Procurement Council Agendas and Minutes

7/27/2019 Procurement Council Agendas and Minutes

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Obtained via Freedom of Information by Bob [email protected]/bobmackin


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Procurement Council Action ItemsJanuary 27th MeetingAttendingDuncaii Mclelland ,QllI"pthi!W AhckeaKetfleDerekCockbumStvensThomas LaCeyKim Boudreau

AbsentJoanne ReesDavid LiversedgeTerry GelinaSMicbael.Quinn

DavillPWjngtlSliMllterMcCabeJarlet MGuireVicky TaylorVicki Willow

Al ShariffTamara McLeodCindy SeymolJl"Pelle Agerup Please see the PC list for member details

Previous Action Item Follow-up

;

Kelly FitzsimondsBruce Sll)ithBrent MomsohDian? LucasDarCIe UnderwoodRobert KatzerLisaTanLeali G1ickStal

Dee MasonVaLDicksQIiHeather.Brost

1. An update on RFP amendments will be discussed at the next meeting. Deferred: Li1. Lowe has nowreturned rom her secondment and will resume work on this.2. ECMS working group member, Jenny I-lutchison, will do some quantitative analysis research,regarding an increase of the $25K threshold (6.3.2.c(5) and (6)) to $50K. On the agenda.3. Work will be undertaken on the expansion in the GSA Template, of the Q&A's for Vendors' benefit.Carried over to the next meeting.4. Steve will attend the next ProclJI"ement Council meeting (January 26, 2012) with the defined ECMS

"Quick Wins, procurement related "Quick Wins". Procurement Council will review and select thoseaction items it identifies as a priority, to facilitate implementation. Deferred to the next meeting.5. Meeting/Diana Lucas will lead a discussion on procurement policies. On the agenda.Current Notes and Action ItemsThreshold Research and Analysis Update - Jenny HutchisonI. The ECMS Quick Wins Working Group is conducting research and analysis around a suggestedincrease of the $25K threshold (6.3.2.c (5) and (6)) to $50K.

One business area has been examined (using staff wages and time) and cost for all various contractamounts was approx. $3500.

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Next steps: JennY and working group to continue - including further jurisdictional research regardingrecent or planned threshold reviews (as well as a review of the justification for a recent thresholdincrease to $50K at UBC); and more in-depth analysis with a broadened scope.CPPM 6 Procurement Policies - Discussion - Diana Lucas2. Di@Il.(Li!as led a "Top Ten" discussion on the principles of procurement relating to service contracts- Di@Il.'s "Top 10 List" will be posted to the SharePoint site with action items.Aboriginal Procurement Guidelines Update - Dave Pilling3. PGO is working on an Aboriginal Procurement Guidelines document (anticipated to be finalized anddistributed by late Spring).

The Guidelines are not new policy and have been developed consistent with government direction,following previous efforts to better support this area of procurement. They are meant to better supportministry specialists in the practical application of policy in procurements for service/programdelivery in Aboriginal communities; to promote innovative procurement solutions supported byprocurement policy; and create greater opportunity for the delivery of culturally -appropriateprograms and services which meet the needs of communities as well as the program needs ofMinistries.Dave will email the draft guidelines to Procurement Council members for review and comment.Members are also asked to forward the draft guidelines on to other staff that represent the intendedend user group. Update: Dave emailed the guidelines to members. Feedback is requested byFebruary 28'h,

PGO Update4. Issue: Forestry cert ification pract ices : Forestry Innovation Investment Ltd. has raised concerns ofsome ministries and Crowns adopting procurement policies which favour one type of forestrycertification (FSC - representing only 10% of BC wood), over others. Several jurisdictions treatforest certifications that are substantially the same, equally. If they are substantially the same,

preferential treatment would be inconsistent with core policy and possibly trade agreementobligations.Dav requested feedback from members on whether they are in agreement that the certifications aresubstantially the same. It was suggested that FLNRO, or Forestry Innovation Investment, provide PCwith a presentation on the breakdown of each of the certifications. Dave will look into this. Update:FlI will present at the March 16 meeting.

5. GSA - FMB is considering GSA amendment review next fiscal year (hi-annual review), although thishas not yet been finalized in the 12/13 plan.Dtitlcan. suggested a round table in the near future, on policy and procedure priorities for next fiscalyear - determining the scope of each project and the degree of involvement. Update: An email wassent to members requesting feedback on priorities they would like FMB to consider in planningfornext FY. A strategy session will be held February 28, 2012 to discuss priorities.

6. VCRP reporting not required from ministries this year. However, ministries are asked to ensure theyare maintaining their monitoring and records. A review of the VCRP reporting process is beingconsidered for FY 12113.



