12 January 2011 Report No.10--233 to the Business Services

12 January 2011
Report No.10--233 to the Business Services Committee
Re: Cooperative Procurement with other Public Sector Institutions
ORIGINATOR:
Michael Clarke, Chief Financial Officer
Cathy Dempsey, Assistant Treasurer
Sandra Meilleur, Coordinator of Purchasing, Logistics and Central Services
PURPOSE:
1. To provide information with respect to cooperative procurement initiatives that the District presently
participates in as directed by trustees by Board motion of 15 December 2009:
THAT The Superintendent of Facilities and the Chief Financial Officer be directed,
through the Director of Education, to assess the merits and modalities of establishing
relationships with other area public sector institutions for the purpose of providing or
procuring common services and materials and determine what services or materials
could be provided or procured as a collective.
BACKGROUND:
2. The District has initiated and/or participated in cooperative purchasing initiatives dating back to preamalgamation with other local school boards, the former Regional Municipality of Ottawa-Carleton,
the City of Ottawa, University of Ottawa and Carleton University, Algonquin College, local hospitals
and other Ottawa area public sector institutions.
3. The evolution of joint procurement started with the purchase of natural gas 25 plus years ago and has
evolved into an extensive list of cooperative commodities and services as listed in Appendix A.
4. Not only have the number and diversity of products and services increased but so also have the
number of procurement partners. The partners now extend to many school districts outside of Ottawa
as well.
STATUS:
5. Procurement staff has been trained to research and plan each procurement opportunity by:
•
•
verifying if an existing contract or procurement opportunity already exists through the
Ontario Educational Collaborative Marketplace (OECM), the Ontario Ministry of
Government Services and/or the City of Ottawa that the District might have an opportunity to
participate in
seeking other public partners to cooperate with, i.e. City of Ottawa, local school boards, local
universities or colleges
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•
offering the District’s procurement services to other public partners by leading the strategic
sourcing and/ or procurement process for the various products or services on behalf of the
public partners.
6. Many years of participating in various collaborative initiatives have resulted in increased cooperative
tendering for many products and services but have also resulted in some dissolution of cooperative
arrangements that did not work well, i.e. snow clearing services. Service contracts that require a large
amount of equipment and manpower at all locations at exactly the same time are not conducive to
joint procurement.
7. The federal government, particularly Public Works Government Services Canada, has been
approached on many occasions with respect to joining some of their existing contracts but staff has
been unsuccessful to date.
8. The implementation of the new Ontario Ministry of Finance Broader Public Sector (BPS) Supply
Chain Secretariat’s Supply Chain Guideline encourages and requires BPS entities to collaborate when
buying common goods and services.
9. The Ottawa-Carleton District School Board has participated in and continues to participate in many
strategic sourcing events with OECM but has not always entered into contracts with the successful
proponents because in some instances the costs were higher than those that the District had already
obtained - i.e. photocopier tender.
10. All potential cooperative procurement opportunities are examined in detailed and the option that is
the best fit for the District is executed. Appendix A outlines some of the cooperative tendering the
OCDSB has participated in.
11. The target percentage of Group Procurement Initiatives (GPI) set by the Ontario Ministry of Finance
in a study undertaken by Deloitte in 2009, involving the OCDSB, was 28% GPI. The study revealed
that the District already performed above the target percent and was a best practice example public
organization. Our percentage is 33%.
FINANCIAL IMPLICATIONS:
12.
In most instances there are significant cost savings achieved from cooperative procurement.
CONSULTATION:
13. Consultation occurs with potential public sector partners with respect to collaborative procurement
initiatives on an ongoing basis.
14. Ongoing dialogue occurs with OECM as to upcoming procurement and strategic sourcing
opportunities that the District may participate in.
SUBMITTED FOR INFORMATION.
____________________________________
Barrie Hammond, Director of Education
and Secretary of the Board (Interim)
____________________________
Michael E. Clarke
Chief Financial Officer
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Appendix A
Cooperative Procurement Initiatives
Title
Alarm System Monitoring,
Maintenance, Service and
Inspection - Standing
Agreement
Scope of Work
The Ottawa-Carleton District School Board is coordinating this RFP as
part of a cooperative initiative on behalf of le Conseil des écoles
catholiques de langue française du Centre-Est, le Conseil des écoles
publiques de l'Est de l'Ontario, the Ottawa Catholic School Board and
itself, for the supply of all goods and services.
