Open Competitive Procurement

Open competitive procurement is a transparent and accountable process through which a public-sector organization invites proposals from multiple suppliers to fulfill a specific need. This approach ensures that goods and services are acquired fairly, competitively, and transparently, securing the best value.

Key Characteristics

Public Posting: Opportunities are advertised publicly, typically on an electronic tendering system like MERX, ensuring all potential suppliers have equal access to the information
Non-Discrimination: All eligible suppliers have an equal opportunity to compete, with no unfair barriers that might exclude qualified candidates
Transparency: The procurement process, evaluation criteria, and selection methodology are clearly communicated to all participants
Compliance: Open competitive procurement is governed by legislation and trade agreements, including the Broader Public Sector Procurement Directive, the Canada-European Union Comprehensive Economic and Trade Agreement (CETA), and the Canadian Free Trade Agreement (CFTA)

Purchases of goods and services valued at $100,000 or more must be accessible to all qualified suppliers in the market. These purchases are to be issued through open tender calls by a designated Contracting Authority at the University of Toronto, on behalf of its Faculties, Divisions, and Departments.

University of Toronto Contracting Authorities

Central Procurement Services Department
St. George Campus – Facilities & Services Department
University Planning, Design & Construction Department
University of Toronto Mississauga Procurement Department
University of Toronto Scarborough Financial Services Department

To initiate the open competitive procurement process, submit a formal request by one of the following methods:

Central Procurement Services Department-Led Projects: Submit a Competitive Bid Request
UTM Procurement-Led Projects: Email procurement.utm@utoronto.ca
UTSC Procurement-Led Projects: Email susan.dyson@utoronto.ca

A Procurement Lead will contact you to discuss your needs and guide you through the University’s open competitive procurement process.

Introduction to the Open Competitive Procurement Process

The open competitive procurement process typically requires a minimum of four months to complete. Timelines may vary based on factors such as project complexity, sourcing strategy, market conditions, and vendor response times. To support timely project completion, departments should initiate the process as early as possible, allowing sufficient time for thorough planning and minimizing potential delays.

Early engagement with the Procurement Lead is essential. The Procurement Lead is dedicated to guiding each phase of the process, from initial planning to post-award, ensuring that all requirements are met and potential challenges are addressed. This proactive approach facilitates a smooth and successful procurement experience.

Outlined below are the roles and responsibilities for each phase of a standard Open Competitive Procurement Project:

PHASE 1: PLANNING

Determine project objectives, desired outcomes, budget availability, needs, value, and potential suppliers
Identify participants, including subject matter experts for specification development (i.e., technical requirements)
Consult with the Central Procurement Services Department or Local Contracting Authority for guidance as needed
Completing the Competitive Bid Request form with all required information
Attend the project kick-off meeting
Review technical and financial information, as well as the RFx document, prior to posting
Establish a timeline that includes key milestones and identifies any factors that could impact these timelines

Client Lead Role

Procurement Lead Role

Serves as the main client representative, working closely with the assigned Procurement Lead throughout the open competitive procurement process
Identifies subject matter experts, reviewers, evaluators (minimum of 3) and negotiators
Collaborates on identifying the most appropriate sourcing strategy for the intended procurement
Ensures funding is available and approvals are obtained to proceed with the open competitive procurement process
Contacts the appropriate Contracting Authority to initiate the Procurement Process form
Provides relevant statement of work, technical and financial information

Leads the project, ensuring compliance with all procurement policy and legislative requirements
Schedules the project kick-off meeting and advises on the most suitable sourcing strategy, process, expectations, timelines, and requirements
Drafts the open competitive procurement documents
Consults with IT and coordinates the Information Risk and Risk Management (IRRM) assessment, if applicable
Finalizes all open competitive procurement documents and reviews it with the Client lead to ensure accuracy of all relevant information
Obtains Client lead approval prior to posting

PHASE 2: TENDERING

Post the procurement document to MERX and Bonfire (electronic tendering systems) for the required number of calendar days
Coordinate site visits if required
Develop and post responses to questions from bidders before the closing deadline

Client Lead Role	Procurement Lead Role
Ensures compliance with black-out period requirements, refraining from communication with potential bidders Provides responses to bidder questions to the Procurement Lead, who handles all bidder communication Coordinates bidder site visits as needed or applicable	Issues the open competitive procurement documents on MERX and creates the Bonfire submission link Monitors and addresses bidder questions Posts addenda, if applicable Attends site visits or bidder meetings, if required

PHASE 3: EVALUATION

Conduct a kick-off meeting to review the evaluation process and provide instructions for using the online evaluation tool, Bonfire
Conduct an initial review of submissions before releasing proposals to the evaluation committee via Bonfire
Organize a consensus meeting to review individual scores, finalize overall scores, determine which bidders will proceed to the next phase, and schedule interviews, demonstrations, or presentations if needed
Conduct bidder reference checks

