TOOLKIT: CIC Contracting, Procurement & Financial Reporting

TOOLKIT: CIC Contracting, Procurement & Financial Reporting

June 1, 2013 Prepared by: Heather Dickson, Consultant Lisa Elliott, Project Coordinator, AMSSA Wendy McCulloch, Program Director, AMSSA Kerstin Walter, Sectoral Communications Coordinator, AMSSA Disclaimer The Toolkit produced for the e-symposia, the presentations made during the sessions and any knowledge sharing that results during the Q & A portion of the e-symposia are generated by service provider collaborations and are not endorsed information provided by the provincial Immigration Integration Branch or Citizenship and Immigration Canada. Participants should rely on official sources of information when developing proposals. 1

TABLE OF CONTENTS INTRODUCTION... 3 RESOURCES... 4 A: BC/CIC PROCUREMENT & CONTRACTING MODELS... 4 APPENDIX 1 Comparison of BC/CIC Procurement & Contract Management Process... 4 APPENDIX 2 Summary of the CIC-JTST Comparison Chart of BC/CIC Procurement & Contract Management Process... 4 APPENDIX 3 CIC s Procurement & Contracting Model Context for SPOs... 4 APPENDIX 4 A Study of Procurement Practices in Government & the Non-profit Sectors Let s Be Practical... 4 B: INFORMATION ON THE BC/CIC CALL FOR PROPOSALS (CFP)... 5 APPENDIX 5 CIC Call for Proposals (CFP) Processes: An Overview... 5 APPENDIX 6 Call for Proposals (CFP): Additional Frequently Asked Questions... 5 APPENDIX 7 Call for Proposals (CFP): Partnership Fact Sheet... 5 APPENDIX 8 Citizenship & Immigration Canada (CIC) Grants & Contribution Funding National Call for Proposals 2012... 5 APPENDIX 9 Funding Guidelines: National Call for Proposals (CFP) 2012 Grants & Contributions: Settlement & Resettlement Programs... 5 APPENDIX 10 Funding Guidelines: British Columbia Specific Call for Proposals (CFP) 2013... 6 APPENDIX 11 Updated Settlement Program Logic Model 2013-14... 6 APPENDIX 12 CIC s Community Connections Stream: A Vision for Community Engagement... 6 C: NEGOTIATING & MANAGING CIC CONTRIBUTION AGREEMENTS... 6 APPENDIX 13 Organizing to Manage Services with CIC Funding... 6 APPENDIX 14 Organizing to Manage Services with CIC Funding... 7 APPENDIX 15 Financial Management of Contribution Agreements What Matters?... 7 APPENDIX 16 E-Symposia 2 & 3: Questions & Answers... 7 APPENDIX 17 CIC Program Delivery - Presentation to BC Organizations... 7 APPENDIX 18 Negotiating your Contribution Agreement with Citizenship & Immigration Canada - Settlement & Resettlement Programs... 7 APPENDIX 19 Basic Financial Management for Non-Profits: The Common-Sense Guide... 8 APPENDIX 20 CIC Supporting Financial Documents... 8 2

INTRODUCTION The Toolkit: CIC Contracting, Procurement & Financial Reporting is part of the work that AMSSA has undertaken to support service provider organizations (SPOs) in British Columbia (BC) during the transition of settlement services from Provincial to Federal oversight. For the past 14 years the Province of BC has administered settlement services in BC. On April 1, 2014 the responsibility for administration of the settlement programs will return to the Federal government under the supervision of Citizenship and Immigration Canada (CIC). Service Provider Organizations (SPOs) in British Columbia are facing a transition from Provincial procurement models with a Request for Proposals (RFP) to the Federal funding model with a Call for Proposals (CFP). There are a number of significant differences between both models. The intention of this Toolkit is to support a smooth transition for current WelcomeBC Service Providers to manage CIC procurement and contracting models. This Toolkit provides BC SPOs with: background information on the different approaches to the funding and contracting process used by CIC and the Province; suggestions and information as to how SPOs in other jurisdictions have been successful under the CIC procurement processes; information on how SPOs in other jurisdictions have successfully developed systems and approaches to manage CIC Contribution Agreements; and information about the key issues and considerations that BC SPOs should be aware of as they respond to the BC/CIC CFP and plan to manage CIC Contribution Agreements.. This Toolkit is a collection of resources and is divided into three sections: 1. BC/CIC Procurement and Contracting Models 2. Information on the BC/CIC Call for Proposals 3. Information on Negotiating and Managing CIC Contribution Agreements The toolkit includes CIC PowerPoint presentations and Q & A collections from the three E-symposia held by AMSSA on May 8, 14 and 15, 2013. In addition, a number of existing resources are included in this Toolkit for organizations to respond to the BC/CIC Call for Proposals and to plan for contribution agreements under CIC. The Toolkit is a virtual binder of information that consolidates various sources of information related to how CIC procures and manages settlement and resettlement services. The Toolkit is intended for all current WelcomeBC service providers who are involved in preparing for the CFP process in BC. Please note that the information given in this Toolkit does not replace any materials issued by CIC during the CFP process. It is the CFP and any associated guidelines that should guide the development of proposals. (Please see disclaimer on page 2) 3

