additional administrative charges to the institution placing a notice.
Submissions for publication
Notices from institutions appear in Part I of the Canada Gazette.
To place a notice, institutions must submit the text of the notice in both official languages with a completed "Request for Insertion in the Canada Gazette" form. This form is available in electronic format on the Canada Gazette Web site at: http://canadagazetteducanada.gc.ca.
For security reasons, the Canada Gazette Directorate (CGD) cannot accept notices and supporting documents sent by e-mail. Also, while CGD does not provide proofs for approval, institutions are informed of substantial changes to their notices before publication.
Deadlines
CGD receives notices Monday to Friday from 8:00 a.m. to noon and from 1:00 p.m. to 4:00 p.m. (Eastern Time).
- CGD must receive bilingual notices of six pages or less no later than noon at least six working days prior to the publication date. For deadline schedules, please visit the Canada Gazette Internet site at http://canadagazette.gc.ca/index-e.html.
- Bilingual notices of more than six pages and notices that contain tables require special arrangements with CGD well in advance of the publication date. Contact CGD for details.
Confirmation
CGD will acknowledge receipt of a notice and confirm its publication date with a telephone call.
Payment
The Canada Gazette is produced and distributed on a cost-recovery basis. Placement rates are set annually and can be obtained from CGD.
- CGD initiates the settlement of an institution's account electronically through the interdepartmental settlement process established under the Financial Information Strategy (FIS) protocol. This process takes approximately 48 hours and completes the invoicing and payment transaction.
- CGD sends an invoice (the FIS Invoice Notification) identifying the issue in which an institution's notice appeared and its cost. The invoice contains the Department Number, RSPCEN, IS Organization Code and IS Reference Code as provided on the “Request for Insertion in the Canada Gazette” form.
- CGD notifies an institution's central finance group of all actions initiated by CGD to settle an account. The notification includes the IS Organization and IS Reference Codes mentioned above. Institutions use these codes to ensure expenditures are allocated correctly.
Contact
To publish legal and regulatory notices in the Canada Gazette, or for more information about these procedures, please contact:
Luc Bourgault
Manager, Editing Services
The Canada Gazette Directorate
Public Works and Government Services Canada
Constitution Square II – 5th Floor
350 Albert Street
Ottawa, Ontario
K1A 0S5
Phone: 613-996-1239
Fax: 613-991-3540
E-mails: Luc.Bourgault@pwgsc.gc.ca
ncr.gazette@pwgsc.gc.ca
Internet: http://canadagazetteducanada.gc.ca
Procedures for Planning and Producing Publications for Sale
The Communications Policy of the Government of Canada requires institutions to notify PWGSC when they are planning to produce a publication for sale – see Requirement 27(e). PWGSC is responsible for providing institutions with mandatory, as well as optional or non-mandatory, services related to the planning and production of publications for sale.
The Publishing and Depository Services Directorate (PDSD) of PWGSC publishes all government priced material except in cases where an institution has the statutory authority to publish.
The mandatory publishing services the PDSD provides to institutions include:
- Publication management of legislated publications, including publications tabled in the House of Commons, the Statutes of Canada, Amendments to the Statutes, Royal Commission inquiries and reports, Main and Supplementary Estimates, Customs Tariffs and Federal and Supreme Court reports.
- Publication management of priced publications for author departments that do not have delegated publishing authority.
- Co-publishing services for all departments, whereby a private-sector publisher publishes government information on behalf of the Crown.
Planning publications
Institutions must provide PDSD with the following information about their publishing activities:
- updates on new publications;
- an indication of whether a planned publication will be free or priced;
- plans for producing publications in multiple formats to meet the requirements of persons with disabilities;
- the publication’s anticipated release date; and
- the proposed quantity, including sufficient copies in English and French for distribution through the Depository Services Program (see the Procedures forregistering publications with the Depository Services Program and central publishing database).
Identification of government publications
At a minimum, to ensure proper identification, the publishing institution must ensure that the following information appears in every government publication:
- the title of the publication;
- the corporate signature and ‘Canada’ wordmark, as specified in the Federal Identity Program;
- the copyright notice;
- the notice “également disponible en français,” which is to appear on the colophon page of the English‑language version, and the notice “also available in English,” which is to appear on the colophon page of the French-language version of a bilingual publication;
- the Government of Canada catalogue number, if applicable;
- the institutional catalogue number, if applicable; and
- the International Standard Book Number (ISBN) or the International Standards Serial Number (ISSN).
All major publications should conform to the international standards set out in ISO 1086-1975: Documentation – Title leaves of a book.
Copyright
PDSD is also responsible for the administration and licensing of Crown copyright. For more details, please refer to the Procedures for the Administration and Licensing of Crown Copyright.
Pricing for sale
Institutions that do not have publishing authority must supply PDSD with a work to be published, generally at the camera-ready stage (electronic or paper).
