Governance

Board Committees

Are there additional corporate governance structures in place at OECM?

Yes, Board members also participate in three committees that are responsible for reviewing and making recommendations on policy formulation and fiduciary responsibilities, to help OECM achieve its strategic objectives and facilitate Board decision-making and approval on governance. These include the Audit and Finance Committee, Governance and Human Resources Committee and the Customer Council Committee.

Audit and Finance Committee Terms of Reference

1. Structure The Audit & Finance Committee consists of up to 6 Directors appointed by the Board. Committee appointments are... Read more

Governance and Human Resources Committee Terms of Reference

Authority and Accountability The Governance and HR Committee is a standing committee of the board. The committee is accountable for... Read more

Customer Council Committee Terms of Reference 

OECM’s Customer Council Committee (CCC) serves as a direct conduit for customer engagement and influence at the Board level. CCC... Read more

Board of Directors

How is OECM’s Board of Directors structured?

OECM’s Board of Directors plays a key role in governance, policy formulation, and decision-making activities that help OECM achieve its strategic objectives by providing oversight and approving policies to ensure operational excellence.

OECM’s Board currently consists of twelve (12) Directors.

View OECM By-law.

Meet our Board of Directors and learn more about their responsibilities.

How can I join OECM’s Board of Directors?

We are currently looking to fill up to three positions on the Board that are industry experts in the areas of Cybersecurity, Corporate Governance and Government Relations / Advocacy with an independent profile to shape the direction of our business.

Discover more about the Board of Directors Opportunity.

To apply, please complete the OECM Board of Directors Application Package.

We thank all applicants for their interest; however, only those selected for screening and interviews will be contacted. Accommodation is available under the Ontario Human Rights Code. ***

Opportunities for Membership on OECM’s Board of Directors

OECM’s current Board consists of 12 Directors elected for three-year renewable terms. Experience and Qualifications The ideal candidate is a... Read more

Customer Council Committee

What is the role of OECM’s Customer Council Committee?

OECM’s Customer Council Committee (CCC) was established in 2017 to provide strategic input to OECM, regarding our customer-centric services, products... Read more

How does the Customer Council Committee serve OECM?

OECM’s Customer Council Committee (CCC) serves as a direct conduit for customer engagement and influence at the Board level. CCC members provide strategic input to OECM regarding our customer-centric strategy, products and services, customer and supplier relationship management, service delivery approach, and more.

How can I join OECM’s Customer Council Committee?

If you’re interested in offering your senior-level expertise to assist in OECM’s strategic priority of “Customer-Centric Services” at the board level, we want to hear from you.

OECM is currently looking for two (2) executive-level advisory representatives of Ontario’s Broader Public Sector to join our Customer Council Committee.

To apply, please complete the Expression of Interest application.

We thank all applicants for their interest; however, only those selected for screening and interviews will be contacted. Accommodation is available under the Ontario Human Rights Code.

How are Customer Council Committee Members selected?

OECM’s Executive Team, together with the Chair of the CCC oversee the selection of Customer Council Committee members. This involves:

  • Reviewing applications and resumes
  • Identifying a shortlist of qualified candidates to meet with for interviews
  • Interviewing shortlisted candidates
  • Recommending the candidate for Board approval

The Chair of the Board, in consultation with the OECM Executive and the representatives for the specific community, determine the process for filling vacancies.

Who does the Committee report to?

The Committee reports directly to OECM’s Board of Directors, through the Chair of the Committee who is appointed by the Board.

What are Committee members’ obligations?

As a Board Appointed Committee Member, you must be prepared to:

  • Attend a minimum of four (4) meetings a year, each with a duration ranging from two (2) hours to four (4) hours;
  • Represent your specific customer community by committing to either the terms outlined in the CCC Terms of Reference.

Terms

  • For each customer community:
    • 50% of members will be appointed for a maximum 3 year term with the possibility of one 2 year extension
    • 50% of members will be appointed for a maximum 4 year term with the possibility of one 2 year extension

Meetings

  • The Committee meets at least four times each year and may choose to hold additional meetings as necessary to carry out its responsibilities
  • Up to five Board Committee Members may meet with the OECM Executive more frequently in order to manage the Committee agendas, receive reports and determine the priorities to present to the Board of Directors
  • Quorum will be determined by a simple majority of committee members which must include:
    • 4 out of 5 Board members plus
    • 3 of 4 customer groups 
  • Decisions will be made via a simple majority of attendees.

Customer council representatives are eligible for reimbursement of a per-diem and out-of-pocket expenses including travel and accommodation, as per the Director Remuneration Policy.