RESOURCES A: BC/CIC PROCUREMENT & CONTRACTING MODELS APPENDIX 1 COMPARISON OF BC/CIC PROCUREMENT & CONTRACT MANAGEMENT PROCESS December 2012, CIC-JTST Settlement Transition Team This document provides a comparison of the BC and CIC procurement and contract management process. It looks at phases of procurement and contracting including program planning and priority setting, vendor relations, evaluation of proposals, contract negotiation and contract management. This comparison document was produced by the transition team comprised of representatives of CIC and the BC Ministry of Jobs, Tourism and Skills Training (JTST) in December 2012. This comparison will help you navigate the CIC CFP process and provide you with a framework of reference to plan your activities and programming under CIC. AMSSA has summarized the main themes in this document for your convenience (see Appendix 2). APPENDIX 2 SUMMARY OF THE CIC-JTST COMPARISON CHART OF BC/CIC PROCUREMENT & CONTRACT MANAGEMENT PROCESS Heather Dickson, Consultant This chart outlines a brief summary of the comparison document drafted by the CIC-JTST Settlement Transition Team (Appendix 1). The summary identifies key points of difference between the CIC and BC procurement and contract management models. APPENDIX 3 CIC S PROCUREMENT & CONTRACTING MODEL CONTEXT FOR SPOS Chris Friesen, ISSofBC and Heather Dickson, Consultant This presentation gives a brief overview of the main aspects of CIC s procurement and contracting model. It also outlines the recent changes to the CIC contribution agreement and the work of the Grants and Contributions (Gs & Cs) Working Group. This PowerPoint presentation was part of the E-Symposium 2 on the Review of CIC s Procurement and Contracting Model on May 14, 2013, presented by Chris Friesen, Director of Settlement Services at ISSofBC and Heather Dickson, consultant. This information will be helpful to guide your preparation for the CIC Call for Proposals as well as the Contribution Agreement (CA) negotiation process with CIC. Click here to view E-Symposium 2 video presentation APPENDIX 4 A STUDY OF PROCUREMENT PRACTICES IN GOVERNMENT & THE NON-PROFIT SECTORS LET S BE PRACTICAL March 2013, Heather Dickson and Associates This report is a review of current procurement practices related to settlement services in Canada. It was commissioned by the Canadian Immigrant Settlement Sector Alliance (CISSA/ACSEI). The study includes input from provincial governments and SPOs in all ten provinces and one territory. For all jurisdictions except 4

