This bid solicitation is being issued for the requirement of a consulting firm to provide strategic advice and ongoing support for the ‘Smart’ procurement process anticipated to support the Gateway Initiative, on behalf of the Natural Sciences and Engineering Research Council of Canada (NSERC).
Gateway’s key objective is to implement a modernized grants/awards management platform for the three agencies. Gateway is investigating potential grants and contribution business solutions and associated business transformation services leading to the acquisition and implementation of an appropriate solution through a formal Smart Procurement competitive process.
By way of definition, ‘Smart’ procurement (sometimes referred to as ‘complex procurement’ or more recently, ‘agile procurement’) involves a process in which there are no predetermined restrictive requirements or contract structures that limits the abilities of the parties to adjust as needed to achieve desired outcomes. Factors involved in Smart procurement include the potentially long periods from project inception to delivery, changing requirements, advances in technology, the multiple stakeholders involved, the need to deliver business results early and in phases, and the key integration requirements – all of which are constantly changing; creating a state, that if not managed on an ongoing basis, can introduce significant risk. Managing a Smart procurement requires an emphasis on relationship management, working collaboratively on the desired outcomes, first with internal partners and then with potential service providers. The final part of the Smart procurement process involves the ability to consider “Relational Contracting” which involves having the ability to adjust Key Performance Indicators and contract milestones when the circumstances so dictate.
In order for a Government of Canada Smart procurement to be considered agile, the following five factors should also be present:
Iterative approach for deliverables, allowing for off-ramps and pivots (using small, time-defined and iterative work packages, with mechanisms built into the procurement to adjust or terminate if project stops demonstrating value)
Procurement is focused on outcomes, allowing for a range of solutions to be proposed (selection methodology drives towards the best solution, not a predetermined one, using high-level evaluation criteria so as to assess dissimilar proposals)
Cross-functional team are involved in designing and running the procurement (procurement, program managers and technical experts are involved throughout)
Collaborative approach with suppliers (iterative process allows government and suppliers to have a collaborative dialogue on needs and outcomes)
The procurement process - through pre-defined gates with qualified suppliers who meet the requirements of each gate - results in fewer vendors at each gate and ultimately a preferred vendor for contract award.
This RFP is seeking professional services that bring depth of experience within Canadian public sector entities for leading and advising on a Smart procurement, with characteristics of agile procurement.
When this RFP refers to ‘Smart procurement’, it should also be assumed that characteristics of agile procurement practices are included. Vendors should highlight their experience and expertise within this context.
