7 Common Bidder Issues

At a session I attended a couple of years ago the City of Mississauga’s procurement department identified these common bidder issues.

  • How to find bid opportunities
  • Who to Contact
  • Onerous Requirement & Lengthy Bid Documents
  • Not enough information
  • Not enough time permitted to respond
  • Bid Rejections – doing all the work only to have it rejected
  • Perception of Secrecy

Sound familiar? I imagine you can all relate to these concerns and they are often the very reasons why many consultants and professionals shy away from, or simply no longer respond to, price-based RFPs for professional services. Detailed pricing just takes a lot of time and responding to a RFP can cost respondents a lot of money in lost time alone.

This is the first in a series of informational articles/blogs on these common bidder issues.  I will be tackling each of these issues separately and will be offering suggestions on how you can address them throughout the series.

The first one:

How to Find Bid Opportunities

Municipalities have limited advertising budgets so the days of posting their bid opportunities in the local paper have all but disappeared, except perhaps where required under a trade agreement or their own procurement by-law. The reason is that hard copy advertising is probably the most costly way for municipalities to advertise bid opportunities – plus it’s not a very effective way either because the ads don’t necessarily reach their target audience – which is the professionals they want to respond.

Most municipalities now have a Bids/Tenders section on their own municipal websites and they will post any bid opportunities they have in that location of their own website. This works well if you’re a local consultant who only wants to work in a geographic area near your business but it would be far too time-consuming to check 444 individual municipal websites daily for new bid opportunities.

To get broader exposure for their bid opportunities, and ultimately to acquire more competitive quotes, many municipalities now post their RFPs on outside websites – like muniSERV.ca, specifically designed for RFPs for consulting/professionals services, or bids&tenders, etc. for construction and other RFPs.  This enhances openness and transparency in the procurement process, helps municipalities target their advertising directly to the professionals/vendors they’re trying to reach and increases the number and quality of quotes they receive.  Bidders pay a fee to use such sites but they do help professionals/vendors find and access hundreds of bid opportunities daily – plus they offer automated email notifications that will notify members when a RFP has been posted that matches the service they provide.

How a municipality advertises their bid opportunities varies but it should be set out in their procurement or purchasing by-law, or in a policy that forms part of their procurement by-law. Most municipalities will have their procurement/purchasing by-law posted in the by-law section of their websites, so if you want to check how a specific municipality in which you’re looking for work advertises their bid opportunities, you can get a copy of their procurement by-law from their website.

Larger projects with certain value thresholds which are subject to certain trade agreements will have specific advertising and notice requirements. Under such agreements procurement opportunities must be advertised for a minimum number of days, irrespective of the advertising method used. Again, the project value thresholds, the number of days and how they will be advertised can be found in the municipality’s purchasing/procurement by-law.

In the municipal sector procurement is a dynamic, sometimes complex process. It is governed by contract law as well as various statutes.

But as you can see there are a variety of ways to find bid opportunities. It all comes down to your preferred method and the time and money you want to spend on finding them.

Susan Shannon is Principal of muniSERV.ca.  Earlier in her career she was a municipal Chief Administrative Officer (CAO) and as a result she understands first-hand the challenges faced by both municipalities and professionals/vendors in public sector procurement.  Connect and follow her on LinkedIn, join the muniSERV LinkedIn Group or reach her at 855 477 5095 or [email protected].

 

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What is IoT (Internet of Things) and How can it help government?

GovLoop Resources has produced a free guide on the Internet of Things (IoT) in Government.

What is IoT? How can it be used for impact in gov? How can you deploy it? 
 
Check out their new guide to move beyond the surface implications of IoT and understand the real value it can bring to government organizations. You will learn:

  • Key issues about the IoT by answering the most-asked questions.
  • Best practices from gov experts who play a critical role in IoT programs.
  • Valuable insights from interviews with various organizations using IoT.
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Traditional versus Strengths-Based 360 Assessments

Joe Folkman is a global expert in psychometrics or measuring psychological factors. He wrote his PhD dissertation on data he collected from 360 assessments. Over the decades he’s developed feedback and measurement tools around a growing database now compromised of over a half million assessments on almost 50,000 leaders. Long-time feedback, executive coaching, and leadership development clients include AT&T, General Motors, Boeing, ConocoPhillips, CIBC, General Mills, Wells Fargo, and many others.

