Procurement

Due to COVID-19 measures, 100 Constellation has now been closed to the public, and in order to facilitate the receiving of physical documents during this time, Supply has made arrangements to allow vendors to drop off their documents at the Provincial offences fine payment drop box which is located on the exterior of the building just to the left of the front doors.

When arriving at 100 Constellation’s main doors, there is an ‘exit only door’ to the left. Beside the door is a drop box for Provincial Offences Fine Payments – please deposit any envelopes in the drop box and they will be picked up by our staff. You MUST indicate the that your envelope is for Supply Services, 4th floor West.

Specific instructions relative to each individual procurement will be included in the solicitation documents, and bidders are encouraged to ask questions or seek clarification using the Inquiries process outlined therein.

All contract workers entering or working at City of Ottawa facilities or providing services on behalf of the City are required to follow all recommended Ottawa Public Health precautions, including:

• Stay home if you are sick
• Self-isolation for 14 days if:
  • You have travelled anywhere outside of Canada (including the United States of America); or
  • You live with, provided care for, or spent extensive time with someone who has tested positive for COVID-19, OR is suspected to have COVID-19, OR who has respiratory symptoms (fever, cough, or shortness of breath) that started within 14 days of travel outside of Canada.
• Retroactive application of the self-isolation for travellers is required if any workers have travelled outside of Canada in the last 14 days.

 

While on-site, all contract workers are required to:

• Abide by the recommendations of OPH;

• Outline to the City contract manager any additional preventative precautions to be employed, if any, as required to complete your contracted work;
• Practice social distancing by remaining 1-2 metres from all those you are interacting with;
• Wash your hands often with soap and water, or use hand sanitizer;
• Avoid touching your eyes, nose, and mouth unless you have just cleaned your hands; and
• Cover your cough and sneeze with a tissue or into your arm, not your hand.

These precautions are critical to keeping our staff, and the community we serve, safe. Failure to abide by these requirements will result in sending home contract workers and/or other action.

The City's Supply Services administers purchasing activities averaging more than $1 billion annually, in accordance with the City of Ottawa Purchasing By-law and established policies and procedures. 

Latest Purchasing News and Information:

 

• 33418-97586-S01 NPP 2020-2021 Snow Hauling
• Doing Business with Ottawa
• City contractors and the Accessibility for Ontarians with Disabilities Act (AODA)
• RFSO 29118-96278-S01 Alteration Services for Staff Uniforms
• Notice of Planned Procurement - Hired Equipment

Upcoming changes to doing business with the City

We are pleased to announce a new initiative to streamline our purchase order, invoicing and accounts payable processes. The City of Ottawa is partnering with SAP Ariba to electronically exchange purchase order and invoices with our suppliers - improving invoice processing timelines and the supplier experience

What is SAP Ariba?

SAP Ariba is a cloud-based business-to-business marketplace that connects global organizations with their trading partners and provides a broad-based platform for all key business collaboration needs.

SAP Ariba will allow the City of Ottawa to improve the supplier experience with the following features:

• Supplier Collaboration via the Ariba Network
• Electronic Purchase Orders and Invoice Conversion

Visit SAP Ariba’s website to learn more.

How will this impact my organization?

Purchase orders and invoices will soon be transmitted using the Ariba Network. The City of Ottawa will be contacting suppliers to formally invite them to transact on the Ariba Network.  Please continue with all current procurement/accounts payable practices until you are contacted by our supplier enablement team. For any questions, or to become an early adopter of the new system, please contact the City of Ottawa supplier enablement team at supplierenablement@ottawa.ca

Is there a fee?

 Suppliers can transact on the network using a free Standard account. The Standard account will allow suppliers to complete all necessary transactions. Alternatively, to take advantage of the full-functionality of the Ariba Network, suppliers may choose to upgrade to an Enterprise account. To learn more, please visit SAP Ariba Subscriptions and Pricing.

What are the benefits to suppliers?

• Electronically connects suppliers to the City of Ottawa through the Ariba Network.
• Improves the reconciliation payment process.
• Reduces processing time and errors
• Access to other opportunities within the Ariba Discovery Network. This is a global network that allows you to search opportunities from SAP Ariba’s other customer organizations.

Which browsers are compatible with Ariba? 

