WD Procurement Strategy 2009-2010

The following document is out of date.

Approved by the Contract Review Committee, August 20, 2009

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Table of Contents

• Overview
• Background
• Objectives and Action
• Known Procurement Needs
  • Ongoing
  • Short-Term
  • Long-Term

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Overview

Western Economic Diversification Canada (WD) conducts its procurement activities to support the Department in achieving its strategic outcomes:

1. Entrepreneurship & Innovation - initiatives that lead to a competitive, expanded and a diversified western Canadian economy;
2. Community Economic Development - initiatives that contribute to economically viable communities in western Canada;
3. Policy, Advocacy & Coordination - develop and implement policies and programs to strengthen the western Canadian economy; and
4. Internal Services - enable public programs to operate efficiently and effectively.

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Background

Goods - WD has delegated authority to purchase goods to a value of $25,000. The majority of goods required by WD are identified as "mandatory commodities" for purchase from Standing Offers and Supply Arrangements as available. Accordingly, WD purchases most goods via call-ups from Standing Offers and encourages payment by Acquisition Card. For goods requirements beyond WD's authority, Public Works and Government Services Canada (PWGSC) completes the contracting process on WD's behalf.

Services - WD contracts for a wide variety of services from environmental assessments, to training, to evaluations, and audits. The majority of services are categorized as "Professional Services", a mandatory Standing Offer and/or Supply Arrangement commodity. Contracting is achieved, as much as possible, with call-ups to Standing Offers, Supply Arrangements and Professional Services Online.

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Objectives and Action

WD will achieve the objectives of its Procurement Strategy by:

1. Acquiring goods and services in a manner that enhances access, fairness and competition resulting in fair value.
   • follow Treasury Board Contracting Policy, Government Contracting Regulations and other regulatory and legislative requirements;
   • utilize delegated contracting authorities with due caution and attention, ensuring a competitive process is used and opportunities are accessible to a wide selection of vendors;
   • utilize the Government Electronic Tendering Service, MERX™;
   • using the services of PWGSC when prudent to do so;
   • continue and promote the use of Standing Offers, Supply Arrangements and Professional Services Online for all commodities, when available and appropriate;
   • determine best procurement tool to meet needs;
   • promote use of Acquisition Cards to decrease administrative costs in small dollar value purchases and call-ups on standing offers, etc.; and
   • follow the Contract Review Committee protocol when the competitive process is not appropriate.
2. Planning for operational requirements.
   • identify requirements in advance of need;
   • implement an approval process for procurement plans;
   • develop an multi-year procurement plan;
   • establish departmental standing offers and supply arrangements, as appropriate;
   • identify and train procurement functional specialists;
   • educate all employees on the various procedures and practices in accordance with policies, including Green Procurement and the Procurement Strategy for Aboriginal Business;
   • standardize departmental procurement documents, including plain language;
   • streamline and standardize process; and
   • assess potential to implement Procurement Shared Services, at a corporate level.
3. Supporting Aboriginal Businesses and the Greening of Government.
   • identify requirements that can be set-aside for Aboriginal business;
   • purchase "green" products as appropriate and available; and
   • utilize standing offers/supply arrangements for mandatory commodities when available.

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Known Procurement Needs

Ongoing

• office supplies
• various professional services
• translation services
• printing
• cell phone and Blackberry services
• computers and printers
• photocopiers, fax machines, scanners
• office furniture

Short-Term

• Community Adjustment Fund (CAF) and Recreational Infrastructure Canada (RInC) requirements
  • lease space, furniture, computer equipment, professional services, etc.
• Project Gateway
  • consultant services
• Audit and evaluation services
  • program evaluations e.g. The Vancouver Agreement and The Centenaries Program, informatics security audit

Long-Term

• Community Adjustment Fund (CAF) and Recreational Infrastructure Canada (RInC) program evaluations
• Environmental assessments
• Accommodation services
  • lease space, furniture, computer equipment, professional services
• Server upgrades