Four priorities for the new Procurement Ombudsman of Canada

Title

Issue

1

Keeping it simple

The federal government needs to simplify its procurement processes. There are too many overlapping procurement rules, regulations, policies and trade agreements, which results in excessive time and effort to respond to a solicitation.

2

Problematic procurement tools

Procurement tools, such as standing offers and supply arrangements, can sometimes be cumbersome to use and difficult to qualify for. These tools also seem to disproportionally favour suppliers located in the National Capital Region.

3

Security clearances

Obtaining security clearance is a constant frustration. Examples include the inability to transfer clearances between departments and the length of time it takes to get one.

Title

Issue

1

"Don't bite the hand that feeds you"

Suppliers are hesitant to raise their procurement‑related concerns to federal organizations and oversight entities out of fear of being blacklisted from future contracting opportunities.

2

Can't compete

Small businesses raised issues about national requirements and contract bundling. While having the potential to increase efficiencies and save the Crown money, they make it extremely difficult for small businesses to compete as a prime contractor.

3

Difficulty with innovation

Suppliers noted that it is difficult to sell innovative products to the federal government as criteria are often too stringent, or it is too difficult to educate federal officials about their innovative product.

4

Rigged solicitations

Suppliers alleged that specifications in Statements of Work seemed tailored for specific suppliers or are "rigged" to eliminate competition.

5

Not worth the costs

Canadian small businesses reported that it is often "not worth it" to do business with the federal government due to the high costs of submitting bids in relation to the overall dollar value of the contract.

6

Suppliers underbidding

Suppliers expressed frustration regarding competitors that purposely underbid to win contracts, just to raise prices afterwards through an amendment.

7

Neglecting subcontractors

Subcontractors shared their frustration about how there is no one to turn to when they run into contract issues.

Title

Issue

1

Competing objectives

Procurement officers often get pushback from program managers, who see the procurement process as an obstacle that is preventing them from doing their job.

2

Sole-source threshold too low

Federal organizations are allowed to direct a contract to a supplier for contracts of less than $25,000 – an amount that has not increased since it was established in the 1980s, despite the loss of purchasing power over the years.

3

Standardization not optimal

Federal officials have made some positive comments on the evolution of procurement tools, but generally speaking, the tools have not found the perfect balance between standardization and effectiveness.

4

Not a community yet

Procurement officers have stated that the procurement community needs to be strengthened. Resource capacity is running low, training/certification is difficult to acquire or ineffective and expectations regarding procurement officers is inconsistent across federal organizations.

5

Procurement training for everyone

Procurement officers voiced their opinion that more procurement training should be required for any public servant, regardless of role, who deals with any form of contracting.

6

Poor project planning

Procurement officers stated that a challenge they face is when they are confronted with requests that require unnecessarily short turnaround times.

7

Frustrations over furniture

Procurement officers have specifically pointed out how supply arrangements for the purchase of furniture can be particularly complicated and cumbersome to use.