Appliances
The Ottawa Catholic School Board is coordinating this Invitation to
Tender as part of a cooperative initiative between le Conseil des écoles
catholiques de langue française du Centre-Est, le Conseil des écoles
publiques de l’Est de l’Ontario, the Ottawa-Carleton District School
Board and itself, for the supply and delivery of appliances.
Art Paper and Exercise Books
The Ottawa Catholic School Board is coordinating this Invitation to
Tender as part of a cooperative initiative between le Conseil des écoles
catholiques de langue française du Centre-Est , le Conseil des écoles
publiques de l’Est de l’Ontario, the Ottawa-Carleton District School
Board and itself, for the supply and delivery of art paper and exercise
books.
The Ottawa-Carleton District School Board is coordinating this
Invitation to Tender as part of a cooperative initiative on behalf of le
Conseil des écoles catholiques de langue française du Centre-Est, le
Conseil des écoles publiques de l'Est de l'Ontario, the Ottawa Catholic
School Board and itself, for supply and delivery of art and classroom
supplies.
The Conseil des écoles catholiques de langue française du Centre-Est is
coordinating this Invitation to Tender as part of a cooperative initiative
between the le Conseil des écoles publiques de l’Est de l’Ontario, the
Ottawa Catholic School Board, the Ottawa-Carleton District School
Board and itself, for the supply and delivery of various audio visual
equipment.
The Ontario Education Collaborative Marketplace (OECM) coordinated
this Invitation to Tender on behalf of educational institutions for the
supply and delivery of classroom furniture.
Art Supplies and Classroom
Supplies
Audio Visual Equipment
Classroom Furniture (OECM)
Collection and Disposal of
Non-Hazardous Waste
The Ottawa-Carleton District School Board is coordinating this RFP as
part of a cooperative initiative on behalf of le Conseil des écoles
catholiques de langue française du Centre-Est, le Conseil des écoles
publiques de l'Est de l'Ontario, and itself, for the collection and disposal
of non-hazardous waste material. Vendors will also be required to
provide suitable disposal containers, to maintain these containers in an
acceptable condition, and to provide the necessary equipment for the
services.
Collection and Haulage of
Recyclable Materials
The Ottawa-Carleton District School Board is coordinating this RFP as
part of a cooperative initiative between le Conseil des écoles catholiques
du Centre-Est, le Conseil des écoles publiques de l’Est de l’Ontario,
Ottawa Catholic School Board and itself, for the collection and haulage
of recyclable materials.
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Custodial Supplies and
Services
The Ottawa-Carleton District School Board is coordinating this RFP as
part of a cooperative initiative on behalf of le Conseil des écoles
catholiques de langue française du Centre-Est, le Conseil des écoles
publiques de l'Est de l'Ontario, the Ottawa Catholic School Board and
itself, for supply of the custodial goods and services.
Early Education Learning
Materials and Teaching
Resources
The Ottawa-Carleton District School Board is coordinating this
Invitation to Tender as part of a cooperative initiative on behalf of le
Conseil des écoles catholiques de langue française du Centre-Est, le
Conseil des écoles publiques de l'Est de l'Ontario, the Ottawa-Carleton
Catholic School Board and itself, for discounts off catalogue list prices
for the supply and delivery of early education learning materials and
teaching resources.
The City of Ottawa, on behalf of Algonquin College, Ottawa Hospital,
Carleton University, University of Ottawa, The Ottawa-Carleton District
School Board, le Conseil des écoles catholiques de langue française du
Centre-Est, le Conseil des écoles publiques de l'Est de l'Ontario, the
Ottawa-Carleton Catholic School Board and itself, for the supply of
electrial materials.
Electrial Materials
Electricity
The Ottawa-Carleton District School Board became a member of the
Catholic School Baords Services Association in January 2008 in order to
enter into the CSBSA's Electricity Purchasing Cooperative.
Approximately 47 Ontario School Boards belong to this cooperative.