Opportunities for Membership on OECM’s Customer Council Committee

OECM is currently looking for two (2) executive-level advisory representatives from the Broader Public Sector to join our Customer Council Committee.

Background

In 2017, OECM established the first Customer Council Committee (CCC) as a critical step in our business transformation journey and to support a renewed focus on the customer experience. The Customer Council Committee works to embed OECM’s strategic priority of “Customer-Centric Services” by acting as a “pipeline” for customer engagement and influence at the Board level.  

The goal of the Council is to provide a conduit for integrated Service Governance at the Board level, by creating a forum for executive-level leaders from OECM’s customer communities to provide their strategic input and recommendations regarding:

  • OECM’s business priorities and plans and product and services directions, ensuring alignment with customers’ business priorities and plans.
  • OECM’s Customer Engagement Strategy:
    • OECM’s customer relationship and service delivery plans 
    • The relevance and effectiveness of OECM’s products and services, as well as advice on collaborative sourcing projects deemed as priority within their sectors
    • New lines of business or services
    • OECM’s business performance, including customer satisfaction and retention strategies and assessment
    • Strategic counsel and endorsement of OECM events which promote collaboration amongst and between sectors

The Customer Council Committee consists of up to 21 members:

  • Up to five (5) Board Directors who are appointed as per OECM’s Board Nomination process as articulated under OECM By-Law #1.
  • Up to sixteen (16) senior leaders from OECM’s four customer communities and/or executive level organizations within their community:
    • Up to four (4) from the University Sector
    • Up to four (4) from College Sector
    • Up to four (4) from the School Board Sector
    • Up to four (4) from the Municipal or Broader Public Sector/Not for Profit Sectors

Terms

As a Board Appointed Committee Member:

  • Board Members are appointed as per OECM’s Board Nomination process as articulated under OECM By-Law #1.
  • For each customer community:
    • 50% of members will be appointed for a maximum 3 year term with the possibility of one 2 year extension
    • 50% of members will be appointed for a maximum 4 year term with the possibility of one 2 year extension
  • The Chair, in consultation with the OECM Executive and the representatives for the specific community, will determine the process for filling vacancies.

Review the Customer Council Committee’s Terms of Reference for more details.

Please complete the Expression of Interest application to be considered for membership on OECM’s Customer Council Committee.

Expression of Interest

The Customer Council Committee reports directly to OECM’s Board of Directors through the Chair of the Committee. The Committee provides a forum for senior leaders from OECM’s customer communities to provide strategic input, and make recommendations to OECM regarding:

a) Committee Terms of Reference

b) OECM’s business priorities and plans and product and services directions, ensuring alignment with customers’ business priorities and plans.

c) OECM’s Customer Engagement strategy:

  • OECM’s customer relationship and service delivery plans
  • The relevance and effectiveness of OECM’s products and services, as well as advice on collaborative sourcing projects deemed as priority within their sectors
  • New lines of business or services
  • OECM’s business performance, including customer satisfaction and retention strategies and assessment
  • Strategic counsel and endorsement of OECM events which promote collaboration amongst and between sectors

If you are interested in joining other senior leaders from OECM’s customer communities and being a part of OECM’s Customer Council Committee, please send your expression of interest via email to Sonia Gallo, Director, Communications and Customer Relations at sonia.gallo@oecm.ca. Your email must include your resume and bio.

Upon sharing this information via email, a meeting will be arranged for you with OECM’s Vice-President, Supply Management and Customer Relations, as well as the Chair of the Customer Council Committee. This meeting will provide an opportunity for you to share details regarding your experience and qualifications, what interests you about the Customer Council Committee, and the contributions that you can provide on behalf of your sector.

If you require additional information regarding OECM’s Customer Council Committee, please contact Karen Owen, Vice-President, Supply Management and Customer Relations, at karen.owen@oecm.ca.

We thank all applicants for their interest; however, only those selected for screening and interviews will be contacted. OECM is an inclusive employer. Accommodation is available under the Ontario Human Rights Code.

Organizational Structure

How is OECM structured?

OECM’s corporate governance principles are designed to support our strategic objectives as well as to create value and protect the interests of all our customers. Our senior management team plays a key role in the overall governance of OECM’s businesses by working with the Board of Directors to set strategic directions and policy to assist in their oversight responsibilities.

Marketplace

End-User Computing Devices and Services

What End-User Computing Devices and Services are available through OECM?

Thanks to input from OECM’s customers, the End-User Computing Devices and Services agreement delivers a wide range of products and services including:

  • Hundreds of new products – from desktops, laptops and tablets to peripherals and accessories;
  • Asset tagging and imaging;
  • Comprehensive warranty services.

For quick snapshots of the available offerings, download our supplier partners’ agreement highlights:

What is the advantage of buying through OECM?