BC and Manitoba, the practices analyzed in this report are those of CIC. The study brings forward a number of recommendations for the improvement of the CIC procurement process. This is a useful document to provide you with background information on the CIC procurement process across Canada. B: INFORMATION ON THE BC/CIC CALL FOR PROPOSALS (CFP) APPENDIX 5 CIC CALL FOR PROPOSALS (CFP) PROCESSES: AN OVERVIEW May 8, 2013, Wally Boxhill, CIC This presentation was part of the E-Symposium 1 on the CIC Call for Proposal Process in BC. It was delivered by Wally Boxhill, Director for Strategic Management, Integration Program Management Branch, CIC-NHQ. It outlines the process and timelines of the upcoming CIC CFP and discusses mandatory documentation, the electronic submission platform and other important information on the CFP. Wally Boxhill also gives a number of tips on how to navigate the CFP process as well as a detailed description of the CFP Application for Funding Form and what type of information will be required by CIC. (English) (French) APPENDIX 6 CALL FOR PROPOSALS (CFP): ADDITIONAL FREQUENTLY ASKED QUESTIONS May 8, 2013, CIC This document summarizes some of the questions that BC SPOs have asked as they prepare for the transition to the CIC Call for Proposals. APPENDIX 7 CALL FOR PROPOSALS (CFP): PARTNERSHIP FACT SHEET May 31, 2013, CIC This document addresses some of the questions that SPOs have asked surrounding partnerships under the new CIC procurement and contracting agreement. (English) (French) APPENDIX 8 CITIZENSHIP & IMMIGRATION CANADA (CIC) GRANTS & CONTRIBUTION FUNDING NATIONAL CALL FOR PROPOSALS (CFP) 2012 August 2012, CIC This document is CIC s Call for Proposals Application for Funding Form for the National CFP for settlement and resettlement programs in August 2012. Since BC s CFP will be based on this National Call it provides guidance to the format and scope of the CIC BC CFP which will be launched on June 3, 2013. 5

APPENDIX 9 FUNDING GUIDELINES: NATIONAL CALL FOR PROPOSALS 2012 GRANTS & CONTRIBUTIONS: SETTLEMENT & RESETTLEMENT PROGRAMS 2012, CIC This Funding Guidelines document was produced by CIC to help those responding to the National Call for Proposals (CFP) in August 2012 to understand the CFP process and prepare a funding application. It includes information on program funding priorities; eligibility requirements for applicants; activities and costs; screening and assessment; submitting your application; and budget submission details. APPENDIX 10 FUNDING GUIDELINES: BRITISH COLUMBIA SPECIFIC CALL FOR PROPOSALS (CFP) 2013 June 3, 2013, CIC This Funding Guidelines document is intended to help British Columbia-based applicants understand the CFP process, prepare a funding application and submit it electronically at www.cic.gc.ca/bccfp by July 8, 2013. APPENDIX 11 UPDATED SETTLEMENT PROGRAM LOGIC MODEL 2013-14 2013, CIC The updated CIC logic model is a graphical depiction of the logical relationships between the resources, activities, outputs and outcomes of the CIC settlement program. The model will help you plan your programs and learn where your organization s activities fit within CIC s settlement service delivery framework. APPENDIX 12 CIC S COMMUNITY CONNECTIONS STREAM: A VISION FOR COMMUNITY ENGAGEMENT May 30, 2013, Deborah Tunis, CIC This presentation gives an overview of the Community Connections' Stream (including the logic model), the Settlement Workers in Schools (SWIS) program, and the Local Immigration Partnerships (LIPs). It also includes an Organizational Chart of the CIC Western Region office. It was presented by Deborah Tunis at the Canadian Council for Refugees (CCR) Spring Consultation on May 30, 2013. This document will be helpful to situate your organization s activities within CIC s Community Connections Stream. C: NEGOTIATING & MANAGING CIC CONTRIBUTION AGREEMENTS APPENDIX 13 ORGANIZING TO MANAGE SERVICES WITH CIC FUNDING May 14, 2013, Cathy Woodbeck, Thunder Bay Multicultural Association This presentation was part of the E-Symposium 2 on the Review of CIC s Procurement and Contracting Model on May 14, 2013. It was delivered by Cathy Woodbeck, Executive Director of Thunder Bay Multicultural Association. She has extensive experience in contracting with CIC and her presentation gives ten tips for applying under the CIC CFP. Cathy s presentation also outlines her organization s experience with the CFP process and lessons learned. 6