Emergency Generators
Servicing
The Ottawa-Carleton District School Board is coordinating this
Invitation to Tender as part of a cooperative initiative on behalf of le
Conseil des écoles catholiques de langue française du Centre-Est, the
Ottawa-Carleton Catholic School Board and itself, for a servicing Firm
for the purpose of maintaining the individual Boards' electrical
generating plants in an efficient operating condition and to minimize
emergency service calls.
The Ontario Education Collaborative Marketplace (OECM) coordinated
this Invitation to Tender on behalf of educational institutions for the
supply and delivery of fine copy paper.
Fine Copy Paper (OECM)
First Aid Supplies
Hardware and Power Tools
The Ottawa-Carleton District School Board is coordinating this
Invitation to Tender as part of a cooperative initiative on behalf of le
Conseil des écoles catholiques de langue française du Centre-Est, le
Conseil des écoles publiques de l'Est de l'Ontario, the Ottawa Catholic
School Board and itself, for unit cost pricing on a core list of products
and a discount off catalogue list prices for the supply and delivery of
first aid supplies.
The City of Ottawa, on behalf of Algonquin College, Ottawa Hospital,
Carleton University, University of Ottawa, The Ottawa-Carleton District
School Board, le Conseil des écoles catholiques de langue française du
Centre-Est, le Conseil des écoles publiques de l'Est de l'Ontario, the
Ottawa-Carleton Catholic School Board and itself, for the supply of
hardware and power tools.
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Heating Fuel Oil and Diesel
Fuel
The Ottawa-Carleton District School Board is coordinating this
Invitation to Tender as part of a cooperative initiative on behalf of
Algonquin College, Children's Hospital of Eastern Ontario, City of
Ottawa, Conseil des écoles catholiques de langue française du CentreEst, Mississippi Valley Conservation Authority, Ottawa-Carleton
Catholic School Board, Ottawa Hospital, Queensway Carleton Hospital,
Univeristy of Ottawa, and itself for the supply and delivery #2 heating
fuel oil and diesel fuel.
Insurance (OSBIE) - General
Liability and Property
The Ontario School Boards' Insurance Exchange (OSBIE) is a school
board owned, non-profit insurance program with 106 members,
representing 78 school boards and 28 Joint Ventures in Ontario. The
primary goals of the Exchange are to insure member school boards
against losses, and to promote safe school practices.
Laminating Film
The Ottawa Catholic School Board is coordinating this Invitation to
Tender as part of a cooperative initiative between le Conseil des écoles
catholiques de langue française du Centre-Est, le Conseil des écoles
publiques de l’Est de l’Ontario, the Ottawa-Carleton District School
Board and itself, for the supply and delivery of laminating film.
Lamp and Ballast Products
The City of Ottawa is coordinating this Invitation to Tender as part of a
cooperative initiative on behalf of Carleton University, University of
Ottawa, the Ottawa-Carleton District School Board, le Conseil des
écoles catholiques de langue française du Centre-Est, le Conseil des
écoles publiques de l'Est de l'Ontario, the Ottawa-Carleton Catholic
School Board and itself, for the supply of lamp and ballast products.
Laser Toner, Fax and Inkjet
Cartridges
The Ottawa Catholic School Board is coordinating this Invitation to
Tender as part of a cooperative initiative between le Conseil des écoles
catholiques de langue française du Centre-Est , le Conseil des écoles
publiques de l’Est de l’Ontario, the Ottawa-Carleton District School
Board and itself, for the supply and delivery of laser toner, fax and inkjet
cartridges.
Library Supplies
The Ottawa-Carleton District School Board is coordinating this
Invitation to Tender as part of a cooperative initiative on behalf of le
Conseil des écoles catholiques de langue française du Centre-Est, le
Conseil des écoles publiques de l'Est de l'Ontario, the Ottawa Catholic
School Board and itself, for unit cost pricing on a core list of products
and a discount off catalogue list prices for the supply and delivery of
library supplies.
Milk Products
The Ottawa-Carleton District School Board is coordinating this
Invitation to Tender as part of a cooperative initiative between le Conseil
des écoles catholiques du Centre-Est, le Conseil des écoles publiques de
l’Est de l’Ontario, Ottawa Catholic School Board and itself, for unit cost
pricing for the supply and delivery of milk products.