At OECM, we offer our customers Savings, Choice and Service, as follows:

  • Voluntary access to our Marketplace, with no spend or volume commitment;
  • Continuously increasing choice of a wide range of collaboratively-sourced and competitively-priced products and services available through our Marketplace;
  • Advisory services, business analytics and opportunities for knowledge sharing;
  • A fair, open and transparent procurement process to ensure compliance with BPS Procurement Directives; CETA and CFTA
  • Cost-efficient and time-saving way to meet your organization’s procurement needs.

What are the benefits of having multiple suppliers to choose from?

More suppliers mean more choices for you. This message was heard loud and clear from our customer base when developing the EUC RFP. Consequently, the RFP stated “It is OECM’s goal to meet Client’s business needs by offering flexibility as represented through our marketplace of products and services. Through OECM’s constant dedication to the pillars of savings, choice, and service, OECM may through this RFP process enter into multi-Supplier Master Agreements (“Agreement”) with qualified Suppliers for the provision of Deliverables, each proposing different Original Equipment Manufacturers (“OEMs”) for fixed and mobile device Resources.”

OECM’s goal is to provide customers with the best available options to help meet their business needs.

Most customers have standardized IT desktop/laptop devices addressing security, privacy, budgets, technology refresh cycle, imaging, training, performance, application management, planning, rollout supportability, troubleshooting, etc. to one particular OEM for their core IT business requirements. They may, however, require other non-core IT products (e.g., accessories, small printers, etc.). If so, they have a choice to use the other OECM EUC suppliers to fulfill these needs.

When did OECM post the End-User Computing Devices and Services RFP?

The non-binding RFP for End-User Computing Devices and Services was posted on the Ontario Tendering Portal on September 8, 2016.

How did OECM determine the specific End-User Computing Devices and Services to be included in the new agreement?

While developing the RFP, we gained insight from our customers who have been buying similar products and services through OECM’s Marketplace for the last several years:

  • Customers completed surveys;
  • Our sector Advisory Groups provided feedback;
  • Our Customer Focus Group helped to define and refine the specific business needs. This group also evaluated the supplier proposals.

Are OECM’s procurements compliant with the Ontario Broader Public Sector Procurement Directive?

Yes, OECM is compliant and follows the Ontario Broader Public Sector (BPS) Procurement Directive for all procurements. More information about OECM’s external and internal procurement policies can be found through the Strategic Sourcing section of the OECM website.

Can I use all three suppliers of the End-User Computing Devices and Services whenever I like?

To truly gain a competitive advantage, OECM strongly believes it’s advantageous for your organization to streamline with a single strategic supplier partner, for core requirements, wherever possible. This approach ensures a strong, value-added relationship with many advantages, including: exceptional supplier responsiveness; improved interoperability; immediate access to innovation and new technology; time and cost-saving process improvements, and access to training, and more.

OECM is available to provide analysis based on core product requirements and identify the strategic supplier partner best suited to meet your short, medium and long-term goals.

If I do not see my particular product or service specification listed, does that mean it is not available?

We structure agreements to be very flexible in meeting an organization’s specific requirements. All business grade computing devices, for example, are available for purchase. If you have questions about your specific requirements, please contact OECM or your preferred supplier partner for assistance.

What about prices?

OECM’s EUC agreements have maximum rates or minimum discounts. All purchases will be priced according to your organization’s specification(s), including the applicable minimum discount. Larger orders, or a commitment to a strategic supplier partner, may qualify for better pricing.

For more information, please contact our dedicated Customer Support Team at customersupport@oecm.ca or 1-844-OECM-900 (1-844-632-6900).

I want to make sure I get the best value for my organization. How do I get the best solution and pricing?

Customers are encouraged to request pricing specific to their needs (e.g., large one-time order, specialized products and services, etc.). Contact the supplier for a quote.

I’m a new customer to OECM. How do I buy End-User Computing Devices and Services and other products and services I may be interested in, through OECM?

There is no membership, user or any other fees associated with OECM’s Marketplace of products and services. Just follow these simple steps to start the buying process:

  1. Create an OECM account. If you are eligible to access OECM’s marketplace, create your OECM account by clicking the Register Today button through the Sign In / Create New Account link in the top right corner and completing the registration form.
  2. Activate your OECM account. Once you have created a new account, you will receive a confirmation email when your account has been approved. Click the activation link provided in the email.
  3. Access the OECM Marketplace. After your account has been activated, access OECM’s marketplace of agreements.
  4. Signing a non-disclosure agreement (NDA). For End-User Computing Devices and Services Agreement, an NDA needs to be signed before OECM can share the information package (including signed Master Agreements and Price Lists), you can also reach to the supplier(s) directly and obtain information from them. To obtain a blank NDA template, please contact our dedicated Customer Support Team at customersupport@oecm.ca or 1-844-OECM-900 (1-844-632-6900).
  5. Browse agreements and begin purchasing. To begin purchasing, download, print, and complete the Customer Supplier Agreement (CSA) and send directly to the supplier partner for their signature. Once signed by both parties, send a copy of the signed CSA to customersupport@oecm.ca.