Recently I asked him to reflect on what he sees as the biggest difference between traditional 360 assessments (where he began his career) and the strengths-based 360 he developed and has used for the past 14 years:

  1. Traditional 360 has a very powerful message — focus on weakness — identify problems — find the losers.  Introducing a 360 process and letting people know we’re looking for strength takes the threat out of the process. The surprising thing is that those with fatal flaws are much more willing to acknowledge that they have a fatal flaw because we framed the conversation around strengths.
  2. Traditional 360 assessments typically ask “what does this person do well?” and “what areas could this person improve?” The list of improvement areas is long and compelling. Weaknesses are huge distractions. Even the best leaders have weaknesses. Great leaders are not perfect. The process of working on weaknesses encourages people to work on the wrong issues. Instead leaders need to know how others perceive their strengths and align those with “what does the organization need you to do to be successful?” and “what are you passionate about?” These questions identify the most powerful things for leaders to focus on.
  3. The Gestalt or overall feeling that is created by weakness-based 360 surveys is, “what is wrong” while the gestalt of the strengths-based approach is “what is right.” Weakness-based approaches equates with failure, faults, problems and pessimism. Strengths-based equates with success, strengths, what is right, and optimism.  The body of research on how optimists are happier, more effective, and stronger leaders is compelling.
  4. Basically organizations are successful because of how they stand out, what differentiates them, basically their strengths. They are not perfect. Organizations fail because they do something terribly wrong. People are the same.

If you’d like to explore the compelling research behind Joe’s reflections see Focusing on Strengths or 360 Assessments.

Reprinted with the permission of Jim Clemmer. For over three decades Jim Clemmer’s keynote presentations, workshops, and management team retreats, and seven best-selling books translated into many languages, articles, blog, and newsletters have helped hundreds of thousands of people worldwide. The CLEMMER Group is Zenger Folkman’s Canadian Strategic Partner, an award-winning firm best known for its unique evidence-driven, strengths-based system for developing extraordinary leaders and demonstrating the performance impact they have on organizations. http://www.clemmergroup.com

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Changing Workplaces Review – Interim Report Issued

Changing Workplaces Review – Interim Report Issued

July 27, 2016 By: Paul E. Broad, Craig S. Rix

FTR Now

Changing Workplaces Review – Interim Report Issued

Date: July 27, 2016

Since May 2015, two government-appointed Special Advisors – Mr. Justice John Murray and Mr. Michael Mitchell – have been undertaking the Changing Workplaces Review (Review) to consider the changing nature of the workplace, the causes behind those changes, and whether the Labour Relations Act, 1995 (LRA) and the Employment Standards Act, 2000 (ESA) need to be amended to meet challenges created by the changes.

As reported in our FTR Now of May 15, 2015, Ontario Begins Consultations on Labour and Employment Reform, the Special Advisors were tasked with considering non-standard working relationships, the expanding service sector, globalization and trade liberalization, technological change and workplace diversity.

Earlier today, the Special Advisors released their long-awaited Interim Report. In this FTR Now we discuss some key issues identified by the Special Advisors. We will be providing further updates on the Interim Report by next week.

The Interim Report is a wide-ranging document, over 300 pages in length. After reiterating the context of the Review mandate, the Special Advisors emphasize that their recommendations will focus primarily on vulnerable workers engaged in precarious employment. The Interim Report does not generally identify specific recommendations. Rather, it serves several purposes:

  • identify the substantive areas of the LRA and ESA that are being considered as part of the Review;
  • outline the current state of the law and employee entitlements in each of those areas, drawing on context from other jurisdictions within Canada, as well as differing approaches in foreign jurisdictions, including the United States, the European Union and Australia;
  • summarize the submissions made to the Special Advisors, identifying areas where submissions may have been lacking;
  • identify the key options for recommendations that the Special Advisors are considering; and
  • seek further input on those key options.

