Understand the Procurement Process
Find out what opportunities are available to do business with the City.
*IMPORTANT NOTICE – Transition to City’s new Source-to-pay tool – SAP Ariba
As part of the City’s transformation of its supply-chain operations, Purchasing and Materials Management is launching the online source-to-pay tool SAP Ariba this fall for sourcing and contract management. SAP Ariba will enable web-based collaboration and improved communication between the City and its suppliers, resulting in a better customer experience. More details.
What is procurement?
Procurement is the act of acquiring and sourcing goods and services through various processes and other strategic activities. The City procures most of its goods and services on behalf of the 44 divisions, and designated agencies and corporations through open, fair and transparent competitive processes to ensure the best possible value for the taxpayers of the City of Toronto.
What is a call document?
The City issues a call document when requesting bids for goods and/or services.
Call documents from the City of Toronto are issued as Request for Proposals, Request for Quotations, and Tenders with or without blueprint drawings.
What is a Request for Quotation call document?
A Request for Quotation (RFQ) call document is issued by the City when the good or service required can be precisely specified in the initial call document.
What is a Request for Proposal call document?
A Request for Proposal (RFP) call document is issued by the City when a procurement need is identified, but how it will be achieved is unknown at the outset. An RFP allows suppliers to propose solutions or delivery methods to arrive at the desired result.
What is a Tender call document?
A Tender call document is a request for bids for the purchase of construction supplies and/or services. These call documents are usually of high dollar value.
Tender call documents are issued with and without blue print drawings.
There are several important details on policy and legislation governing the procurement process at the City of Toronto. These can be reviewed here: Purchasing Policies & Legislation.
Vendors are also expected to conform to the City’s Fair Wage Policy.
Lastly, vendors must not communicate with members of Council and their staff about a procurement. You may contact a City employee who is named as the point of contact in the procurement document. You must not contact any other City staff or officials about a procurement. For more information, see the Lobbyist Registrar’s Interpretation Bulletin, Lobbying and Procurements or contact the Office of the Lobbyist Registrar at 416-338-5858, firstname.lastname@example.org.
To ensure you’re kept up to date on the latest opportunities, vendors can join the Vendor Registration System free of charge. The Vendor Registration System allows vendors to register their information in the database of the Online Call Document System and sign up for specific commodities that are relevant to their businesses so that they receive automatic notifications of new business opportunities posted to the Online Call Document System.
Tip: Following registration, potential vendors should save their profile information and bookmark the page to return to their profile in the future.
Information sessions are available to understand how to do business with the City, covering:
- City of Toronto purchasing activity
- Role of the Purchasing & Materials Management Division
- Online Call Document System
- The bid process
- Purchase orders or contracts
- Approvals to award contracts
Vendor information sessions have been scheduled for the first Tuesday of every month for the following dates for 2018:
- February 6, 2018
- March 6, 2018
- April 3, 2018
- May 1, 2018
- June 5, 2018
- July 3, 2018
- August 7, 2018
- September 4, 2018
- October 2, 2018
- November 6, 2018
- December 4, 2018
To register for an information session, please email email@example.com or call 416-392-7353 at least 48 hours prior to the scheduled date.
As part of its construction contract management and construction tendering process, as well as its ongoing commitment to health and safety, the City is endorsing and adopting the Certificate of Recognition Program (COR™) to reaffirm and demonstrate the commitment to safety and the provision of safe working environments for contractors, employees and residents.
For more information on COR, please visit IHSA – Certificate of Recognition (COR™)