• Microsoft Edge 32-bit
• Microsoft Internet Explorer 11 32-bit
• Chrome 54+ 64-bit
• Mozilla Firefox 49+ 64-bit
• Safari 9+ 64-bit
• Mozilla Firefox 17+
• Safari 5
• Mobile Safari on iPad (iOS 6 or above)

These do change from time to time. Please visit http://supplier.ariba.com for an updated list. Scroll to the support browsers link at the bottom of the page that will display the supported browsers in real time.

Supporting documents

Please click here to visit the Supplier Information Portal in SAP Ariba for additional support

Who do I contact for assistance? 

• For assistance using your SAP Ariba account, please contact the Supplier Support team by filling out this online support form here.

The Business Technology Plan [ PDF - 667 KB ] replaces the previous Five Year Technology Roadmap.  This plan incorporates the initiatives of all City departments with regard to the use of information technology, together with the ongoing infrastructure renewal and maintenance vital to maintain City services.

The Plan helps achieve the City’s objectives as described in the City Strategic Plan through leveraging information technology capabilities to meet the needs of residents, businesses and visitors of Ottawa by:

• Keeping the technology base current;
• Implementing technology solutions that support ServiceOttawa  and other transformational initiatives; and
• Maintain, upgrade/replace critical business applications.

The plan is a living document developed in partnership with all City departments which will continue to evolve and respond to the changing needs of the City of Ottawa.  Progress against the plan is reviewed and a new plan produced annually to reflect changing business priorities, emerging technologies and fiscal constraints.

In January 2015, Supply Services launched VPM, a standardized process to evaluate, track and provide feedback on the performance of vendors. Performance evaluations are conducted through an online software-as-a-service system provided by MERX.

There are four objectives of the VPM program:

• Improve communication between vendors and the City
• Provide feedback with the goal of performance excellence
• Create and track standard Key Performance Indicators (KPIs)
• Support the Contract Administration process used to address non-performance

For more information on VPM, please refer to the City of Ottawa’s VPM Guide

• Vendor Performance Management - Industry Process & Technical Briefing
• Industry Tips and Tricks – Including How to Find MERX Account Info for VPM Contracts

The Government of Ontario enacted the Accessibility for Ontarians with Disabilities Act (AODA) in 2005, which sets out a clear goal and timeframe to make Ontario accessible by 2025.

The City of Ottawa is committed to providing equal treatment to people with disabilities for all City services, programs, goods and facilities in a way that respects their dignity as identified in the City's Accessibility Policy.

 Accessibility Training:

The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) Accessibility Standard for Customer Service (ASCS) and the Integrated Accessibility Standards Regulation (IASR) requires all contractors and their employees who provide goods, services or facilities on behalf of the City to receive training  on these standards and on the Human Rights Code as they pertain to persons with disabilities.

The Online Accessibility Training for External Contractors / Consultants includes the Province’s ACSC and IASR training. It is easily available to City contractors for free.

Training Records:

Contractors must keep records of all training, including dates when training was provided, the number of employees who received training and individual training records for their business. Contractors are required to make this information available to the City and/or the Province upon request.

Accessible procurement:

Under the General Requirement of the IASR, the City is required to incorporate accessibility criteria, features and designs when procuring or acquiring goods, services, self-service kiosks or facilities, including written materials, web content and the delivery of programs, except where it is not practicable to do so. Contract specifications and evaluation include these criteria, features and designs where applicable. 

More information on these subjects can be found in our AODA Fact Sheet and more information can be found on both the Accessibility Standard for Customer Service and Integrated Accessibility Standards Regulation via AccessON, the Ministry of Economic Development, Employment & Infrastructure’s website.

If you have questions please do not hesitate to contact your Contracting Authority.

E-Procurement Pilot Project

The City of Ottawa’s e-Procurement Pilot Project is now live! As of April 4^th, 2016, the City of Ottawa will be posting all new Request for Quotations to the MERX e-Procurement System at the following link.

http://www.merx4.merx.com/cityofottawa

For more detailed information about the pilot please refer to the Common Questions Answered document on The City of Ottawa/MERX reference page below:

http://tenders.merx.com/cityofOttawa 

Requirements for Goods and Services under $100,000 may be advertised on Ottawa.ca, MERX, OCA bulletin board, procured from standing offers or sent to select suppliers based on previous similar procurements..