The range of options being considered by the Special Advisors is very broad and potentially far-reaching.

Labour Relations Act, 1995

A wide range of options are canvassed that have the potential to fundamentally alter the current labour relations landscape.

One option canvassed is a return to a card-based certification process. This would mean the end to the current fast vote, secret ballot process (in all sectors save for the construction sector) and the return to a process that hasn’t existed in Ontario since 1995. Under a card-based certification process, an employer could find itself unionized if a defined percentage of employees in the union’s proposed bargaining unit signed a membership card.

Beyond the Interim Report’s analysis of the certification process, many other options are explored that were once a part of Ontario’s labour relations laws in the 70s and 80s:

  • requiring employers to provide an organizing union with a list of their employees before an application for certification is filed thus enabling the union’s organizing efforts;
  • expanding the basis upon which the Ontario Labour Relations Board could issue a penalty certification in the event of a breach of the LRA during a union organizing campaign;
  • reintroducing the Bob Rae government’s Bill 40 notion of automatic first contract interest arbitration; and
  • prohibiting an employer’s current ability to utilize replacement workers in the face of a strike.

Employment Standards Act, 2000

With respect to the ESA, the Special Advisors are considering options related not only to the substantive employment standards, but also the ESA’s scope of application and how it is enforced. Some key issues identified by the Special Advisors include:

  • whether the ESA should be extended to independent contractors and dependent contractors;
  • an expanded scope of who is an employer – for example, making franchisors liable for ESA violations of their franchisees, or implementing an expanded joint employer test;
  • a recommendation to review the ESA’s various exemptions, with an anticipated recommendation that certain hours of work and overtime exemptions be narrowed or eliminated (e.g. IT professionals, and managers and supervisors);
  • whether changes should be made to the ESA’s leave provisions, with a special focus on Personal Emergency Leave, and whether there should be an introduction of paid sick days; and
  • further amendments to the regulation of Temporary Help Agencies, including potential restrictions on the use of assignment employees and potential increased entitlements for assignment employees.

Next Steps

As noted above, one of the purposes of the Interim Report is to solicit further input on the key options identified by the Special Advisors before a final decision is reached on the recommendations. The government has announced two (2) separate timelines for making submissions:

  • August 31, 2016 for submissions on the Personal Emergency Leave options canvassed in the Interim Report; and
  • October 14, 2016 for submissions on all other options on all other topics canvassed in the Interim Report.

We are in the process of reviewing the Interim Report in detail, and will be providing further updates by next week, including how submissions may be made to the Special Advisors. In the meantime, if you have any questions related to the Interim Report, please contact your regular Hicks Morley lawyer.

Published with permission of and Thanks to Hicks Morley.

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Enabling Millennials in Government

Public administrators face two imminent threats to their workforce: experienced Baby Boomer executives and staff are retiring, and their departments lack a deep bench of workers to fill the rapidly emerging vacancies.

We found this topic particularly interesting because it’s for these very same reasons muniSERV partnered with the Ontario Municipal Administrators Association (OMAA) to develop our new CAO Job Seeker database. 

Thanks to OpenGov for providing this complimentary e-book. You may need to sign up to download it but it’s worth the read and provides 4 strategies for developing the next generation of municipal leaders.  Administrators-Primer-Enabling-Millennials-in-Government-WP

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Municipal Innovators Community (MIC)

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The Municipal Innovators Community is excited to present the second annual MIC Conference:

September 27 & 28th in Burlington, Ontario

muniSERV is delighted to announce we have been invited to showcase our innovative site at the MIC Conference. Hope to see you there!

DAY ONE @ ROYAL BOTANICAL GARDENS

The day will kick-off with Drew Dudley, who will help you understand how everyday leadership can set the stage for a culture of innovation and creative thinking. Co-founder of Keyhubs, Vikas Narula will then reinforce the importance of influence and human connection. Finally, Jennifer Spear, President and Creative Strategist at Cleanslate Strategies, will deliver a unique workshop that will help you be a better problem solver, strategic planner and make innovation and creativity a reality in your workplace.