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7. FMB will be creating a Procurement Governance Handbook. It is intended to be a brief, high level,"go-to" reference consisting of overviews of governance and the key procurement components,FAQs, etc. The document is intended for current procurement community members (as an additionaltool for the toolbox), as well as for new and non-procurement staff.PSB Updates8. Procurement and Supply Services has been divided into 2 areas and competitions are being held forED positions. Following the competitions, Duncan will advise further of the direction of thesebusiness areas.9. A strategic three-year corporate procurement plan has been requested by executive and will be indevelopment over the next 4-6 weeks. Some items included in these discussions are: Be Bid - systemreview/upgrade, CSA review, and commodities purchasing.10. Review of BC Bid already under way and discussions have started, with Stephanie Bacon as theproject lead.Roundtablepe MP Material Access ibility and Communi ty of Practice SiteII. Suggestion made that PCMP portal materials be available on the PC SharePoint, as well as, a

CoP to discuss any changes being made to the PC SharePoint. OCG and ProcurementServices will investigate access to PCMP resources.

Issue : Determining Legal Entity Status12. Issues noted at Transportation: Determining valid joint ventures and legal entity status: How

do we determine legal entity status? Vicki suggests that PC have BC Online do apresentation at a future session to help everyone's understanding of this concept.

Nex t meeting13. Originally scheduled for March 23, 2012. Due to issues around FYE and March break, the

meeting has been moved to the week before, March 16th



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09:00-09:10

09 : 10 - 09:4009:40- 10:1010:10-10:20

10:20 - 11 :00

Next meeting:

AGENDAPROCUREMENT COUNCIL

27 May 20119:00 a.m. - 11 :00 a.m.

Orca Room, 548 Michigan StreetVictoria BC

IntroductionsReview agendaReview 25 March 2011 action itemsPCMP UpdateNew Supplier Set-up IssuesPSB Operations UpdatesRoundtable

22 July 20119:00 a.m. - 11 :00 a.m.Orca Room, 548 Michigan

Dunc.anMcL:e)lotld

DUr;icapMc.LE:llldndAll

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09:00 - 09:10

09: 10 -- 09:2009:20 - 09:3009:30 - 09:4509:45 - 10:0010:00 - 10:1510: 15 - 10:3010:30 - 10:3510:35 - 10:4010:40 - 10:4510:45 - 11 :00

Next meeting:


28 January, 20119:00 a.m. - 11 :00 a.m.


IntroductionsReview agendaReview 26 November 2010 action itemsPCMP UpdateFOI Routine Release Table

Duncan McLellandlTamara Mcleod

David UversedgeLiz Lowe

RFP Revision Update Duncan McLelland/Liz LoweJob Profiles Bdrb>ShdwSchedule D Changes Melissa McCabe3CMB Report PdLJldSwifzerTrade agreement requirements Tamara McLeodPSB Operations Updates Duncan MclellandPGO Updates TdrndrdMcLeodRoundtable All

25 March, 20119:00 a.m. - 11 :00 a.m.Orca Room, 548 Michigan

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09:00-09:10

09:10-09:20

09:20 - 09:50

09:50 - 10:00

10:00 - 10: 15

10 :15-10:2010:20- 10:2510:25 - 11 :00

Next meeting:

AGENDAPROCUREMENT COUNCil

25 March, 20119:00 a.m. - 11 :00 a.m.


IntroductionsReview agendaReview 28 January 2011 action itemsJob ProfilesSecurity Screening - Pilot RCSA

Local preferences/Reciprocal Non-DiscriminationVendor Past PerformanceReference CheckPSB Operations UpdatesPGO UpdatesRoundtable

27 May, 20119:00 a.m. - 11 :00 a.m.Orca Room, 548 Michigan

Duncar\McLeIlCll'ld/Tamara McLeod

Duncan McLellandCheryl Akey

Ra lph KeenanDClvidTrudei

David Trudel

Duncan McLellandTamaraMcleod

All

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Procurement Council Action ItemsJanuary 28 th MeetingMerhbersAttendingTamara]l4cLepdDiana LucasJacoba CorrigalPelle AgerupChris FlemingLisa MillerThomas LaceyKini :SouqreauLiz Lowi:PaitlaSwitzer

Members A.bselltJoanne RilesRobert VaiveMia CI\lmentJack Scbewchuk

Duncan McLellandNina HucalBrenda StevensSandra HallAnna RochfortKelly 1ulieHiltchipsVickiWilloWCmdY.SeYril,o\!l:Neil$bli

AI ShariffDiane RossDonna Porter

..

Please see the PC list for member de/ails


David TrudelDavid LiversedgeMichael QuinnDerek GpckbumJennifer Melissal-icCa/leRenee Tancl)eDiane MarsonLeah Glick-Stal

DceMasonTerry GelinasHeather Brost

1. Tamara McLeod will provide an update at the next meeting regarding the development of policyupdates to support emerging trade agreement obligations.