Bidding opportunities over $100,000

• All requirements for Goods and Services valued at $100,000 and over are advertised on MERX;
• All Construction contracts valued at $100,000 and over are advertised on the OCA bulletin board;
• All requirements for professional and consulting services valued at $100,000 and over are advertised on MERX

Suppliers are made aware of requirements handled by Supply Services through:

MERX (electronic bidding service)
Tel: 1-800-964-6379
E-mail: merx@merx.com
Website: www.merx.com

Bid results - Tenders

Publicly opened unofficial bid results are posted daily after a tender closing and can be found at the following link: https://ottawa.ca/en/business/doing-business-city/procurement#unofficial-bidding-results. Results are available for a minimum of 24 hours.

Should you require a copy of previous results, please contact Supply Services by phone at 613-580-2424 x25186 or via email at bidresults@ottawa.ca.

Bid results - Proposals / Qualification Submissions

Results in the form of a written letter are provided to all respondents after an award has been recommended.

The following links show the Delegation of Authority reports comprising all procurements made by the City greater than $25,000 for the respective period.

The reports are organized by Department and then further separated by Service Area.

2019 – Procurement Year in Review and contracts awarded summary – July 1, 2019 – December 31, 2019

Report to Council - 2019 Procurement Year in Review and contracts awarded for the period July 1, 2019 to December 31, 2019
Report to Transit Commission – Delegation of authority – Contracts awarded for the period of July 1, 2019 to December 31, 2019

2019 - Procurement Mid Year in Review and contracts awarded summary

Report to Council - Report to Council-2019 Procurement Mid Year in Review and contracts awarded 
Report to Transit Commission - Delegation of authority - Contracts awarded for the period January 1, 2019 to June 30, 2019

2018 - Procurement Year in Review and contracts awarded summary

Report to Council-  Report to Council - 2018 Procurement Year in Review and contracts awarded 
Report to Transit Commission - 2018 Procurement Transit Services contracts awarded

2017 - Procurement Year in Review and contracts awarded summary - July 1, 2017 - December 31, 2017
Report to Council - 2017 Procurement Year in Review and contracts awarded for the period July 1, 2017 to December 31, 2017
Report to Transit Commission - Transit Services - Contracts awarded for the period July 1, 2017 to December 31, 2017

2017 - Mid Year Purchasing Report and contracts awarded summary - January 1, 2017 - June 30, 2017
Report to Council –  2017 Mid Year Purchasing Report and Contracts awarded for the period January 1, 2017 to June 30, 2017
Report to Transit Commission – Transit Services – Contracts awarded for the period January 1, 2017 to June 30, 2017

2016 - Procurement Year in Review and contracts awarded summary - July 1, 2016 - December 31, 2016
Report to Council - 2016 Procurement Year in Review and contracts awarded for the period July 1, 2016 to December 31, 2016
Report to Transit Commission - Transit Services - Contracts awarded for the period July 1, 2016 to December 31, 2016

2016 - Mid Year Purchasing Report and contracts awarded summary - January 1, 2016 - June 30, 2016
Report to Council –  2016 Mid Year Purchasing Report and Contracts awarded for the period January 1, 2016 to June 30, 2016
Report to Transit Commission – Transit Services – Contracts awarded for the period January 1, 2016 to June 30, 2016
Report to Board of Health – Ottawa Public Health – Contracts awarded for the period January 1, 2016 to June 30, 2016

2015 - Purchasing Year in Review and contracts awarded summary - July 1, 2015 - December 31, 2015
Report to Council - Year in Review and Delegation of Authority – Contracts awarded for the period July 1, 2015 to December 31, 2015
Report to Transit Commission – Transit Services – Contracts awarded for the period July 1, 2015 to December 31, 2015
Report to Board of Health – Ottawa Public Health – Contracts awarded for the period July 1, 2015 to December 31, 2015

2015 - Mid Year Purchasing Report and contracts awarded summary - January 1, 2015 - June 30, 2015
Report to Council - Delegation of Authority – Contracts awarded for the period January 1, 2015 to June 30, 2015
Report to Transit Commission – Transit Services – Contracts awarded for the period January 1, 2015 to June 30, 2015
Report to Board of Health – Ottawa Public Health – Contracts awarded for the period January 1, 2015 to June 30, 2015

2014 – Purchasing Year in Review
Report to Council: 2014 – Purchasing Year in Review

To review reports prior to 2014, please use the Council and Committee meeting eAgenda to search for past procurement reports.