DAY TWO @ ART GALLERY OF BURLINGTON

Get ready to jump straight into ‘A Taste of White Space’ presented by Rick Boersma from Juice Inc. This workshop will demonstrate a cool way to capture innovation inspiration. The day continues with examples of innovative municipal programs and projects from across the country, presented by your municipal peers. Day two will wrap up with the CX Journey presented by Oracle. This is your chance to gain hands-on experience exploring this methodology and some real insight into the journey of your customers. 

 

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Ontario’s Cabinet Shuffle

News Release – Ontario Newsroom

Strong Team Will Implement Plan to Create Jobs and Growth

40 Per Cent of Cabinet Members are Women

June 13, 2016 11:20 A.M.

Office of the Premier

Premier Kathleen Wynne today announced changes to her cabinet that will help deliver on her government’s top priority to create economic growth and good jobs.

At the halfway mark of the government’s mandate, Premier Wynne has chosen a strong team to implement her government’s ambitious, activist agenda. The cabinet named today at Queen’s Park represents continuity in several key portfolios, ten ministers taking on new roles and seven new members.

Women now make up 40 per cent of cabinet, reflecting the Premier’s commitment to take steps toward gender parity. Women make up 50 per cent of the Priorities, Delivery and Growth cabinet committee, responsible for tracking government priorities and steering the government’s four-part economic plan.

Deb Matthews remains Deputy Premier and, as Minister of Advanced Education and Skills Development, will lead Ontario’s transition to a knowledge-based economy. Mitzie Hunter takes on the role of Minister of Education, preparing our youngest learners for success. Together, Matthews and Hunter will focus on building the highly skilled workforce that is key to Ontario’s future economic success.

Matthews also becomes Ontario’s first Minister Responsible for Digital Government. In this new role, she will help Ontario become a North American leader in accelerating how citizens engage and interact with government through the power of digital technology.

Charles Sousa remains Minister of Finance, continuing to focus on the strong fiscal management that is keeping the government on track to balance the budget next year, in 2017-18, while supporting critical public services. Liz Sandals becomes President of the Treasury Board, with a mandate to deliver on the government’s program spending objectives, as laid out in the annual Budget.

Indira Naidoo-Harris becomes Associate Minister of Finance responsible for the Ontario Retirement Pension Plan, designed to close the retirement savings gap for millions of workers.

Michael Chan will lead Ontario’s first stand-alone Ministry of International Trade, reflecting the province’s commitment to create jobs and growth through strong global trade partnerships.

Bob Chiarelli becomes Minister of Infrastructure. The Ministry of Infrastructure is now a stand-alone ministry, responsible for the implementation of the province’s historic $160 billion investment in roads, bridges, schools and hospitals. Dr. Eric Hoskins remains Minister of Health and Long-Term Care and will continue to implement Ontario’s Patients First: Action Plan for Health Care. Recognizing the integration of long-term care within the Action Plan, the Minister of Health and Long-Term Care will have full carriage of the province’s integrated health care system.

Glenn Thibeault becomes Minster of Energy, committed to building a safe, clean, reliable and affordable energy system.

Laura Albanese becomes Minister of Citizenship and Immigration, focusing on the province’s immigration strategy and refugee resettlement program.

The government’s economic plan is working. At the halfway mark of 2016, indicators and forecasts show that Ontario’s economy is continuing to grow and create jobs. Ontario’s economy is forecast to remain among the strongest in Canada. In 2015, the unemployment rate dipped to its lowest level since 2008. The minimum wage increased and average wages grew faster than inflation. The province attracted half of all venture capital in Canada.

Ontario high school graduation rates are now more than 85 per cent and postsecondary enrolment continues to climb.

Last year the province announced support for more than 325 infrastructure projects across all regions, which are helping to create good jobs. Year-over-year, the province continues to create jobs, most of which are full-time and in above-average wage industries.

The government’s four-part economic plan to build Ontario up and deliver on its number-one priority to grow the economy and create jobs includes investing in talent and skills, including helping more people get and create the jobs of the future by expanding access to high-quality college and university education. The plan is making the largest investment in public infrastructure in Ontario’s history and investing in a low-carbon economy driven by innovative, high-growth, export-oriented businesses. The plan is also helping working Ontarians achieve a more secure retirement.