For more information, please contact our dedicated Customer Support Team at customersupport@oecm.ca or 1-844-OECM-900 (1-844-632-6900).

Do we need a membership or do we have to pay a fee before we can access OECM’s marketplace of products and services?

No, there is no membership or other fee to use OECM’s Marketplace of product and service agreements.

Who at OECM should I contact if I have questions or need help along the way?

Please contact our dedicated Customer Support Team at customersupport@oecm.ca or 1-844-OECM-900 (1-844-632-6900).

IT Software Platform and Related Services (for ITSM and ESM)

Which IT Software Platform and Related Services are available through OECM?

The IT Software Platform and Related Services agreement delivers a wide range of IT related products and services, including:

  • A set of defined Out of The Box (OOTB) functionalities that are provided as standard, thereby forming a base bundle and are included in the subscription pricing; and,
  • Another set of additional functionalities that the Software Platforms support but are not included in the base pricing, as their utilization will vary from Customer to Customer.

The services available through our IT Software Platform and Related Services (for ITSM and ESM) are based on ITIL Version 3 or above, and the agreements include:

  • A commercially off the shelf (COTS) Software Platform that is configurable and, as required, customizable with defined mandatory and additional functionalities to meet the Customer’s needs;
  • Scalability across the enterprise;
  • Services available through Fixed, Floating and Enterprise subscription models and hosting options on a Software as a Service (SaaS) and/or on-Premise models;
  • Optional Training and Implementation support services;
  • Privacy risk assessment, vulnerability assessment and penetration testing and threat risk assessment;
  • Infrastructure and application support including Software Platform Maintenance, ongoing customer support and account management; and,
  • Service support as per Service Level Agreement (SLA) and Key Performance Indicator (KPI) metrics;

Who are the supplier partners who provide IT Software Platform and Related Services?

  • Deloitte Inc.
  • Fujitsu Consulting (Canada) Inc.
  • Logitek Technology Ltd.
  • SuMO IT Solutions Inc.
  • TOPdesk Canada Inc

For quick snapshots of each of the supplier partners’ offerings, please download our supplier partners’ agreement highlights through the OECM website: https://oecm.ca/it-software-platform-and-related-services-for-itsm-and-esm

For more information, contact our dedicated Customer Support Team at customersupport@oecm.ca or 1-844-OECM-900 (1-844-632-6900). You may also contact the supplier(s) of your choice directly.

How was the RFP developed? Which products were included in the IT Software Platform and Related Services agreement?

While developing the RFP, OECM gained insight from our customers through:

  • Customer feedback gained through Customer survey;
  • Sector Advisory Groups feedback through our project advisory committee comprising of:
    • Carleton University;
    • Queen’s University;
    • St. Lawrence College;
    • Seneca College; and,
    • Trent University.;
  • Customer Focus Group helped to define the specific business needs. This group also evaluated the supplier proposals.

Please note that OECM follows the Ontario BPS Procurement Directive for all of its procurements. More information about OECM’s external and internal procurement policies can be found at oecm.ca in About OECM.

What is the term of the agreement for IT Software Platform and Related Services?

The Term is intended to be for five (5) years, with an option in favour of OECM to extend the Term on the same terms and conditions for up to three (3) additional years.

When did OECM post the IT Software Platform and Related Services RFP?

The non-binding RFP for IT Software Platform and Related Services was posted on the Ontario Tendering Portal on May 14, 2020.

What are the benefits of having multiple suppliers to choose from?

More suppliers means more choices for you:

  • Access to 3 different software platforms (ServiceNow, TopDesk and Marval Service Management) via five (5) awarded Supplier partners;
  • 24/7 support, technical assistance, and maintenance services;
  • Software updates, current and past version support of the Software Platform;
  • Access to optional maintenance, implementation, training, and additional services;
  • Highly competitive pricing with fixed maximum pricing;
  • An optional second stage process to help you with your custom requirements, the scope of work and Service Level Agreements; and,
  • Documents included as a package to help you get started, for example, the Software platform roadmaps, Frequently Asked Questions, Summary of Resource offering for every awarded Supplier.

Please see our IT Software Platform and Related Services Agreement for more information https://oecm.ca/it-software-platform-and-related-services-for-itsm-and-esm.