2. Vicky Taylor will deliver a presentation on camp standards at a future meeting.3. Tamara will provide an update at the next meeting regarding the possibility of releasing summaries ofcompleted lAAS reports.



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Current Action ItemsPCMP Next Steps4. If available, members are asked to please forward background and/or other supporting information

regarding procurement training and the PCMP program. Please forward information to DavidLiVerseo.ge to assist in the development of a needs assessment! business case for the PCMP program.FOI Houtinely Releasable Table-- Liz Lowe5. Next steps:

Li:i!l will discuss the final draft with the FOl group Chris\Fletrii.llg will forward the table to MarkTatchell for discussion of how this may feedinto the "Proactive and Routine Release of lnfonnation" project.

Follow-up: Chti,y has discussed the table with Mark and an update will be provided at thenext meeting. Members are asked to review the table and advise Liz of any concerns as soon as possible asthey would like to move forward with approval and making the table available.

H,"P Amendment6. Concerns were raised regarding the Canada Post's Xpress Post and Priority Post courier services.

While they are considered courier services, they are still treated as somewhat like mail (i.e., sent andsorted the same), resulting issues with bid receipt. Dll1lcan and Liz will speak with BC Mail to discussoptions going forward, and they will report back at a future meeting.

7. The amended RFP template will go forward to Legal Services for approval before distribution.J ) b Pro il e s8. While the discussion of classification levels will need to be taken offline, the group endorsed theAdministrative Officer 18 and 24, and the Business Leadership procurement job profiles.9. The draft profiles will be resent to members and posted to the Sharepoint site. Members are asked to

review the profiles, specifically the Contract Administrator profile, and provide comments,suggestions and concerns to by February 11 tho will consolidate the informationand a more comprehensive discussion will be scheduled for the next meeting.

3CMB Report10. Kelly will post the 3CMB report and Paula's presentation on the Sharepoint site for members.

Follow-up: Profiles posted or review and note sent to members.11. Members are asked to forward any ideas/suggestions to Paula regarding monitoring that they feel

could assist with procurement compliance.



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23 September 20119:00 a.m. - 11 :00 a.m.


09:00 - 09: I 0 IntroductionsReview agendaReview 27 May 2011 action items:

1. Tltlillll'lI/McJje


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AGENDAPROCUREMENT COUNCIL25 November 20119:00 a.m. - II :00 a.m.Orca Room, 548 Michigan StreetVictoria BC

09:00 - 09: 10 IntroductionsReview agendaReview 23 September 2011 action items:

1. An update on RFP amendments will be discussed at thenext meeting. To be carried over to a future meeting.2. Develop notes on the benefits of he new GSA, to assistin communication with vendors .3. Development of a corporate library proposed to allowaccess to templates from across government to be sharedand accessed. The caveat being that these could only beused as samples and any new agreement format wouldrequire sign-off by ministrY legal servicesrepresentatives.4. Investigate need for a template agreement which can beused to rent space.5. Steve to attend PC in November to discuss the quick winaction plan . Update at this meeting.6. PC to discuss quick wins list. Looking to evaluate thetime, benefits, cost and risks associated with each

potential opportunity. Priorities discussion duringroundJab/e.09: 10 - 09:20 Canadian Public Procurement Council Forum sessions(Quebec City) - Summary09:20 - 10:00 3CMB 2010/11 Cross Government Report - Summary10:00 - 10:15 ECMS -Action Plan Update10:15 - 10:20 PGOUpdate10:20 - 10:25 Procurement and Supply Update10 :25 - II :00 Roundtable-

Next meeting:

25 Quick Wins - PC Priorities Discussion Other Business

27 January 20129:00 a.m. - 11 :00 a.m.Orca Room, 548 Michigan

Duncan McUlland!Tanuu:a McLeod

Diana Lllcal>

paula 3CMBsteve Rpssander, FMB

TamaraDuncan

Duncan! AllAll

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09:00 - 09:10

09:10-9:30

9:30 - 9:509:50 -10:05

10:05 - 10:10

10:10 - 10:15

10:15 -ll:OO

Next meeting:

IntroductionsJuly MeetingReview agenda


25 May20129:00 a.m. - II :00 a.m.Orca Room, 548 Michigan StreetVictoria Be


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09:00 - 09:10

09:10-9:40

09:40 - 09:55

09:55 - 10:10

10:10 - 11:00

Next mee ting:

IntroductionsReview agenda


16 March 20129:00 a.m. - 11 :00 a.m.Orca Room, 548 Michigan StreetVictoria Be"'1/ "'1/ "'1/

Review action items:1. An update on RFP amendments will be discussed at

the next meeting. Deferred to a future meeting.2. ECMS working group member,Jenny Hutchison, willdo some quantitative analysis research, regarding anincrease of the $25K threshold (6.3.2.c(5) and (6)) to$50K. Ongoing - report outat a future meeting.3. Work will be undertaken on the expansion in theGSA Template, of the Q&:A's for Vendors' benefit. Tobe discussed with PGO updates.