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Natural Gas
The Ottawa Carleton Energy Purchasing Group contracts for natural gas
in future periods as a hedging strategy on behalf of the following
participants: Algonquin College, Canadian Blood Services, Cité
Collégiale, Conseil des Écoles Catholiques de Langue Française du
Centre-Est, Conseil des Écoles Publiques de l'Est de l'Ontario, Conseil
scolaire de district catholique de l'est ontarien, City of Ottawa, Elisabeth
Bruyère Health Centre, The Good Companions Seniors' Centre, Les
Missionaires Oblats de Marie Immaculée, Ottawa-Carleton District
School Board, Ottawa Catholic School Board, Ottawa Housing
Corporation, Ottawa Regional Hospital Linen Services Inc, Saint Paul
University, University of Ottawa, Upper Canada District School Board.
Office Furniture
The Ottawa Catholic School Board is coordinating this Invitation to
Tender as part of a cooperative initiative between le Conseil des écoles
catholiques de langue française du Centre-Est , le Conseil des écoles
publiques de l’Est de l’Ontario, the Ottawa-Carleton District School
Board and itself, for the supply, delivery and installation of office
furniture.
The Ontario Education Collaborative Marketplace (OECM) coordinated
this Invitation to Tender on behalf of educational institutions for the
supply and delivery of office supplies.
Office Supplies (OECM)
Physical Education Supplies
and Equipment
The Ottawa-Carleton District School Board is coordinating this
Invitation to Tender as part of a cooperative initiative on behalf of le
Conseil des écoles catholiques de langue française du Centre-Est, le
Conseil des écoles publiques de l'Est de l'Ontario, the Ottawa Catholic
School Board and itself, for the supply and delivery of physical
education supplies and equipment.
Preventative Maintenance for
Elevating Devices
The Ottawa-Carleton District School Board is coordinating this RFP as
part of a cooperative initiative on behalf of le Conseil des écoles
catholiques de langue française du Centre-Est, the Ottawa Catholic
School Board, for the provision of preventative maintenance for the
School Boards' elevating devices to ensure efficient operation and to
minimize emergency service calls.
Processing and Marketing of
Recyclable Materials
The Ottawa-Carleton District School Board is coordinating this RFP as
part of a cooperative initiative between le Conseil des écoles catholiques
du Centre-Est, le Conseil des écoles publiques de l’Est de l’Ontario,
Ottawa Catholic School Board and itself, for the processing and
marketing of recyclable materials.
Recycle Bins
The Ottawa-Carleton District School Board is coordinating this
Invitation to Quote as part of a cooperative initiative between le Conseil
des écoles catholiques du Centre-Est, le Conseil des écoles publiques de
l’Est de l’Ontario, Ottawa Catholic School Board and itself, for the
supply and delivery of recycle bins.
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Science Supplies and
Equipment
The Ottawa-Carleton District School Board is coordinating this
Invitation to Tender as part of a cooperative initiative on behalf of le
Conseil des écoles catholiques de langue française du Centre-Est, le
Conseil des écoles publiques de l'Est de l'Ontario, the Ottawa-Carleton
Catholic School Board and itself, for discounts off catalogue list prices
for the supply and delivery of science supplies and equipment.
Software (ECNO)
The Educational Computing Network of Ontario (ECNO) is a non-profit
information technology cooperative incorporated to promote best
practices and provide cost-effective IT solutions to its members.
Solar Panel Installations
The Ottawa-Carleton District School Board is coordinating this Request
for Supplier Qualification as part of a cooperative initiative on behalf of
Avon Maitland District School Board, Greater Essex County District
School Board and itself, for the anticipation that companies specializing
in solar panel technology will request utilization of school roof space
and open area to invest in a potential financial opportunity proposed by
the Ontario Power Authority (OPA) Feed-in Tariff (FIT) program.
Tranportation (OSTA)
In an effort to meet the Ministry of Education's requirements, the
Ottawa-Carleton District School Board and Ottawa Catholic School
Board established a joint steering committee for the purpose of creating
a Transportation Consortium in January 2007.
Rev. 8-Dec-2010/cb
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