After I sign an agreement, can I use all five (5) suppliers of the IT Software Platform and Related Services whenever I like?

While there are no restrictions to using multiple supplier partners, OECM strongly believes it’s advantageous for your organization to streamline with a single strategic supplier partner, for core requirements, wherever possible. This approach ensures a strong, value-added relationship with many advantages, including: exceptional supplier responsiveness; improved interoperability; immediate access to innovation and new technology; time and cost-saving process improvements, and access to training, and more.

OECM is available to provide analysis based on core Resource requirements and identify the strategic supplier partner best suited to meet your short, medium and long-term service management goals.

If I do not see service specification listed, does that mean it is not available in IT Software Platform and Related Services?

The IT Software Platform and Related Services agreement allows flexibility in meeting your specific requirements. This agreement has been developed for OECM Customers across the province, offering the ability to purchase an ITSM/ESM Software Platform and Related Services that meet their unique Customer requirements and reduce the costs of competitive procurement processes on an ongoing basis.

For more information or questions about your specific requirements, please contact our dedicated Customer Support Team at customersupport@oecm.ca or 1-844-OECM-900 (1-844-632-6900). You may also contact the supplier(s) of your choice directly.

What are the prices for IT Software Platform and Related Services products and services?

Prices include maximum rates applied to IT Software Platform and Related Services subscription, maintenance, training and role-based consultancy. All purchases will be quoted according to your organization’s specification(s). Larger volume subscriptions may qualify for greater discounts and savings. A price list for each supplier partner is available through the OECM website https://oecm.ca/it-software-platform-and-related-services-for-itsm-and-esm.

I want to make sure I receive value for my organization. How do I get the optimum solution and pricing?

Customers are encouraged to request pricing specific to their needs (e.g., Customized project requirements, specific functionalities, hosting requirements, maintenance, implementation support, specific training needs and additional service level requirements etc.). Contact the supplier for a quote.

In the Master Agreements there are references made to OEM’s Use Authorization Agreement. Where can I find the Use Authorization Agreement?

Please note that some OEMs will be required to sign an OEM’s User Authorization Agreement, please reach out to your Supplier Partner for the detailed document to be appended to the CSA at the time of CSA execution.

Are OECM’s procurements compliant with the Ontario Broader Public Sector Procurement Directive?

Yes, OECM follows the Ontario Broader Public Sector (BPS) Procurement Directive for all procurements. More information about OECM’s external and internal procurement policies can be found on the OECM Marketplace website in the About Us section.

I’m a new customer to OECM. How do I leverage the IT Software Platform and Related Services?

There is no membership, or any other fees associated with OECM’s Marketplace. To start leveraging this OECM agreement, please follow these simple steps:

  1. Create an OECM account. Sign up for your OECM account and complete the registration form.
  2. Activate your OECM account. Once you have created a new account, you will receive a confirmation email when your account has been approved. Click the activation link provided in the email.
  3. Access the OECM Marketplace. After your account has been activated, access OECM’s marketplace of agreements. Once you’ve logged in, you can access the Master Agreements, Price Lists, and other agreement-related documents. You can also reach out to the supplier(s) and obtain information directly from them.
  4. Browse agreements and begin purchasing. To begin purchasing, download, print, and complete the Customer Supplier Agreement (CSA) related to the supplier and agreement that you are interested in. Send directly to the supplier partner for their review and signature. Once signed by both parties, send a copy of the signed CSA to customersupport@oecm.ca.

What is the membership or other fees to access OECM’s marketplace of products and services?

There is no membership or other fees to customers who wish to leverage OECM agreements through our online Marketplace of Products and Services.

What are the advantages of purchasing through OECM?

At OECM, we deliver Savings, Choice and Service.

  • Access to Marketplace, with no spend or volume commitment;
  • Continuously increasing choice with a wide range of collaboratively sourced and competitively priced products and services;
  • Advisory services, business analytics and opportunities for knowledge sharing;
  • A fair, open and transparent procurement process to ensure compliance with BPS Procurement Directives; CETA and CFTA
  • OECM follows the Ontario Broader Public Sector (BPS) Procurement Directive for all procurements. More information about OECM’s external and internal procurement policies can be found on the OECM Marketplace website in the About Us section.
  • Cost-efficient and time-saving to meet your organization’s procurement needs.

Who at OECM should I contact if I have questions or need help along the way?

Please contact our dedicated Customer Support Team at customersupport@oecm.ca or 1-844-OECM-900 (1-844-632-6900).

Supplier Recognition Program

Evaluation

What are the evaluation criteria for the program?