Forestry Certification - Treatment in Public Procurement

Procurement Governance

Procurement Services

Roundtable

25 May 20129:00 a.m. - 11:00 a.m.Orca Room, 548 Michigan

DUnan McLelland!!alllllra McLeod

Dave Patterson,Forestry InnovationInvestmentDave Pillirig

Duncan McLelland

All

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09:00 - 09:10

09:10-9:1509:15 - 09:3010:00 - 10:1010:lO - 10:2010:20 - 10:3010:30 - 1l:00

Next mee ting:


AGENDAPROCUREMENT COUNCIL27 January 2012

9:00 a.m. - I I 00 a.m.Orca Room, 548 Michigan StreetVictoria Be.q .q.q '1>0 '1>0 '1>0

Review action items:I. An update on RFP amendment s will be discussed atthe next meeting. Deferred to a future meeting.2. ECMS working group willdo some quantitative analysis research , regarding an

increase of the $25K threshold (6.3.2.c(5) and (6)) to$50K. Update on the ,7genda.3. Work will be undertaken on the expansion in theGSA Template, of the Q&:A's for Vendors' benefit.Carried over to a future meeting.4. Sieve will attend the next Procurement Councilmeeting Oanuary 26,2012) with the defined ECMS"Quick Wins", procurement related "Quick Wins".Procurement Council will review and select thoseaction items it identifies as a priority, to facilitateimplemenration. Deferred to a future meeting.

5. Meeting,Diana Lucas will lead a discussion onprocurement policies. On the agenda.Threshold Research &: Analysis UpdateCPPM 6 Procurement Policies - DiscussionAboriginal Procurement Guidelines UpdatePGOUpdateProcurement and Supply UpdateRoundtable

23 March 20129:00 a.m. - il:OO a.m .Orca Room , 548 Michigan

DupciliiMqLe!landl:ra;triara Met-eod

Jenny HutdiisonDiana LUCaSDilv" Pilling.DlIve,Pilling

DUticanMcLelland

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AGENDAPROCUREMENTCOUNca22 June 20129:00 a.m. - 11 :00 a.m.Orca Room, 548 Michigan StreetVictoria Be

Po 'Po 'Po

09 :00 - 09:05 Introductions

09 :05 - 09 :20 Procurement Governance Update

09 :20 - 09:35 Procurement Services Update

09 :35 - \0:30 Roundtable

Next meeting: 28 September 20129:00 a.m. - 11:00 a.m.Orca Room . 548 Michigan

Duncan McLelliind

Duncan)AcLelliind

All

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09:00 - 09:10

09:10-9:40

9:40 - 9:55

9:55 - 10:05

10:05 - 10:15

10:15 -10:25

10:25 - 11:00

Next meeting:



23 November 20129:00 a.m. - II :00 a.m.Orca Room, 548 Michigan StreetVictoria BeofJI ofJI ofJI ..,...,...,.

GSA Security Schedule G - Update

FOI Requests and Direct Award Information

PST/GST Update

Procurement Governance Update

Procurement Services Update

Roundtable

25 January 20139:00 a.m. - 11:00 a.m.Orca Room. 548 Michigan

Rob Todd!CliveBrown,aCla

Duncan McLelland!Kathleen WardjoeDuff, aCG

David Pilling

DuncanMcI..eJ.Il\'rid

All

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09:00 - 09:10

09:10-9:209:20 - 9:509:50 -10:0010:00 - 10:1010:10 - 10:2010:20 - 1l:00

Next meeting:


AGENDA

25 January 20139:00 a.m. - 11 :00 a.m.Orca Room, 548 Michigan Street

Victoria Beqqo#J !

Action items from Previous MeetingsCPPC Conference Overview3CMB Cross-Government ReportTransfer Payment Policy UpdateProcurement GovernanceProcurement ServicesRoundtable

22 March 20139:00 a.m. - 11:00 a,m,Orca Room, 548 Michigan

Duncan Mel elJandJDavid Pilling

Paula SWitzerDave PillingDave Pilling

DUncan McLellandAll

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09:00 - 09:10

09 :lO - 9:309:30 - 10:00lO:OO- 10:1010:10 - 10:2010:20 - 10:3010:30 - ]]:00

Next meeting:



22 March 20139:00 a.m. - 11:00 a.m.Orca Room, 548 Michigan Street

Victoria Be"'II "'II "'II 'GJo 'GJo 'GJo

Action items from Previous MeetingsWestern States Cooperative (Purchasing) AllianceGreen PurchasingRFPUpdateProcurement GovernanceProcurement ServicesRoundtable

