PWGSC Feedback Workshop - Summary

The Office of Small and Medium Enterprises (OSME) at Public Works and Government Services Canada (PWGSC) hosted a half-day Feedback Workshop in Mississauga on Thursday, June 12. The purpose of the session was to gather information from suppliers of consulting services on how OSME/PWGSC's web-based services and processes can be improved.

At the session, the following questions were asked:

In five years, how should the federal government's tendering system be working?
What challenges or obstacles do you see that may limit implementing such a system?
What direction should OSME/PWGSC take to address these challenges?

CMC-Canada had representation at the event and recorded attendee responses; please find a summary of responses below.

Question #1: In five years, how should the federal government's tendering system be working?

First, "clients" refer to government departments tendering services.

Participant suggestions:

There should be e-mails from MERX/tendering service to suppliers re.:
- Changes to RFPs
- Upcoming RFPs, anticipated government scheduling
- Industry-based RFPs sent to target individuals

Educate government departments (clients) on procurement processes
Standardize/streamline parts of application process (eg. save background/qualification information)
Re. criteria: recognize other government values/goals (eg. potential for job creation, environment) as opposed to price
Electronic submission - not faxed in
Create vendor management system - Private portal with vendor information, interactive
Categorize RFPs (by requirement/industry), make them easier to find
List successful profiles, who won bid and why

Question # 2: What challenges or obstacles do you see that may limit implementing such a system?

Overcoming status quo, resistance to change, inertia
Providing internal training (within government) re. changes
Creating parallel system to MERX for smaller projects (outside the threshold of NAFTA requirements)
Difficult to profile successful bids due to privacy laws, sharing trade secrets
Timeline is not realistic - five years* too long [* five years was referenced in question #1; some attendees assumed this was the timeline to implement changes to MERX/e-procurement tools]
Budget constraints
Inconsistent buy-in/politics within government departments
Creating public awareness/educating suppliers and clients
Limited technical capability of suppliers, who may not have technical components to access new e-procurement tools

Question # 3: What direction should OSME/PWGSC take to address these challenges?

Identify key stakeholders (eg. clients, suppliers, procurement officers); gather feedback
Share feedback across stakeholder groups
Find consensus, use to direct priorities/solutions
Test proposed solutions against stakeholder groups/get feedback
Do a feasibility study re. solutions
Keep process/progress transparent to all groups
Explore existing market (technology)
Rebuild MERX itself - make it a government-only portal - for different kinds of tenders (smaller, less expensive projects)
Phased-in approach
Develop business plan - identify priorities/measurable results
Streamline/simplify bidding process -reduce red tape
Keep up good work re. consultations - just give more notice
Facilitate better connections/communications between clients and suppliers
Re. new features/system improvements - provide ample training for end users (clients/suppliers)

Next steps:

Four types of workshops taking place with following stakeholders: SMEs/suppliers, client departments within federal government, procurement officers, provinces/territories
Report based on feedback will be posted to internet for comment/feedback (in four to six weeks)
Minister will read report