The generic evaluation criteria can be found in the Supplier Recognition Guidebook. Each evaluation criterion will have its own measurement based on the type of agreement category.

How will OECM collect the data from customers on supplier partner performance?

OECM will provide suppliers a survey link to be shared with customers at least once a year on active customers (with spend). OECM suggests sending the survey to customers every quarter or upon completion of a project. These results will be used to calculate the Net Promotor Score (NPS) used for the customer feedback evaluation criterion. OECM will also work closely with customers and suppliers to obtain customer feedback through feedback mechanisms such as business review meetings, workshops, a community of practice (as applicable), surveys, and other communication avenues. After each customer engagement, OECM will request a Net Promoter Score. Customers are also encouraged to reach out to OECM directly to share data and information on supplier performance.

How were supplier partners engaged in establishing Key Performance Indicators (KPI)?

OECM conducts supplier partner consultations, and in the planning stage of each RFP, Key Performance Indicators (KPIs) are discussed together with supplier partners to determine what industry standards and customer expectations are. KPIs are finalized in the negotiation stages of each Master Agreement and stipulated in each supplier partner’s executed Master Agreement.

Does Supplier Recognition Program (SRP) evaluation depend on spend?

Agreement growth efforts that compare the current evaluation period spend against previous evaluation period spend is one of the program’s evaluation criteria. It is out of 5 points to recognize our supplier partners’ efforts in promoting our partnership and growing the agreement.

How are customer savings being measured?

OECM will establish a savings methodology for each agreement category. However, please note that savings methodologies and their measurements will vary depending on the nature of the agreement category and products and/or services being provided under each agreement category.

Would OECM conduct a survey with customers to obtain ratings for customer feedback evaluation criterion?

Yes, surveys (Net Promoter Score, NPS) are a customer feedback mechanism that OECM will use to evaluate customer feedback evaluation criterion. These will be gathered directly via the customer and indirectly via the supplier from the customer.

How will supplier partners with no activity (i.e., no CSA and no spend) be evaluated for the program?

Supplier partners with no CSA and no spend by the end of the Supplier Recognition Program (SRP) evaluation period (December 31) cannot be evaluated for the applicable program as there is not sufficient data to conduct the evaluation.

Guidebook

Where can supplier partners access the guidebook?

A copy of the Supplier Recognition Guidebook will be emailed to you by your Supplier Relationship Management team. If you do not have a copy of the guidebook, please reach out to your designated Supplier Relationship Manager.

Would there be any category-wise support or guidebook of success factors?

OECM’s Supplier Relationship Management team will be happy to answer all supplier partner questions and provide support.

Participation

Who should supplier partners contact to participate in the program?

Any supplier partner with an agreement awarded after June 1, 2019 is automatically enrolled in the program. For any other supplier partner with an agreement awarded prior to this date, the deadline to confirm your participation in the 2023 SRP is on March 24, 2023. Please contact your Supplier Relationship Management Team if you missed the deadline.

What are the eligibility criteria for a supplier to enroll in the Supplier Recognition Program (SRP)?

Supplier partners whose agreements are valid in the SRP evaluation period are eligible to participate in each year’s SRP. For instance, a supplier partner with an agreement awarded prior to January 1, 2024, and expires after December 31, 2022 is eligible to participate in the 2023 SRP.

Do supplier partners need to provide their consent to participate in the program every year?

For supplier partners with agreements awarded prior to June 2019, OECM must obtain consent from them every year as participation is optional. There is no SRP language stipulated in their Master Agreements. Any other supplier partner with agreements awarded after June 2019 is automatically enrolled in the program.

If an agreement gets extended, does a supplier partner need to opt-in to the program if consent to participate was provided before an extension?

Regardless of the extension period, supplier partners with agreements awarded prior to June 2019 will need to provide their consent to participate in the Supplier Recognition Program (SRP) every year as the program resumes annually.

Results

How will customers know the actual scores of supplier partners?

The numeric value of supplier partner scores will not be disclosed to customers. However, the rankings (i.e., Platinum, Gold, Silver) will be.

Can supplier partners put their awarded Recognition Level on their marketing material?

Yes, supplier partners can use their awarded Recognition Level on their marketing material but are requested to work with OECM to ensure proper use.

How will OECM support supplier partners who have a score below 70?

OECM will meet with supplier partners who score below 70 and work to build a performance improvement plan that increases supplier partner performance and provides greater value for customers.

How long would the recognition level last for?

The 2023 Supplier Recognition Program (SRP) recognition levels will be valid until March 31, 2025.

Will current recognition level from the 2021 program still be valid or promoted throughout 2022?

Yes, recognition levels from the 2021 Supplier Recognition Program (SRP) will be available on our website until the 2022 SRP results are announced in April 2023.