24 May 20139:00 a.m. - 11:00 a.m.Orca Room, 548 Michigan

Duncan McLelland!David Pilling

Adam McKinponReeve Soledad

lli'LoweDave Pilling

DUncan McLellandAll

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09:00 - 09:10

09:10 - 9:159:15 - 9:259:25 9:559:55 10:4010:40 - 10:4510:45- 10:509:45 -11:00

Next meeting:



24 May 20139:00 a.m. - 11 :00 a.m.Orca Room, 548 Michigan StreetVictoria Be

Review outstanding Action itemsUpdate: lAO re: direc t award FOI requestsAIT Procurement Negotiating Table UpdateCAS' AIT Procurement Reporting Document - Check-inand Walkthrough3-Year Procurement Services PlanProcurement GovernanceProcurement ServicesIssues and Updates - Roundtable Discussion

26July 20139:00 a.m. - 11:00 a.m.Orca Room, 548 Michigan


Duncan MclellandDavid Pilling

Elizabeth Wonf!)Stefan Niemann

Duncan McLellandDavid Pilling

Duncan MclellandAll

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AGENDAPROCUREMENT COUNCIL26 July 20139:00 a.m. - 11 :00 a.m.Orca Room, 548 Michigan StreetVictoria Be

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Procurement Council Action ItemsNovember 25 th MeetingMembers Attending'

cLeQ!jCQckb\U1\ .ulil Jennifer J.ngram-KumTbomasLacey

Members Abse1ltJoanne ReesRobert VaiveKellyintii!nJ(mdsTeiry Gelinaschris FlemingDee MasonAI sliariff

David Plliin' " .. .gMcC;abeVickiWjllpV'DarciUnijerwopdSleye Rossander

Duncan MclellandjIIina'llticalCindy"seyiiiourDianeBrodiePelIeAgerupDorotbyWong

Please see the PC Ust for member details


; , ':

Sbemin MC.F!riel1arent MomsOIl.Janet McGui{eLaurie ArscottRelX:cca LomasKim BoudreauRenee Tanche

Sandra HallVicky.TaylorHeather BrostStephen KeBr1'eyValerie DicksonLeah Glick-Still

1. Work will be undertaken on the expansion in the GSA Template, of the Q&A's for Vendors' benefitFurther update at the next meeting.2. Steve to attend PC in November to discuss the ECMS quick win action plan. PC to discuss quick wins listLooking to evaluate the time, benefits, cost and risks associated with each potential opportunity.Discussion held see below.3. The RFP template amendments have been delayed. Carried over.4. Tamara will provide an update at a future meeting regarding the possibility of releasing sununaries ofcompleted IAAS reports. Carried over.

Current Action Items and NotesCanadian Public Procurement Council Forum sessions (Quebec City) - Summary5. The next Canada Public Procurement Forum is November 3-7, 2012, in Vancouver. Diana Lucasencourages everyone to attend.

3CMB 2010/11 Cross Government Report - Summary - Paula Switzer6. Presentation regarding the 3CM13 cross-government report delivered by Paula Switzer. The presentationwill be posted to the SharePoint site with the action items.



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Procurement Council Action ItemsNovember 23rd MeetingAttendingSt


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in attending the meeting, contact David Pilling, Director, Procnrement and Financial ManagementGovernance, OCG ([email protected]).Procurement Community of Practice5, The first meeting of the Community of Practice Meeting Working Group was held on June 26: !i?:

L(JV\l(! to present an update at the September meeting. If you wish to join the group, contact LiZ(EliZabd:li:[email protected])Additional Meetings6. There was general consensus that there is value in periodically holding additional PC meetings,reserved exclusively for Roundtable discussions and information sharing. Look for these later in2012.Procurement Training/Conference Summaries7. Members are encouraged to share summaries of any seminars or conferences that theyattend during

the year, for the benefit of all PC members. Janet!vicGuire (together with Jacobac:orrigal and DavidPilUi:lg) will provide a summary of highlights of the recent Insight Conference on Procurement, heldin Vancouver, June 14 -15.

Next Meeting28 September 20129:00 am - 11:00 amOrca Room, 548 Michigan Street

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09:00 - 09:10


25 May20129:00 a.m. - II :00 a.m.Orca Room, 548 Michigan StreetVictoria Be..,...,...,.

IntroductionsReview agendaAction items from Previous Meetings:I. ECMS working group member,Jenny Hutchison,will do some quantitative analysis research, regardingan increase of rhe $25K threshold (6.3.2.c(5) and (6to $50K. Ongoing - report out at a future meeting.2. Duncan Mc1.ellaIld, ElD Procurement Services,SSBC will approach Kathleen.Ward, E/I).4llorrna,ticlI)A.ccess Qperat;ions, SSBC , to present at the September28 , 2012 meeting, to assist ministries in adopting astandardized approach to FOI requests forinformation related to direct awards. Carried Over3. OCG will convene a meeting inJuly with interestedmembers, to provide SUpport and advice on satisfyingAIT reporting requirements with a view tostandardizingand streamhning reportingrequirements. Completed4. The first meeting of the Community of PracticeMeeting Working Group was held on June 26. Liz.Lowe to present an update at the September meeting.Completed5. Janet McGuire (togerher with Jacoba Corrigal andDavid Pillinl!) will orovide a summarv of hillhlillhts of

