Open Competitive Procurement

Open competitive procurement refers to a transparent and equitable process in which a public-sector organization invites proposals from multiple suppliers to fulfill a specified need. The goal is to ensure the procurement of goods and services is conducted in a fair, competitive, and transparent manner, while obtaining the best value.

Key Characteristics

Public Posting: Opportunities are advertised publicly, typically on an electronic portal like MERX, ensuring all potential suppliers have equal access to the information.
Non-Discrimination: All eligible suppliers have an equal opportunity to compete.
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 through open competitive procurement opportunities, which are facilitated by Procurement Services on behalf of its Faculties, Divisions, and Departments. Certain exceptions apply.

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

St. George: Complete a Competitive Procurement Request form
UTM: Email request to procurement.utm@utoronto.ca
UTSC: Email request to 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 takes at minimum four months from the submission of the Competitive Procurement Request form to completion. However, it’s important to note that these timelines are estimates and may extend due to factors such as the complexity of the project, the competitive procurement method used, market conditions, response times from vendors, and any inquiries that may arise during the process.

To ensure your project runs smoothly and to minimize potential delays, departments should initiate the process as early as possible, allowing sufficient time for careful planning.

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

PHASE 1: PLANNING

Key activities in the planning phase of an open competitive procurement include:

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)
Submit a formal request following the instructions above, and allowing ample time for project planning
Attend the project kick-off meeting
Review technical and financial information, as well as the procurement documents, 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 procurement method for the intended procurement and documenting the requirements (i.e., scope of work)
Ensures funding is available and approvals are obtained to proceed with the open competitive procurement process
Submits the request for an open competitive procurement

Schedules the project kick-off meeting and advises on the most suitable procurement method, process, expectations, timelines, and requirements
Assists in drafting detailed specifications and requirements, based on input from the client(s)
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: POSTING

Key activities in the posting phase of an open competitive procurement include:

Publicly post the procurement opportunity on the university’s designated electronic portal and notify potential Proponents
Coordinate site visits, if required
Develop and post responses to questions from Proponents before the closing deadline

Client Lead Role	Procurement Lead Role
Ensures compliance with communication black-out period requirements, refraining from any correspondence (verbal or written) with potential Proponents Works with Procurement Lead to draft responses to Proponent questions Participates in site visits, as needed or applicable	Publicly posts the procurement opportunity Manages communications, including monitoring and addressing Proponent questions Posts addenda, if applicable Attends site visits, if required

PHASE 3: EVALUATION

Key activities in the evaluation phase of an open competitive procurement include:

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 Proponents will proceed to the next phase, and schedule interviews, demonstrations, or presentations if needed
Conduct Proponent 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 Proponent presentations
Participates in reference checks
Confirms Proponent 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 Proponent (s) has been selected
Requests the Privacy and Security Assessment after confirming the selected Proponent (if applicable)
Conducts reference checks
Notifies evaluators of the selected Proponent(s)

PHASE 4: NEGOTIATION

Key activities in the negotiation phase of an open competitive procurement include:

Prepare negotiating position, including business terms and conditions
If necessary, the Information Security team will conduct the IRRM process for the selected Proponent
Meet with the selected Proponent to finalize business requirements and review the draft agreement, addressing any material changes; involve other internal stakeholders, such as Legal, as needed

Client Lead Role

Procurement Lead Role

Define clear goals for the negotiation, such as improving price, delivery timelines, or specific terms and conditions
Responds to questions from the Risk and Assessment Team for the IRRM (if applicable)
Participates in meetings with the selected Proponent
Facilitates internal business decisions during negotiations
Reviews the draft agreement, and facilitates internal signatures, when required

Facilitates Information Risk and Risk Management (IRRM) and Supply Chain Risk assessments , if applicable
Note: this process may take 4+ weeks
Invites the selected Proponent to enter negotiations
Reviews contract changes submitted by the selected Proponent and consults with Legal if needed
Note: Material changes 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 Proponent for signature

PHASE 5: AWARD

Key activities included in the award phase of an open competitive procurement include:

Publicly post the award notice and conducts debriefings for unsuccessful Proponents
Issue the Purchase Order

Client Lead Role	Procurement Lead Role
After the agreement is signed, creates Purchase Order in FIS and issues it to the supplier Begins the onboarding process for the selected Proponent, establishing clear communication channels and setting expectations for the project’s next steps Develop an implementation plan, including key milestones and deliverables for the successful execution of the contract award	Reviews and releases Purchase Order in FIS Notifies all participants the successful Proponent(s) were selected, and posts a public Award Notice Conducts debriefings upon request from an unsuccessful Proponent

PHASE 6: POST AWARD

Undertake a Lessons Learned exercise and archive project records
Execute the contract and monitor deliverables
Address any issues or disputes that arise during the contract execution phase

Client Lead Role	Procurement Lead Role
Regularly track and monitor supplier performance against the contract terms, including quality, delivery timelines, and adherence to service-level agreements (SLAs) Process invoices, payments, or financial adjustments related to the procurement. Alert your Procurement Lead of any issues that arise	Lead the “Lessons Learned” exercise Ensures appropriate document retention of all related project documents (electronic file) Engage with the Client Lead and supplier to resolve contract issues, when needed