Will OECM share Net Promoter Score (NPS) with supplier partners?

Yes, OECM will share NPS and qualitative responses received from customers and suppliers with our supplier partners. However, OECM will only share the names of the customer organizations if customers have provided their consent to share such information.

On the OECM website, should customers prefer supplier partners with recognition levels over supplier partners without recognition levels?

Customers should not prefer supplier partners with recognition levels over supplier partners without recognition levels. The Supplier Recognition Program (SRP) aims to drive long-term performance improvements by recognizing and motivating supplier partners to deliver continued savings, value, choice, and service to our customers. The recognition levels on the OECM website are from the 2021 SRP, and supplier partners without recognition levels may indicate that they did not participate in the program.

How does recognition level equate to incentives being provided to supplier partners with recognition?

Depending on recognition level, awarded supplier partners will be referenced on OECM Marketplace, be mentioned in OECM marketing materials, and have more promotional outreach opportunities through the OECM website. Furthermore, awarded supplier partners will receive an OECM letter of recognition and custom plaque recognition depending on their recognition levels. Specific benefits depending on recognition level can be found in the guidebook.

Trade Agreements

Bid Dispute

How does OECM align to the bid dispute resolution stages per the Ontario government’s Bid Dispute Resolution Guide for Public Sector Organizations?

There are two important bid dispute resolution stages outlined in the Province’s Bid Dispute Resolution Guide; Stage 1 Consultations and Stage 2 Formal Bid Dispute Resolution Process. The Province’s Bid Dispute Resolution Guide was developed in accordance with the bid dispute requirements in the CFTA and the CETA. The table below outlines how OECM aligns with the stages.

Stage Guide Requirement OECM Process and Alignment
Stage 1
Consultations
Supplier Consultations  






RFX Question and Answer Periods



OECM engages suppliers early in the sourcing project process by conducting supplier consultations. The supplier consultation process provides OECM with knowledge, expertise, insight into market trends, and signals the industry that an RFX is being planned.

After issuing the RFX, OECM also holds an information session for potential suppliers which provides an opportunity for them to enhance their understanding of the RFX.

In all RFX documents, OECM has two question and answer periods – where suppliers can ask questions on the RFX document. These question and answer periods provide ample opportunity for the suppliers to raise questions or concerns and address issues related to the procurement document.
Debriefing Meeting Once the award announcement has been made, OECM allows bidders (successful and unsuccessful) sixty (60) calendar days to request a debriefing (per the BPS Procurement Directive). These meetings provide an opportunity to discuss the strengths and weaknesses of a supplier’s submission.
Stage 2
Formal Bid Dispute Resolution Process
A supplier who is not satisfied after the stage 1 process should be provided with an opportunity to submit a complaint to the Review Body.OECM has a bid dispute process to respond to complaints from suppliers that ensures they are addressed and resolved promptly, efficiently and in accordance with the CFTA and CETA requirements.

The Ontario government is currently developing a new Vendor of Record (“VOR”) arrangement for bid dispute processes whereby public sector organizations will have access to independent, third party review. The anticipated implementation date is summer 2018 and further details will be shared in the future, following which OECM will confirm if it will adopt the Province’s VOR arrangement for bid dispute resolution.

Buying Group

Is OECM considered a Buying Group?

The Trade Agreements and the BPS Procurement Directive recognize collaborative procurements as a coordinated event that facilitates purchasing on behalf of multiple organizations. Based on the BPS Procurement Directive Implementation Guidebook, collaborative procurement may be facilitated by, but not limited to, Buying Groups, Group Purchasing Organizations (“GPO”) and Shared Service Organizations (“SSO”).

OECM is an independent, non-profit, collaborative sourcing organization that leverages the collective purchasing power of its client members. The OECM structure is substantially a hybrid between a SSO and a GPO structure.

While OECM does not require upfront commitment for RFXs, OECM does ensure that:

  • All RFX projects are conducted in an open, fair, transparent, and competitive manner and meet Trade Agreement and BPS Procurement Directive requirements.
  • All eligible client members are listed in the solicitation document. Client members that have contributed to the development to the document are named in the RFX, provided they are in agreement to be named.
  • Historical volumes are included in retenders.
  • The use of a second stage selection process is referenced in the RFX and in resulting agreement(s).

Compliance

What steps has OECM taken to ensure compliance with the CFTA and CETA?

OECM conducts open, fair, transparent, and competitive procurements and OECM has taken the following steps under the guidance of legal counsel:

  • All RFXs have been updated to include a statement that the procurement is subject to Chapter Five – Government Procurement of the CFTA and Chapter Nineteen of the CETA, if and when applicable;
  • Tender notices have been updated to conform to Article 506 of the CFTA and Article 19.6 of the CETA; and,
  • Award notices have been updated to conform to Article 516 of the CFTA and Article 19.15 of the CETA.