Duncan McI.elJandi.David Pilling

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09:00 - 09:10 IntroductionsReview agendaAction items from Previous Meetings:1. ECMS working group member,jerijiYHutcru!ioIl.,will do some quantitative analysis research, regardingan increase of the $25K threshold (6.3.2.c(5) and (6to $50K. Ongoing - report out at a future meeting.2. Duncan McLelland, E/D Procurement Services,

N . 3 N approach Kathleen Ward, E/D Informationext meetmg: 2 ____ .-_-_---_---_-.. _- _-_-_- -9:00 a.m. -11:00 a.m. Access Operatlons, SSBC, topresent at the SeptemberOrca Room, 548 7017 mf'f't lm1 to In


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Procurement Council Action ItemsSeptember 23 rd MeetingMembers Attending

DundinMclellandBrenda Rafu:(Jacoba Corrigl\lPelle AgerupBiancaLenzJennifer Ingnuil-KtmiThomas LaceySherran Sfeve Rossander

JOan!le ReesRobert V&lveMichael QuinnTelT)'GelinasDonna PorterChris Fleming

TiIiilara McLeodDiana LucasMeij"a Vicki WillowBrOdieKelly FiciSil!>o!ldsVicky TaylorLeah Glick-Stal

AI ShariffNinaHucalCindy SeYJlloU(Julie Darcie Undenvood

* Please see the PC l ist f or member details


DaVid PillingBrent Janet McGU1feLaurie Dorot\1y:Wo.ngRenee ToocheCarol Stone

pee Maso!lBar!>Sl;8rleHeather.BrostDavid LiversedgeSoodra gall

1. Ta;nara McLeod will provide an update at a future meeting regarding the development of policy updates tosupport emerging trade agreement obligations. Carried over.

2. Tatnara will provide an update at a future meeting regarding the possibility of releasing summaries ofcompleted IAAS reports. Carried over.3. FOI Routinely Releasable Table next steps - Sent to "Proactive and Routine Release of Infonnation"project group. Duncan hoping to speed up process by clarifying that we are not requesting inclusion in theproject.Follow-up: This document is currently on hold. Ooocilii will be looking into it again. Once the documentis complete and approved, it will be posted online.4. An update on RFP amendments will be discussed at the next meeting (November 25th) .

Current Action Items and NotesPC Meeting Notices5. Apologies for the confusion caused by multiple meeting notices for PC. The receipt of multiple notices isdue to ongoing issues with Outlook. The issue has been ongoing for a few years and we have attempted tocorrect it many times, and have created new meeting notices numerous times in an effort to correct theissue.



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When requests are processed to add or delete an attendee from the meeting notice, Outlook should(usually) provide an option to only send the update to those being added or removed. However, when thisaction is performed with the PC notice, a glitch occurs and the update is sent to all members. In order toensure that the meeting remains in your calendar, please ensure that you accept each new update (in cantake a few moments for this option to appear after opening the invitation).Trade Agreements and Competitive Bid Practices6. Discussion was led by Tamara McLi:()d regarding trade agreements and their implications to procurement

inBC.Main Points: European Union (EU) agreement is anticipated to be signed next year. However, Disclosure pointsremain unclear and timeframes are not confirmed. EU discussions are ongoing and not much new inthe latest review. Major point of the EU is the increase in the disclosure of procurement information (e.g., informationfrom the planning phase and evaluation criteria and marking) Main concern is that the process is fair to BC vendors (Le., currently, we have lower thresholds, butthresholds vary across Europe and may prevent BC vendors from bidding equally on contracts). A

further concern is the administrative burden these disclosures may have on the Province.FOI Requests7. The recent FOI request for all direct awards was mentioned. It was advised that it is now posted online onthe Open Data site, as are many other FOI requests.

