This article explores practical approaches to streamline public sector procurement processes and focuses on increasing participation from Small and Medium-sized Enterprises (SMEs). The intention is to encourage consideration of ways to simplify and open opportunities for SMEs to efficiently participate in more public procurements. The suggestions apply to all segments of competitive bidding, including the SME segments of Supplier Diversity, Indigenous and Social Procurement.
Public sector professionals must responsibly procure goods and service contracts on behalf of the taxpayer. Seasoned practitioners in public procurement can be jaded from situations that have gone wrong, and it is common for inexperienced public buyers to experience risk aversion and fear of the unknown. These reactions can lead to strict risk management and purchasing policies with overly complicated bid documents and onerous requirements that are imposing on potential SME bidders. Additionally, a simplistic risk transfer strategy may reduce market interest, and the number of bids submitted. Thankfully, there are methods that encourage procurement simplification and SME participation while maintaining a balance between risk, quality, and standards.
Increase Access
SMEs often have limited resources and may suffer when it comes to bid accessibility. They, unlike larger companies, do not have as much time to solicit new work. In recent years, much of the public sector has migrated to online bidding platforms that increase staff efficiency and comply with trade treaty requirements for broader exposure to bids.
These platforms can make it time efficient and successful to connect to the vendor market if appropriate measures are taken to involve SMEs in the transition. When the public sector creates, hosts and records time effective online sessions for reference, it builds value for all by allowing SMEs to become familiar with the technology involved and comfortable with the bidding process.
Of course, SMEs need to engage proactively with the public sector by visiting websites and asking questions early and often. When SMEs do reach out, they should not hit a brick wall of defenses. Relationships will benefit when buyers promptly respond to SMEs’ queries and consider them as a valuable and positive part of the job.
Appreciate the Benefits
SMEs are integral to the Canadian economy because they enhance the cycle of money in the financial equation. When the public sector increases SME participation, the results produce increased regional economic growth, enhanced innovation on pilot projects, and a better value for dollar. For example, a municipal government in BC partnered with a local manufacturer to collaborate with the design and build of an accessible and cost-effective public bathroom. All parties involved reduced layers of bureaucracy and kept the process lean and innovative. The outcome was local spend of dollars, a new Canadian product line and a “best value” problem solution for the municipality.
Public sector spending is necessary to make the wheels of society go around. How they spend taxpayer money is a subject of much debate, but when public buyers explore appropriate opportunities for SME engagement and are curious and open-minded when drafting requirements, SMEs that are responsive and accountable can deliver quality outcomes for economic development.
Specify Criteria and Reduce Complexity
Higher insurance, bonding limits, and generic criteria in bid documents may exclude potentially qualified companies. RFP simplification involves careful consideration of evaluation criteria and with desired outcomes identified. Specific outcomes provide clear objectives for the bidder to achieve for the service or product delivery. When public buyers write Request for Anything (RFx) documents, they should use plain, concise language with realistic requirements for bid submissions. Keep mandatory requirements to a minimum, bid closings straightforward, and include flexible language written in for post bid clarifications.
Mandatory bonding and the financial liquidity required to finance large projects can result in high bid cost. Buyers should examine risk management alternatives to bonding and plan to offer quicker payment terms to improve money flow and lower bid cost.
The trend towards bundling more work into larger packages and master contracts can negatively affect buyers and SMEs. When public buyers can plan and execute smaller projects with less complexity, lower risk exposure, and manageable dollar values it allows companies to get experience with a “laddering” progression.
With bundling, the requirements may eliminate SMEs from contention, and the bidding market may become constrained to a shrinking pool of participants with greater resources to meet the higher thresholds. Escalating bonding and insurance values directly increase bid pricing and that cost flows through to an owner, no matter what.
For the time it takes to administrate multiple smaller packages, a time analysis may reveal that it takes less time to chase deficiencies with a SME than with a larger firm or multinational. With fewer layers of bureaucracy, it is easier to assess and measure service quality. Smaller government contracts and projects with SMEs can often provide savings and a high level of performance and accountability.
Research and Understand
The public sector is growing in procurement innovation, in understanding of its role in developing a healthy market capacity for competitive bidding, and in its responsibility to create opportunities for SMEs to participate and develop experience. Trade treaties and organizational policies have specific rules to ensure fairness and transparency that prohibit bias and preference. All applicable treaties and updated policies allow for flexibility below fixed dollar thresholds and offer legitimate exemptions for a range of circumstances. Learning opportunities abound for buyers to inform their thinking and help their organization to be progressive and compliant. Take the time to educate and take measurable steps to get the ball rolling on more inclusive bidding.
Public Procurement In Canada:
Certified procurement professionals play a pivotal role in the public procurement world. These experts are well-equipped with the knowledge and skills needed to navigate the intricacies of procurement processes. Whether you’re looking to enhance your procurement acumen through procurement management courses or seeking valuable insights through procurement webinars, the landscape for public procurement offers many opportunities to explore.
Procurement services in Canada encompass a wide range of activities, all aimed at achieving the best value for taxpayer money. Procurement service providers work closely with public sector procurement consultants to streamline processes, maintain transparency, and uphold ethical standards. This collaborative effort ensures that the procurement landscape remains fair, competitive, and cost-effective.
Obtaining a procurement certification or a purchasing certificate can be a wise decision for those aspiring to excel in public procurement. These certifications validate your expertise and demonstrate your commitment to professionalism in the procurement arena. Certified procurement professionals are highly regarded for their ability to make informed decisions that benefit both the public and the government agencies they serve.
Public procurement in Canada is not just about acquiring goods and services; it’s about contributing to the well-being of communities and the country as a whole. The individuals in this field understand the significance of their roles and strive to uphold the highest standards of ethics and accountability.
Whether you’re a seasoned procurement professional or just starting your journey, the public procurement landscape offers a wealth of opportunities for growth and development. From procurement management courses to ongoing procurement webinars, resources are available to help you stay informed and up-to-date with the ever-evolving world of procurement
Written by Chris Sheel
Chris has been a practicing public-sector procurement professional for over 25 years. His areas of expertise include operational strategies, public sector compliance, navigating procurement policy, trade agreements, contract management strategy, and collaborative project delivery. Chris volunteers with the Okanagan local community association, golfs a bit and finds relaxation in making hügelkulturs out in the country.
Disclaimer: The views and opinions expressed in this article are those of the Subject Matter Experts and do not necessarily reflect the official policy or position of The Procurement School.