Archived [2014-09-23] - Procedures for Planning and Contracting Public Opinion Research

These procedures are established to ensure that Government of Canada public opinion research activities are well coordinated, transparent and managed in a way that provides value for money. 

The following are the expected results of the application of these procedures:

5.2.1 Funds expended on public opinion research are for projects aligned with government priorities, policies, programs, services and initiatives;

5.2.2 The bidding process for contracted public opinion research activities is open, fair, and transparent, and public opinion research contracts provide value for money; and

5.2.3 The public's views and needs are well understood and taken into account when the Government of Canada develops policies, programs, services and initiatives.

6.1.1 identifying a public opinion research coordinator to oversee the conduct and coordination of the department's public opinion research activities;

6.1.2 preparing an annual public opinion research plan for contracted and significant non-contracted research, that is updated quarterly and includes the following:

• a description of each proposed public opinion research project;
• a clear statement of the need for undertaking the projects against criteria developed by the Treasury Board of Canada Secretariat;
• the intended usage of the results; and
• the cost of contracted research including applicable taxes;

6.1.3 ensuring that any of the following types of research are included as significant non-contracted public opinion research in the annual plan:

• public opinion research conducted to support government priorities;
• public opinion research conducted in the development of policies, programs, services and initiatives;
• advertising pre-testing and post-campaign evaluation;
• national external public opinion research conducted in two or more provinces or territories;
• opinion surveys of more than 500 respondents;
• government-wide internal public opinion research;
• public opinion research with high public interest or sensitivity; and
• any other public opinion research deemed of high importance or high risk;

6.1.4 consulting the Communications and Consultations Secretariat at the Privy Council Office (PCO) in the development of their annual plan, any updates to the plan, and any unanticipated projects, prior to approval submission;

6.1.5 obtaining the approval of the minister or the person designated in Schedule VI (Part III, Column II) of the Financial Administration Act for all research plans and submitting copies of approved plans to the Communications and Consultations Secretariat at the PCO and the Public Opinion Research Directorate at Public Works and Government Services Canada (PWGSC);

6.1.6 for unanticipated public opinion research projects, providing the Communications and Consultations Secretariat at the PCO and the Public Opinion Research Directorate at PWGSC with written instructions to proceed from the minister or the person designated in Schedule VI (Part III, Column II) of the Financial Administration Act as well as the required information outlined in 6. 1. 2;

6.2.1 before contacting research suppliers, consulting with the Public Opinion Research Directorate at PWGSC to determine if the project falls within the domain of public opinion research and to review project objectives and methodological and contracting options;

6.2.2 ensuring that all contracts for public opinion research are issued by the Communications Procurement Directorate at PWGSC;

6.2.3 administering the contract for public opinion research, once it has been issued by the Communications Procurement Directorate at PWGSC, and informing the Public Opinion Research Directorate and the Communications Procurement Directorate at PWGSC of any changes to the original scope of work since these changes may require an amendment to the contract;

6.2.4 ensuring that their department does not issue contracts or expend public funds for public opinion research on electoral voting intentions, political party preferences, standings with the electorate or ratings of the performance of a political party or its leaders;

6.3.1 forwarding to the Public Opinion Research Directorate at PWGSC for review at the earliest moment, and no less than five working days before conducting fieldwork, draft research instruments for contracted custom research;

6.3.2 forwarding, on request, research instruments, an analysis plan, survey data, data tables (upon completion of field work) and reports to the PCO for review and providing status updates for the project;

6.3.3 ensuring that, for contracted public opinion research, the supplier's senior officer certifies upon delivery that the final deliverables comply with the political neutrality requirement in 6. 2. 4;

6.3.4 providing, within six months after the completion of any data collection done for the purposes of public opinion research carried out under a contract at the request of the department and for the exclusive use of Her Majesty in right of Canada, copies of final reports and separate electronic copies of the English and French executive summaries of the reports to Library and Archives Canada in compliance with the Library and Archives of Canada Act, as well as to the Library of Parliament; and

6.3.5 ensuring that the summaries mentioned in 6. 3. 4 outline how the results were used, if possible, and if not, how the information is expected to be used, as well as the total expenditures of the public opinion research.