The price of a publication is based on a series of factors including production and printing costs as well as the market value or a reasonable approximation thereof. The list price of a publication is established by PDSD in consultation with the author institution and in accordance with the rate structure approved by the Treasury Board.
When the market price is less than the full cost of the publication, the institution is asked to subsidize the publication’s initial print run.
When a private-sector publisher publishes government information on behalf of the Crown, PDSD puts in place a co-publishing agreement that allows the private-sector publisher to produce, print and commercialize the publication. In return, the private- sector publisher pays royalties based on sales.
Marketing and sales
PDS markets and sells priced government publications in Canada and abroad. It also negotiates sales and distribution contracts. PDSD works in close partnership with the author institution to co-ordinate all publication-related marketing activities.
Official languages
A publication may be issued in bilingual or unilingual versions. Overall costs are to be taken into account before deciding whether a publication should be issued in bilingual or unilingual versions. For the purposes of cataloguing and distribution, publications issued separately in the two official languages are considered as two separate publications.
The English- and French-language editions of a publication are to be issued simultaneously. If this is impractical for urgent program reasons, written authorization from the Minister of the author institution is required to release one edition before the other. PDSD will not issue a publication in one language ahead of the other unless it has received ministerial authorization in writing.
Distribution
If a publication is to be tabled in Parliament, its general distribution is withheld until PDSD has received notice in writing from the author institution, or has evidence, that the publication has been tabled. PDSD may, on written agreement with the author institution, arrange for advance shipments of the publication before it is tabled in Parliament or released.
In addition, the publishing institution supplies the Library of Parliament with five copies of each publication and Library and Archives Canada with two. Publishing institutions also ensure that the Library of Parliament receives, on request, copies of those materials intended primarily for internal government use.
Disposal of surplus stock
Surplus stock of all publications is disposed of in accordance with the requirements of the Library and Archives of Canada Act. The Canadian Book Exchange Centre, managed by Library and Archives Canada, acts as a clearing-house to distribute and exchange publications that are deemed surplus by some institutions, but that may be of use to others.
Central publishing database
Institutions must register all of their priced publications, as well as all publications issued free of charge, with the government’s central publishing database. For details about registering and listing publications in the database, please see the Procedures forthe Depository Services Program and Central Publishing Database.
Contact
For more information about planning and producing publications for sale, contact at PWGSC:
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Christine Leduc Phone: 613-996-5959 |
Joanne Joanisse Phone: 613-996-3049 |
Procedures for the Administration and Licensing of Crown Copyright
Institutions subject to the Communications Policy of the Government of Canada must manage the administration and licensing of Crown copyright in co-ordination with PWGSC. Institutions must comply with the Copyright Act and ensure that the ownership rights associated with works subject to copyright are fully respected in all media applications.
PWGSC is responsible for the administration and licensing of Crown copyright throughout the Government of Canada (see Requirement 28 of the Communications Policy). This includes:
- assisting, advising and supporting Government of Canada institutions with respect to Crown copyright issues;
- administering and protecting the copyright in works authored by Government of Canada institutions;
- assigning Crown copyright;
- granting or refusing permission to reproduce works subject to Crown copyright;
- arranging and granting commercial rights associated with works subject to Crown copyright;
- maintaining a database of Crown copyright clearance requests.
When requested by an institution, PWGSC will assume full responsibility for the administration and licensing of Crown copyright. The procedures outlined below apply whether an institution assumes responsibility for administering and licensing Crown copyright or requests PWGSC to assume this responsibility on its behalf.
Requests to reproduce works subject to Crown copyright
Institutions, in co-operation with PWGSC, approve requests to reproduce works subject to Crown copyright. This applies to both published works (free and priced publications) and to unpublished works, in any medium, for either commercial or non-commercial purposes.
Institutions must adhere to the following procedures when addressing requests to reproduce works that are subject to Crown copyright:
Requests to reproduce free departmental publications for non-commercial purposes
Institutions reply directly to requesters who wish to reproduce a free departmental publication, in whole or in part, for non-commercial purposes.
A file copy of the response must be forwarded to PWGSC for entry into its Central Licensing Database.
Requests to reproduce priced publications for non-commercial purposes
When requested by an institution, PWGSC will negotiate a license for the reproduction of a priced publication for non-commercial purposes.
PWGSC replies directly to requesters wishing to reproduce a priced publication, in whole or in part, for non-commercial purposes. A copy of the response is forwarded to the institution for its file.
Requests to reproduce free and priced publications for commercial purposes
Requests to reproduce a free or priced publication for commercial purposes require a non-exclusive license in which copyright remains with the Crown and a royalty is levied.
At the request of an institution, PWGSC will negotiate such a license. Alternatively, an institution will inform PWGSC of any Crown copyright licensing agreement it has entered into and will provide PWGSC with a copy.
Institutions must determine whether copyright materials not belonging to the Crown (such as text, photographs, video clips, etc.) are embedded in works to be licensed. The ownership rights for such third party materials must be respected and properly secured before the use of such materials can be licensed.