The Open Data site where FOI requests are now being published, can be accessed at:http://www.openinfo.gov.bc.ca/ibc/search/browse results.page?sort=date d&ms=url%3Aopeninfo.gov.bc.ca&ms-%2Bdoctvpe%3 A htm I&keyword-&date-30&ms-high level subject%3A %22FO I8. A request for data sets has been made by the Open Data group. All candidate data sets are being sent toministry executive for decision on what will go forward. Procurement and Supply is putting forward all

data from BC Bid purchase orders as well as purchase card data. The information will be posted to theopen data site.Enterprise Contract Management Solution (ECMS)9. Steve will forward to members, a complete list of the 25 quick wins which were developed through leansessions held of he summer months.10. A truncated version of the GSA is not a corporate option as ministry users' needs vary and may not beadequately covered with a shorter form. Ministries can work with their own legal services contact todevelop a truncated version of the GSA. However, the agreement cannot be referred to as the GSA as it isministry and sometimes situation-specific, and cannot be rolled out at the corporate level. Further,ministries need to consider that it is important to maintain consistency across government, and to look at a

tailored agreement on a case by case basis.11. Develop notes on the benefits of the new GSA, to assist in communication with vendors.12. Development of a corporate library proposed to allow access to templates from across government to beshared and accessed. The caveat being that these could only be used as samples and any new agreement

format would require sign-off by ministry legal services representatives.13. Investigate need for a template agreement which can be used to rent space.14. Steve to attend PC in November to discuss the quick win action plan. PC to discuss quick wins list.Looking to evaluate the time, benefits, cost and risks associated with each potential opportunity.



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Roundtable

IT Procurement Succession Planning15. Job profile and descriptions are currently being updated. However, members are asked to advise if theyknow of anyone with good communication skills and IT background, who may be interested in the field ofprocurement.Profile and JD to be posted to PC SharePoint once updated.

What's Hot, What's Not - Top 10 List16. Diana will share her Top 10 list with PCmembers. The list has been very well-received byvendors and members oitheBCConstruction The list has been added, for your information,

10 the September 23,d meeting materials on the PC SharePoint site.



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Procurement Council Action ItemsJanuary 25th MeetingAttendingDuncan MclellandSteve,Beaulie.uDprothy WongUsa TailCillin Bulioer

David PillingJanet McGuireLaurie ArscottSherran McBrienDanidStano,

Please see the PC list for member detailsAction Items from Previous Meetings

See attachmentCurrent Action Items and Notes

Derek CockburnThomas LaceyPaula SwitzerBedtija Hromic.Sandra Smirh

Andrea KettleK4!!bel1ey Veena

Canadian Public Procurement Council (CPPC) - 2012 Conference Overview - Diana J:.ucas,Manager, Contract &: Advisory Services, Education1. Diana provided a Power Point review and highlights from some of the Vancouver conferencepresentations, Diana's presentation will be posted to the PC SharePoint following the meeting.2. Diana suggested that Oa.YePillirig and their conference presentations - "APrincipled Approach to Procurement: The BC Perspective", and "Social Services Procurement: But IDon't Want an RFP!"- to PC at future meetings.3. Adam McKinnon;i\lpirecto.r, eProcurement Sourcing};olU!;ioI1s, will provide a presentation atthe March PC meeting on the Western States Contracting Alliance (WSCA) cooperative purchasing

(how it is structured, funded , etc.).4. Members interested in becoming CPPC members (to receive CPPC news, reduced conference rates,etc.), please contact liz LOwe ([email protected]).Corporate Controls and Compliance Monitoring Branch (3CMB) - 2012 Cross -Government Report- Paula Switzer, 3CMB5. Paula provided a PowerPoint overview of the 2012 cross-government report, highlightingprocurement and contract management compliance. Paula's presentation will be posted to the PCSharePoint following the meeting. The full report is available on the 3CMB site

(http://gwwJin.gov.bc.ca/gwslocyReports/files/X GOVT1 -gov FYlII).pc!D. Ministr y-specificreports have been provided to ministry CFOs and can be found on their site at:http://gww.apps.fin.gov.bc.ca/prsreports/ (res tricted access).

Transfer Payment Policy Update - David Pilling6. Dav e advised that following upon further rev iew, and with feedback provided at the December PCmeeting. the following decisions ha ve been made with respect to the policy update on governmenttransfers:

The new CPPM chapter 21 is proceeding, as required to comply with Public Sec torAccounting changes (PS 3410). This chapter will provide more support and controls aroundshared cost arrangements (formerly, transfers under agreement), bu t the chapter is primarilyfocussed on changes to the accounting practices for government transfers (grants.entitlements, shared cost arrangements).