Within departments

Heads of communications are responsible for:

6.4.1 monitoring compliance with these procedures within their department; and

6.4.2 documenting contracted public opinion research activities, including estimates, contracts, justification of the choice of supplier, amendments to contracts, information on expenditures, information on the use made of the research, and dates of data collection, using the Research Information Management System (RIMS) which forms the basis of an annual report on public opinion research prepared by PWGSC and ensuring completeness and accuracy of all information entered.

Government-wide

The Public Opinion Research Directorate and the Communications Procurement Directorate at Public Works and Government Services Canada, and Library and Archives Canada are responsible for:

6.4.3 monitoring the implementation of these procedures in each of their areas of responsibility, and informing the Treasury Board of Canada Secretariat of any significant or systemic non-compliance issues.

The Treasury Board of Canada Secretariat is responsible for:

6.4.4 addressing any significant or systemic non-compliance issues in consultation with the Communications and Consultations Secretariat at the PCO, the Public Opinion Research Directorate and the Communications Procurement Directorate at PWGSC, and Library and Archives Canada; and

6.4.5 reviewing these procedures with their associated policy and their effectiveness at the five-year mark of implementation.  Where supported by a risk-based analysis, the Secretariat will ensure an evaluation is conducted.

PWGSC is responsible for:

8.1.1 reviewing and providing advice on proposed research projects, including research objectives and methodologies, research instruments, and compliance with legislative and policy requirements as well as generally accepted research standards and benchmarks;

8.1.2 confirming whether projects fall within the definition of public opinion research and obtaining written confirmation that they have been approved by the minister in order to initiate the contracting process through the assignment of public opinion research registration numbers;

8.1.3 publishing an annual report on Government of Canada contracted public opinion research projects undertaken by departments subject to these procedures;

8.1.4 promoting information and best practices related to the conduct of Government of Canada public opinion research with all departments;

8.1.5 developing the terms of reference and evaluation criteria for standing offers and procurement tools, for use by multiple departments;

8.1.6 maintaining a database on contracted public opinion research activities within the Government of Canada;

8.1.7 contributing to government-wide capacity building by delivering information sessions; developing best practices and tools and promoting training opportunities to departments related to the conduct of government public opinion research;

8.1.8 managing the acquisition process for contracted public opinion research in accordance with PWGSC and Treasury Board policies, and where applicable chairing and conducting open, fair, and transparent bid evaluation processes; and

8.1.9 monitoring contract values and expenditures in RIMS on public opinion research and reporting its findings to the Treasury Board of Canada Secretariat, on request.

Library and Archives Canada is responsible for:

8.2.1 providing a website to which it posts a listing of contracted public opinion research reports with executive summaries in both official languages, as provided by departments.

The PCO is responsible for:

8.3.1 performing a central role in the leadership, challenge, strategic direction, and coordination of departmental and horizontal public opinion research activities.

• Financial Administration Act
• Government Contracts Regulations
• Library and Archives of Canada Act
• Official Languages Act
• Official Languages (Communications with and Services to the Public) Regulations
• Personal Information Protection and Electronic Documents Act
• Privacy Act
• Public Opinion Research Contract Regulations

• Common Look and Feel Standards for the Internet
• Common Services Policy
• Communications Policy of the Government of Canada
• Contracting Policy
• Directive on the Use of Official Languages in Electronic Communications
• Directive on the Use of Official Languages on Web Sites
• Federal Identity Program Policy
• Official Languages Policy Framework
• Policy on Evaluation
• Policy on Information Management
• Policy on Internal Audit
• Policy on Language of Work
• Policy on Management of Information Technology
• Policy on Privacy Protection
• Policy on the Use of Official Languages for Communications with and Services to the Public