In support of its sustainability objectives, the City of Ottawa no longer provides a copy of the General Terms and Conditions as part of its solicitation documents.

Bidders are encouraged to review the terms and conditions on-line.

By submitting a bid, bidders confirm that they have read the City’s Terms and Conditions below and agree to be bound by them in any resulting contract.

Active Terms and Conditions

Date	Status	Version ID	Title
December 28, 2017	ACTIVE	9	General Terms & Conditions
November 19, 2018	ACTIVE	1	IT On-Site Software Terms & Conditions
June 17, 2020	ACTIVE	1	IT General Conditions - Cloud

Superseded Terms and Conditions

The City's Supply Services administers purchasing activities in accordance with the City of Ottawa Procurement By-law and established policies and procedures to ensure:

• The competitive process is cost-effective and used whenever possible
• Fair, open and equitable treatment to all suppliers
• Best value for taxpayer dollars
• Conformity with the Canadian Free Trade Agreement (CFTA), and the Trade and Cooperation Agreement between Ontario and Quebec (OQTCA)

Tel: 613-580-2424, ext. 25186
Fax: 613-560-2126
Mail: City of Ottawa Supply Services
100 Constellation Drive
4^th Floor, West Tower
Ottawa, Ontario
K2G 6J8

Will McDonald, Chief Procurement Officer, 613-580-2424, ext. 12407
Joanne H. Graham, Manager, Procurement, 613-580-2424, ext. 43679
David Sloan, Manager, Strategic Sourcing, 613-580-2424, ext. 13564

Bids and Tenders

613 -580-2424, ext. 25186 or email to bidresults@ottawa.ca

PIED & CSS Client Unit

Sean Morrison, Senior Policy & Purchasing Officer, 613-580-2424, ext. 14732

Transportation Services Client Unit

David Baird, Senior Policy & Purchasing Officer, 613-580-2424, ext. 25118

ICS, SIP, CCS, CMO & AG Client Unit

Anthony Casimiri, Senior Purchasing & Policy Officer, 613-580-2424, ext. 21064

Construction Client Unit

Sanna D'Ornellas, Senior Policy & Purchasing Officer, 613-580-2424, ext. 14853

PWES & RCFS Client Unit

Cornelio Ledda, Senior Policy & Purchasing Officer, 613-580-2424, ext. 25822

EPS & Boards of Council Client Unit

Colin Tuthill, Senior Policy & Purchasing Officer, 613-580-2424, ext. 15099

There are currently No physical openings tendered

If you require a copy of previous results, please contact the Supply Services by phone at 613-580-2424 x25186 or via email at bidresults@ottawa.ca

French and/or alternative accessible formats available upon request. Please contact the Purchasing Officer/Buyer listed.

Unofficial Adjusted Results (VPM Scored) The unofficial adjusted results for Construction projects will be posted to the individual solicitations at MERX.COM 

The CFTA requires public sector organizations such as the City of Ottawa to post a Notice of Participation if participating in buying groups.

The City of Ottawa participates/intends to participate in the buying groups identified in the link below.  For further information and access to these procurements, please visit the following websites:  www.ottawa.ca - www.merx.ca – www.oca.ca

Canadian Free Trade Agreement (CFTA) Notice of Participation - Buying Groups

Superseded Terms and Conditions

Date	Status	Version ID	Title
September 20, 2017	Superseded	8	General Terms & Conditions
September 24, 2015	Superseded	7	General Terms & Conditions
November 4, 2014	Superseded	6	General Terms & Conditions
January 23, 2013	Superseded	5	General Terms & Conditions
October 31, 2011	Superseded	4	General Terms & Conditions
September 6, 2011	Superseded	3	General Terms & Conditions
May 13, 2011	Superseded	2	General Terms & Conditions
December 14, 2010	Superseded	1	General Terms & Conditions

Active Terms and Conditions