Case Study – Halton Cooperative Purchasing Group: Clearing Up Cutting-Edge Confusion
The Challenge
The Halton Cooperative Purchasing Group (HCPG) was established in 1974 and is comprised of various publicly funded agencies within the Region of Halton. Created to maximize value for all municipal ratepayers by working co-operatively to promote efficiency and economy in the areas of purchasing and materials management, the HCPG emphasizes communication, standardization and resource sharing. As a result of active member engagement and participation, considerable dollar savings have been realized, product standardization has occurred and a sharing of product knowledge and specifications freely takes place between agencies on a daily basis.
Like many procurement professionals across the country, HCPG members were wrestling with the strategies and complexities related to use of the Negotiable RFP process (NRFPs) within the Canadian legal environment. Having identified a need to provide leadership for their members as well as standardization across organizations on use of this important tool, the HCPG reached out to NECI to explore education possibilities for its members.
NECI’s Response
After an in-depth consultation with the HCPG lead, it was agreed that NECI would deliver two separate sessions of its newest Signature Seminar: Negotiable RFPs: Strategies for Successful Binding and Non-Binding Processes.
The Negotiable RFP training was facilitated for an enthusiastic crowd of more than 60 participants (both HCPG members and others invited through the Ontario Public Buyers Association) over two days in April 2016. During these highly interactive sessions, participants from municipal, academic and social services organizations as well as a variety of utility agencies, explored the differences between binding and non-binding procurement processes and analyzed the critical considerations to take into account when making this pivotal procurement decision. Through hands-on exercises, participants examined ways to structure a ‘best and final offer’ process that would maximize the value received from complex procurements, while remaining within the boundaries of legal, policy and trade agreement requirements for public sector organizations. In particular, the Broader Public Sector Accountability Act and regulations in Ontario create a very tricky path to navigate when exploring non-binding processes.
Proven Value
HCPG members completed the training with a deep understanding of the advantages and disadvantages of non-binding RFPs, as well as the legal implications of each approach after examining sample contract and RFx language in use in Canada. Through exploration of different negotiation strategies, they returned to their respective organizations able to structure procurement processes that maximize leverage while preserving vendor and supplier relationships.
And the learning doesn’t end with this training. During these sessions it became clear that there were some inconsistent practices and approaches amongst member organizations with respect to use of the NRFP process. As a result, a strategy was discussed for HCGP to host future events where members could highlight their own experiences with this new tool and really tap into the wisdom of those more experienced with this approach.
Here are some participant comments:
“I attended this course as it is a new process that is trending and I need to understand the legalities. Thank you for keeping it relevant and upbeat!”
M.J. Bryant, Halton District School Board
“Great practical examples, up-to-date and current information. Knowledgeable instructor with various learning methods: collaboration, group work with case studies, discussion and questions – overall an excellent course that I will highly recommend!”
Shelley Darlington, Norfolk County
Helping organizations in Canada obtain maximum value from procurement and contracting
Contact Us
To learn more about what NECI could do for your organization,
please contact us:
National Education Consulting Inc.
975 B Alston St. Victoria, BC V9A 3S5
Phone: (250) 370-0041
Toll Free: (888) 990-7267
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