Client Lead Role

Procurement Lead Role

Completes evaluations independently using Bonfire
May serve as an evaluator or ensures evaluators follow the evaluation guide and instructions
Attends consensus meetings, presentations, and/or interviews (if required)
Provides names of additional observers/evaluators for demos or bidder presentations
Participates in reference checks
Confirms bidder selection after the evaluation process is completed

Leads the evaluation kick-off meeting
Provides a project-specific evaluation guide and relevant training on the evaluation process
After individual evaluations are completed in Bonfire, conducts the price evaluation
Generates evaluation scoring summary
Facilitates the consensus meeting (if applicable) and finalizes the consensus scores
Coordinates any required demonstrations or presentations once the bidder(s) has been selected
Requests the Privacy and Security Assessment after confirming the selected bidder (if applicable)
Conducts reference checks
Notifies evaluators of the selected bidder(s)

PHASE 4: NEGOTIATION

Prepare negotiation requirements, including business terms and conditions
If necessary, the Information Security team will conduct the IRRM process for the selected bidder
Meet with the selected bidder to finalize business requirements and review the draft agreement, addressing any material changes; involve other internal stakeholders, such as Legal, as needed
Negotiation is a valuable step in achieving mutually beneficial outcomes, clarifying scope before finalizing the contract and ensuring the best value and terms

Client Lead Role

Procurement Lead Role

Provides negotiation requirements
Responds to questions from the Risk and Assessment Team for the IRRM (if applicable)
Participates in meetings with the selected bidder
Facilitates internal business decisions during negotiations
Reviews the draft agreement before sending it to the selected bidder

Facilitates Information Risk and Risk Management (IRRM) and Supply Chain Risk assessments for hardware purchases, if applicable
(Note: This process may take 4+ weeks)
Consolidates negotiation requirements
Invites the selected bidder to enter negotiations
Reviews contract changes submitted by the selected bidder and consults with legal if needed (*Note: Material changes requested by the bidder may require additional legal review, which could take 4+ weeks)
Drafts the agreement based on successful negotiations
Circulates the agreement for internal review and approval
Sends the approved agreement to the selected bidder for signature

* Once the contract is finalized by both parties, the process moves to the Award phase

PHASE 5: AWARD

Post the award notice on MERX
Issue the Purchase Order
The Client Lead and Procurement Lead work together to ensure a seamless transition from vendor selection to contract execution, contributing to the success of the procurement process and the effective implementation of the contract

Client Lead Role	Procurement Lead Role
After the agreement is signed, creates Purchase Order in FIS and issues to supplier Conducts kick off meeting with the Supplier on provision of deliverables	Reviews and releases Purchase Order in FIS Notify all participants the successful bidder(s) were selected, and posts a formal Award Notice on MERX

PHASE 6: POST AWARD PROJECT WRAP-UP

Prepare the project close-out report
Complete the electronic file with all relevant project documents
Conduct bidder debriefings for unsuccessful bidders upon request

Client Lead Role	Procurement Lead Role
Stores all signed and approved documents at the departmental level May join debriefing as needed Provision of Deliverables Monitors contract and performance to ensure adherence with contract terms and conditions	Provides Debriefings to unsuccessful bidders upon request (Bidders may request within 60 days of award notification) Prepares project close-out where required Ensures appropriate document retention of all related project documents (electronic file)

RFx Methods

Request for Proposal (RFP)

Used for procuring goods or services when the solution may not be fully defined, requiring innovation or flexibility from suppliers. This method allows for alternative proposals or approaches to meet the requirements.
Price is one of several evaluation criteria. Other factors, such as technical requirements, after-sales service, delivery, and vendor experience, are also considered to determine the best overall value.

Request for Supplier Qualifications (RFSQ)

Issued to gather information about suppliers’ qualifications and capabilities, with the intent of establishing a Qualified Supplier List (QSL) for future procurement needs.
Criteria such as technical requirements, after-sales service, delivery, rates, and vendor experience are considered.

Request for Quotation (RFQ)

Used to request a quote for goods or services when the requirements are clearly defined, and price is the sole evaluation criterion.
The contract is awarded to the lowest-priced bidder that meets all specified requirements.

Request for Information (RFI)

A preliminary process used to gather general market information or supplier feedback on potential procurement opportunities, solutions, or innovations.
No evaluation is conducted in this process, as it is not used to select a supplier or award a contract. Instead, it informs the development of a future competitive procurement process, such as an RFP.

Requests for Tender (RFT)

Used to invite suppliers to submit bids for work, particularly for construction, maintenance, or operations projects, based on strict specifications and requirements.
The contract is awarded to the lowest compliant bidder as it is evaluated based on price and compliance with the defined specifications.