Requests to translate works for non-commercial or commercial purposes
For requests to translate works subject to Crown copyright, PWGSC and institutions will follow the same procedures as those governing the reproduction of free and priced publications for commercial or non-commercial purposes (item 3 above).
Royalties
Royalties apply to Crown copyright works that are being commercially exploited. PWGSC negotiates royalties, and the schedule for royalty payments forms part of the license.
Assignment of works subject to Crown copyright
Published works subject to Crown copyright are the property of the Crown. The ownership of works that are subject to Crown copyright can be transferred in accordance with the provisions of the Surplus Crown Assets Act or under Order-in-Council.
Using established criteria, PWGSC has authority by the Governor-in-Council to approve the transfer of works subject to Crown copyright.
Exceptions to the reproduction of works subject to Crown copyright
Permission to reproduce works subject to Crown copyright will be denied where the intended reproduction would:
- be in an undignified context;
- be considered unfair, misleading or inaccurate;
- be used for advertising purposes in an undesirable manner;
- be used in a context that may prejudice or harm a third party;
- be considered inappropriate by the author department or agency;
- be considered out-of-date;
- infringe on the proprietary rights of third parties; or
- suggest an official endorsement by the Crown where none exists.
Institutions intending to deny permission to reproduce a work subject to Crown copyright will confer with PWGSC to determine which criteria are most applicable to the circumstances. Similarly, PWGSC will confer with the author institution when it intends to deny permission to reproduce a work in which copyright belongs to the Crown.
Infringement on works subject to Crown copyright
PWGSC works with institutions to ensure that infringements on works subject to Crown copyright are investigated and processed as follows:
- When an author department or agency identifies a potential infringement, it must ask PWGSC, in writing, to investigate.
- PWGSC, in consultation with legal counsel, will investigate and prepare the necessary legal documents for action.
- PWGSC will apprise the author department or agency of developments.
- PWGSC will confer with legal counsel about potential criminal sanctions.
- PWGSC will provide the author department or agency with a written notice of a potential infringement it has identified.
Contact
For more information about these procedures, or about Crown copyright, please contact at PWGSC:
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Christine Leduc Phone: 613-996-5959 |
Joanne Joanisse Phone: 613-996-3049 |
Procedures for Contracting Film, Video and Multimedia Productions
The Communications Policy of the Government of Canada requires institutions to contract through PWGSC the production, distribution and evaluation of motion picture films, videotapes, television programs, interactive videodiscs, CD ROMs, audiovisual and multimedia productions (see Requirement 29).
Institutions must work with PWGSC to procure services in support of film, video and multimedia productions, regardless of format, use or intended audience. PWGSC provides mandatory procurement services for all film, video and multimedia production requirements, regardless of the value of the contract.
PWGSC ensures the integrity of the contracting process between institutions and private- or public-sector producers. It oversees contracting, quality control and storage services, while institutions handle all other aspects of project management.
Getting started
Government institutions seeking services to produce, distribute or evaluate a film, video or multimedia production must provide PWGSC with:
- A description of how the project fits within the context of its overall communications plan.
- An indication as to whether the institution wishes to limit the competitive process to Aboriginal businesses under the government’s Set-aside Program for Aboriginal Business.
- A comprehensive statement of work that includes, but is not limited to:
- background information about the project (its purpose and audience)
- a detailed description of the work to be done by the supplier
- a detailed description of the institution’s role in the project
- a detailed description of any materials the institution will be providing to the supplier
- a list of specific deliverables
- a list of time or budgetary constraints
- a proposed project schedule
- a description of the institution’s approval process
- a description of how the final product is going to be used (to determine copyright issues)
- proposed bid evaluation criteria
- the name and contact information of the project manager
- A description of the project’s security requirements and whether the supplier needs to have security clearance to work on the project.
Procuring services
Once PWGSC has all the information and documentation it requires, it will present the institution with a proposed procurement process and schedule for review. Regardless of the process that is eventually followed, the outcome will constitute a contract between a supplier and PWGSC, acting on behalf of the client institution.
Managing the project
Once the contract has been awarded by PWGSC, the institution’s project manager works with the supplier in accordance with the terms and conditions of the contract. The institution has the authority to review and approve all invoices associated with the project.
The project manager must inform the PWGSC contracting officer when and if any of the supplier’s work fails to meet the specifications or schedule set out in the contract. PWGSC assists the client institution and the supplier in resolving situations that affect the contract or require its amendment.
On behalf of the Crown, PWGSC provides contract management services to the client institution and the supplier. These services include but are not limited to:
- contract amendments
- financial security issues
- dispute resolution
- contract termination
- contract close-out
- review of supplier performance.
Contact
For more information about contracting film, video and multimedia productions, please contact at PWGSC:
George Martin
Manager
Exhibits, Audio-Visual, Events and Communications Services Procurement
Phone: 613-990-6842
Fax: 613-991-5870
E-mail: George.Martin@pwgsc.gc.ca