Quick Facts

  • There are 30 members in the new cabinet.
  • There are seven new cabinet members, including five women.

See full release: http://bit.ly/1tqjn8c

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Are Canadian mayors equipped to innovate?

courtesy of Kate Graham

courtesy of Kate Graham

Where does municipal innovation come from?

Well, it comes from many places. It can emerge from the community, by residents advocating for a new policy direction or change in service delivery. It can come from municipal staff, in finding new ways to tackle old problems or exploring uncharted frontiers.

It can also come from elected officials. Mayors and councillors have a unique vantage point from which to understand the challenges facing communities and municipalities. They are often the front line for hearing about new ideas, issues, and concerns from community members and administrators alike.

Mayors, in particular, are expected to keep their finger on the pulse of the community and the municipality. Mayors are often the only official elected to represent the entire community, and they occupy the top leadership position within the municipality. Arguably, mayors could be in one of the best positions to spark innovation in local government.

Unfortunately, this doesn’t exactly fit with how mayors in Canada are portrayed. If you were to ask a group of academics about Canadian mayors, you would quickly hear phrases like ‘weak mayors’ and ‘just one vote on Council’. The literal textbook answer is to point to the relative weakness of local government in Canada, and argue that by extension our leaders have limited capacity to be agents of change or innovation in our communities, and in our country.

I’m not so convinced.

There are examples where Canadian mayors – individually and collectively – have exercised extraordinary influence, shifted national dialogues, and provided defining leadership on issues within Canadian communities and beyond. However, as anyone who has worked in local government will tell you, there are also examples where our political leaders find themselves powerless, for a wide variety of reasons, and unable to execute on even a modest agenda. We can point to cause and effect with respect to specific situations, but at a more general level, do we really understand the role and power of mayors in Canada? How much power do Canadian mayors have to be agents of change, to lead our cities, to spark innovation?

The honest answer is that we do not.

Despite the significance of their position, there has been remarkably little study about the role and power of Canadian mayors. There is no ‘job description’ for Canadian mayors; in fact, there are more than 50 pieces of provincial legislation in Canada prescribing duties of mayors, not including municipal bylaws. A surprisingly small volume of literature exists on the topic. Mayors hold unique leadership positions, unlike the roles of leaders in other levels of government in many important respects – and yet the position has rarely been studied in its own right. To date, there has not been a comprehensive study of mayors in Canada, or an exploration of the diversity in the role across Canadian cities.

In April 2016, a new research study was launched to begin to address this important gap by engaging in the first broad study of the role of mayors in Canada. The Mayors Project (see: mayorsproject.ca) investigates how the role of the mayor varies across Canada’s cities.

Importantly, this project is not about the people who are mayors; rather, it focuses on the role itself. The study is based on a sample of 10 Canadian cities, selected by virtue of being the largest in each province, and draws on extensive literature and legislative reviews, an institutional analysis, a survey of 12,000 Canadians, and elite interviews with mayors and the people who work most closely with them.

At its core, The Mayors Project is about building a uniquely Canadian understanding of the role of the mayor, and seeking new insights into the nature of political leadership in Canada’s cities.

Before we can understand the capacity of our mayors to innovate, perhaps we need to step back and first understand their role and the powers they hold. Before we can expect them to be agents of innovation, we should ensure they are adequately equipped to do so.

Almost every big issue facing Canadians is, in one way or another, a local issue. Mayors may be uniquely positioned as innovators who can help address the most significant issues of our time. However, they are also among the least understood leaders in Canadian politics. It’s time for us to build our understanding of our mayors in Canada’s unique context.

Kate Graham is the Director of Community & Economic Innovation at the City of London, and is a PhD student at Western University studying local government and urban politics. Kate’s dissertation, known as ‘The Mayors Project’, examines political leadership in Canada’s cities, specifically focused on the role of the mayor.

You can follow the project online at www.mayorsproject.ca

 

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Ontario’s New Sexual Violence & Harassment Action Plan – Is Your Organization Prepared?