Click here to view E-Symposium 2 video presentation APPENDIX 14 ORGANIZING TO MANAGE SERVICES WITH CIC FUNDING May 14, 2013, Dale Taylor, Centre for Newcomers, Calgary This presentation was part of the E-Symposium 2 on the Review of CIC s Procurement and Contracting Model on May 14, 2013. It was delivered by Dale Taylor, Executive Director of the Centre for Newcomers in Calgary. Her presentation focuses on the structure of the CFP, the use of the right language and vocabulary, and other useful tips for filling out the CFP document. This presentation provides valuable insights into the ins and outs of the CFP process and CIC s approach to funding settlement services. Click here to view E-Symposium 2 video presentation APPENDIX 15 FINANCIAL MANAGEMENT OF CONTRIBUTION AGREEMENTS WHAT MATTERS? May 15, 2013, Cathy Woodbeck, Thunder Bay Multicultural Association This presentation was part of E-Symposium 3 on Building SPO Capacity to Manage Contribution Agreements on May 15, 2013. It was delivered by Cathy Woodbeck and focuses on budgeting and financial planning around the CFP process and the Contribution Agreement process. Cathy included a number of tips on how to best prepare your agency for the financial and reporting requirements under CIC. This presentation will prove useful when drafting your organizations budget for the CFP process. Click here to view E-Symposium 3 video presentation APPENDIX 16 E-SYMPOSIA 2 & 3: QUESTIONS & ANSWERS May 14 & 15, 2013 During the E-Symposia 2 and 3, a large volume of questions were asked; many of which could not be addressed in the allotted time. AMSSA has collected the remaining questions and compiled the answers for your reference. APPENDIX 17 CIC PROGRAM DELIVERY - PRESENTATION TO BC ORGANIZATIONS February & March 2013, Bruce Scoffield, CIC This presentation gives a detailed introduction to the CIC program delivery model. It includes an overview of CIC s Contribution Agreement Lifecycle and addresses recent changes to the process as a result of the Grants and Contributions Modernization Initiative. The presentation was part of AMSSA s WelcomeBC Regional Meetings in February and March 2013, and was delivered by Bruce Scoffield, Director General, Integration Program Management, CIC-NHQ. 7

APPENDIX 18 NEGOTIATING YOUR CONTRIBUTION AGREEMENT WITH CITIZENSHIP & IMMIGRATION CANADA - SETTLEMENT & RESETTLEMENT PROGRAMS February, 2013, CIC This document was released by CIC to guide service providers in their negotiations of Contribution Agreements with CIC resulting from the National Call for Proposals 2012 and the Manitoba Call for Proposals. The guidelines outline a number of changes that were recently introduced by CIC such as: Revisions to Contribution Agreement form and schedules. Legal history and detailed budget requirements. Use of flat rate to calculate admin costs on claims. Policy changes on holdbacks and advance payments. Use of timesheets or shared cost allocation matrix for staff whose time is not used fully on CIC projects. Preparation time for language instructors. Revisions concerning support services (e.g. child care counselling, needs assessment). Valuating the cost of rent for owned property. Introduction of LINC certificates for all LINC Program participants. Introduction of the portfolio-based language assessment for the LINC Program. New annual report form for community partnerships (e.g. Local Immigration Partnerships). APPENDIX 19 BASIC FINANCIAL MANAGEMENT FOR NON-PROFITS: THE COMMON-SENSE GUIDE March 2012, G. Vergilio and Associates This comprehensive financial management manual is intended for both boards of directors and staff members of non-profit organizations who are contracting with CIC in some capacity. The report was funded by CIC, Ontario Region and includes information specific to budgeting and reporting under CIC such as: CIC cash flow preparation and monthly reporting. CIC financial monitoring. Rules for claiming CIC expenses and common reasons for claim problems. Tracking CIC expenses and monitoring slippage/overspending. It also includes more general information such as: Budgeting roles and responsibilities. Steps to successful budget development, monitoring, management and oversight. Program planning and program budget development. Understanding audits. Communicating financial information to boards of directors and staff. Note: there may have been some changes to CIC-specific financial policies since publication of this manual. APPENDIX 20 CIC SUPPORTING FINANCIAL DOCUMENTS IMM 5631 Description & Breakdown of Eligible Costs for Integration Programs Description of the yearly program delivery, administrative and capital costs to determine CIC s total contribution. Each of these cost categories is also broken down by line item, requiring a description and yearly cost. 8

IMM 5633 Forecast of Cash Flow Forecast and Actual cash flow of CIC s contribution to each cost category for the Resettlement Assistance Program (RAP) and Settlement Program. Applicants are also required to identify the amount of funding, both in-kind and monetary, that is received from sources other than CIC. 9