Debriefings

How does OECM satisfy the requirements for a debrief session for unsuccessful bidders?

All bidders who participate in a procurement opportunity are offered a debriefing by OECM. Once the award announcement has been made, OECM allows bidders sixty (60) calendar days to request a debriefing (per the BPS Procurement Directive). During a debrief, OECM provides the name of the successful suppliers and the strengths and weaknesses of the bidder’s proposal. OECM also elicits feedback from bidders in order to continually improve the procurement process.

Negotiations and Posting Awards

Does OECM use negotiations as part of their evaluation process?

Yes, OECM primarily uses a non-binding procurement process for our sourcing projects. As such, part of the evaluation process may include negotiations and the details are published in the tendering notice and RFX document.

Does OECM publish award notifications?

Yes, OECM’s standard practice is to publish an award notification on the electronic tendering system where the RFX was posted. OECM publishes award notices within seventy two (72) calendar days of award. This complies with the trade agreement obligations.

The award notification also includes all information required by CFTA Article 516 and CETA Article 19.15.

Other

Is there anything else OECM can do to provide clarity to the trade agreement requirements related to buying group?

Yes, OECM is in discussions with the Ontario Ministry of Government and Consumer Services, Supply Ontario to adopt a consistent approach to addressing buying group requirements and to provide clarification to OECM’s client members which will support the continued increased use of collaborative agreements, including OECMs.

Posting Procurement Opportunities

What information does OECM include in its notice of procurement to comply with the trade agreements?

OECM ensures compliance with trade agreements by including the following information in its notice of procurement:

  • Contact information
  • Description of the procurement
  • Goods/services to be procured
  • Timelines
  • Address and final date
  • Date, time, place of the submission
  • Conditions for suppliers
  • Notice of compliance with CFTA and CETA
  • Procurement method (including negotiations, if applicable)
  • Language

How long does OECM post their RFX opportunities for?

OECM posts RFX opportunities for a minimum of thirty (30) calendar days on a public electronic tendering platform.

Under CFTA there is no minimum posting time required. The posting time must be reasonable in the circumstances of the RFX opportunity.

Under CETA open procurement opportunities must be posted for a minimum of forty (40) calendar days. However, in accordance with Article 19.10 – Time Period, OECM may reduce posting time by a total of fifteen (15) days as bids are posted electronically (5 days), all documents are available electronically from the date of notice of publication (5 days) and received electronically (5 days).

In addition, OECM engages the supplier market in the procurement planning stage via supplier consultations and issues a notice of procurement in advance of the upcoming RFX opportunities.

Reporting

How will OECM assist its client members to meet the new reporting requirements?

The specific details of the reporting requirements and the manner in which data will be provided are still being worked out by the provincial government. However, we do know that annually organizations will be required to report on the number and aggregate value of the contracts (open and non-competitive) for goods, services and construction conducted above the trade agreement thresholds.

For the past five (5) years, on an annual basis OECM has provided client members in the education sector with collaborative spend data on each OECM agreement in which they participate. OECM can also provide other BPS entities utilizing the agreements with their collaborative spend data, upon request.

The Province has indicated that it expects to start collection and reporting on the first set of data in 2018. Once reporting details are finalized, OECM will assist client members with reporting requirements related to OECM agreement use.

Second Stage Selection

What is OECM’s second stage selection process?

OECM issues an RFX document based on the requirements identified by client members and may award agreements to multiple suppliers. OECM signs a Master Agreement (“MA”) with successful suppliers, and OECM client members can sign a Client-Supplier Agreement (“CSA”) with the supplier(s) and obtain products and/or services on the terms, conditions, and (maximum) rates set out in the MA.

Second stage selection processes are identified in the RFX document(s).

As a best practice it is strongly recommended that the client member use the second stage selection process (i.e. called a Quick Quote (“QQ”) process at OECM) in accordance with their internal policies, procurement processes, procedures and potential dollar value of their purchase to obtain a quote for their specific requirements.

OECM can facilitate this process by assisting in development of the QQ document with your specific requirements and managing the receipt and compilation of supplier quotes for evaluation.

To provide additional support to the second stage selection process OECM is currently developing a user guide and templates to assist and streamline the process.

Tender Notices

How does OECM post tender notices?

OECM uses the Ontario Tenders Portal (“OTP”) to post its RFX documents. Additionally, a tender notice is posted on MERX™ and Biddingo advising suppliers of the opportunity and directing them to OTP’s website for the RFX package.

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