IMG_0803

HRSP logo“ANY TIME THAT A SEXUAL HARASSMENT COMPLAINT COMES UP, IT HAS TO BE TAKEN SERIOUSLY. IF IT’S NOT ADDRESSED IN AN APPROPRIATE WAY, AN EMPLOYER COULD FIND THEMSELVES LIABLE FOR SIGNIFICANT DAMAGES.” – CRAIG STEHR, NELLIGAN O’BRIEN PAYNE LLP

On March 9, 2016, the Ontario government’s new Sexual Violence and Harassment Action Plan Act (“Bill 132”) passed Royal Assent and became law. Bill 132 amends the Occupational Health and Safety Act and requires employers to create, or revisit their Harassment/Workplace Violence Policy and program.

The Bill provides for an expanded definition of Workplace Harassment, first introduced in 2009 with Bill 168 (Violence/Harassment in the Workplace). With recent judgments of $150,000 and $300,000, being awarded for two different workplace sexual harassment/assault cases, employers can no longer afford to ignore this legislation and must ensure their policies/practices correctly reflect what is required.

Some of the main impacts to Employers are:

  1. A new statutory duty for employers to investigate “incidents and complaints” of workplace sexual harassment, so an employer is required to investigate even if there is not a formal complaint made.
  2. A Ministry of Labour inspector can order an employer to conduct an investigation by a third party, if there is an incident and the employer fails to investigate, or if it’s determined that the investigation was biased, failed to include the necessary parties, or was otherwise flawed.
  3. Under the new legislation, both parties must be informed in writing of the investigation results and of any corrective action, even though employers are not currently required to prepare written reports, or inform anyone of the investigation results.

Employers must ensure that:

  • They have a Workplace Violence & Harassment Policy and Program in place (That reflects the new wording), which includes wording on workplace investigations that complies with Bill 132
  • They have trained all their employees on these policies and programs
  • This policy is reviewed annually (For employers with 6 of more employees)
  • Someone has received training on investigating workplace harassment complaints; or should have access to an unbiased third party that can investigate complaints
  • They train all supervisors on workplace harassment so they can identify “incidents and complaints” of workplace harassment.

In addition, amendments made at Committee include:

  • The Ministry of Training, Colleges and Universities Act and the Private Career Colleges Act, 2005 will now permit the surveying of students/others on the school’s sexual violence policy. They will also require an annual report on the incidents/complaints of sexual violence made and the programs developed to promote awareness
  • A change in the definition of “sexual violence” applicable to community colleges, universities and private career colleges to include an act targeting a person’s gender identity or gender expression
  • A new requirement in the Occupational Health and Safety Act that an employer shall consult with the committee or a health and safety representative, to develop/maintain a written program to implement the workplace harassment policy
  • The Bill should be consulted for coming into force information. HRSP is experienced with policy development and training on this new legislation. If your organization needs help with implementing the requirements of #Bill132, please give us a call at 416-564-0174.

Andrea MacLean, CHRP is the Managing Director for HR Strategic Partners, an HR Outsourcing and Leadership Coaching company. You can follow HR Strategic Partners on Twitter at @HRSP_CA, or check out their website at www.hrstrategicpartners.ca.

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Don’t miss CSPN’s Leadership and Coaching Retreat

Don’t miss CSPN’s Leadership and Coaching Retreat – June 15-17, 2016

$300 Savings for Public and Not-for-Profit Sector

2016 Retreat - MuniSERV Apr Ad

Come mix business with pleasure in a picturesque setting and find the perfect balance of productivity and relaxation!

“Leading and Coaching with Impact” is an exclusive CSPN certification program designed to educate leaders who want to make a difference. Tailored for professionals required to lead and coach others, the “Leading and Coaching with Impact” accredited workshop helps shape individuals with the integrity and capacity needed to build effective and dynamic teams all while enjoying the relaxed and beautiful surroundings of Nottawasaga Inn.

Discover and Learn:

  • Lead others with or without authority
  • Coach others for peak performance
  • Learn the secrets of effective leadership
  • Deal with multiple generations
  • Put EQ to work for you

 

Space is limited – reserve your spot today! Learn more about CSPN and how to register.

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