BUYERS MEETING Monday November 14, 2016

City of Ottawa – Host Daryl Banks

100 Constellation Dr.,

Ottawa, ON - Room 424E (City Treasurer’s Boardroom), 4thFloor, East Tower

Meeting Start time: 10:00 a.m.

Parking is free. Parking entrance is near front of the building.

WEBEX

Web

URL:

Password: BUYERS

Phone

Global Call-in: 1-416-915-8942

Access Code: 626 281 345

10:00 a.m. – 11:00 a.m. – Alison Carden from eSolutions Group will be joining us via teleconference to give an overview of their Bids and Tenders Software. I added this to our Agenda as a result of interest expressed to Marina at our last meeting. I intend to offer an opportunity to other software providers at future meetings.

Post Agenda discussion - Group Discussion regarding US Election and NAFTA?

AGENDA ITEMS

  1. Vonnie Caporiccio- Halton Region

What are other municipalities are doing with regards to debriefings on RFP’s. What they are able to disclose.

  1. Garry Tate – Halton Region

There has been some comment that by having a public Tender opening, an agency unintentionally provides a perfect opportunity for Bidders to collude.

Bidders tend to arrive early, make last minute changes to their Bids, submit them and then wait around for the Tender Opening, generally in area of the Tender Opening.

While electronic bid submission should take care of this, with time, have any agencies moved away from public Tender openings?

  1. Daryl Banks – City of Ottawa

Anyone have any experience they would be willing to share having used an NRFP for the purchase of Fleet vehicles or equipment? How were the mandatory, evaluated criteria, and negotiations managed?

  1. Siobhan McCall – Northumberland County

Recently on a regular basis we are experiencing drug shortages (as are other paramedic services), and previously Hospitals were our backup, this is going to be discontinued. I was wondering if other people had experience with this, and what some strategies might be to mitigate this.

  1. Jackie Osti – County of Wellington

Overview of survey held at the Annual Conference regarding Buyers-Managers meeting structure in 2017.

  1. Vendor Management – Halton Region

Does anyone have a formal system where this is tracked and are there consequences such as removing the right for the Contractor to bid for a period of time for some, or all projects?

If yes, do they have a review committee/panel/tribunal comprising various disciplines, e.g. Legal, Purchasing, etc.?