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CPPM chapter 6 language around continuing agreements and awards will remain as is andwill be reviewed at a later date. The title of CPPM 6will also be reviewed as part of theCPPM 6 policy review project; as outlined in 6.2, CPPM chapter 6 has a much broaderapplication than is implied by the title "Procurement". It is recognized that CPPM 21 and CPPM 6 are interrelated, and that more support isrequired. Procurement Governance would like to engage with the procurement communityand form a working group to look at developing guidance around government transfers. Dave

is looking for 6-8 members from the procurement community for this working group andwill be sending out an email request (with a draft list of guidance considerations) forvolunteers shortly, with the first meeting anticipated next month.Procurement Governance Update7. GST/PST Update: No significant updates to report. Information is available on theGST/PSTSharePoint, and questions can also be directed to ministry leads, orJoeDtiff([email protected]).8. CPPM 6 Review: Review is in progress and anticipate a first draft for PC member review and

feedback by fiscal year end.9. Aboriginal Procurement Guidelines: The guidelines are scheduled for a Live Meeting rollout at the

end of February.10. GSA: Under review and minor updates (re: GST/PST transition and clarification around outcomes

versus outputs) to be published by end- Februaryl beginning March to coordinate with the contractrenewal period, especially for those contracts renewing on or after April I, 2013. Further updates willbe considered under a separate review.

II . Corporate Templates: Consulting and investigating potential fo r corporate Shared Cost Arrangementand short form (i.e., minor works) GSA templates. These projects have not been confirmed orapproved.

Procurement Services Update12. has taken over from Diarie13roclJ.e and is leading Strategic Acquisitions and

Technology Procurement.13. 3-year procurement plan: Hope to present the approved plan by end-March.Roundtable14. Procurement Council- Meeting agendas: \,,1embers are asked to please forward any ideas orsuggestions for future agendas to [email protected], or directly to David Pilling or

Duncan McLelland.

Next Meeting22 March 20139:00 am - 11:00 amOrca Room, 548 Michigan Street

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Procurement Council Action ItemsJuly 26th MeetingAttendingDuncan McLellandKimberley BoudreauBruce SmithColin BulmerJuliana WhiteIizLowe

David PillingJanet McGuireDorothy WongUsa TanSteve Beaulieu

* Please see the PC list for member detailsAction Items and NotesProcurement Governance Office

Derek CockburnDuncan McAndrewMelissa McCabeSherran McBrienLeah Glick-Stal

Bedrija HromicDaniel StannVicky TaylorDiana LucasSandra Smith

I. PGO Process Codes: PGO Process Codes are for reporting purposes only and should not be usedto inform policy decisions. Procurement Council members are encouraged to clarify the purposewith their ministry staff. Action: Following today's discussion on the draft, revised PGO ProcessCodes aimed at more accurately reflecting policy requirements, PGO will circulate a revised PGOProcess Codes. Ministries will be encouraged to amend their service contract checklists to reflectthe revised language in the PGO Process Codes.

2. Transfers Guidance Working Group: Most ministry reps on the working group have providedtheir feedback to support whether a change is required to CPPM 6.3.3(2). "a competitive selection isnot appropriate" (see also CPPM 21.3.6). The group will also look at potential guidance that mightassist decision makers with when to use a competitive selection process for the purpose of servicedelivery under a shared cost arrangement.1. OAG Procurement Audit: Update: OAG recently met with CFOs and their delegates to further

discuss the scope of the OAG's planned value for money audit of professional services contracts(Stob 60, 61). It is expected that the audit will commence in September. Further updates will beprovided. Also, feel free to contact PGO to get more information.

Procurement Services Updates4. 3- Year Procurement Services Plan: The 3Yr plan presentation will be presented to CIAC, the

ADM Committee established to advise SSBC to get feedback on priorities for procurementinitiatives.

5. 2-Page RFP: Upcoming meeting to confirm project &: election mandate roles &: responsibilities(Standard RFP template on hold pending completion of 2'page). Action: Willreport back onprogress at a future meeting.

6. Transformation Planning: PSB is currently engaged in Transformation planning to obtain fundingapproval from DMCT for BC Bid 2.0. PSB has identified three connected initiatives that will impactthis approval process: Services To Business (BC Registries); BC Bid (SSBC) and the FinancialManagement Information Systems Vision (OCG). These organizations will continue to worktogether to ensure there is no duplication or inconsistencies in their Transformation planningsubmissions.

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7. l ight VehicleJoint Procurement: Joint BC/Sask/Alta procurement to be posted on BC Bid in thenext nvo weeks.

8. Purchasing Handbook Update: uz LO\\fe has completed a draft Handbook Update which iscurrently under review. In the meantime. use caution when relying on the current version as thereare errors.

PC Sub-Committee Re: Direct Award FOI Requests9. A small group of PC members met to discuss and review potential streamlining opportunities.

Interested members should contact Def\;kCockburh to discuss a standardized response to theongoing, monthly direct award requests. In the meantime, ministries are encouraged to seekclarification from the FOI requestor, on the types of contracts and any other information necessary,that they would like information on. Action: Group to report back on opportuni ty tost,wdardize.

Sharing Pre-Qual lists10. encouraged ministries to share their prequalification lists. Action: Furtherdiscussion is necessary around the risks, before this can be done. Ministry of Finance (IAA,.S) has a

prequallist for specific accounting consulting services which can be used by any ministry.Future Meetingsll . The additional August meeting has been cancelled. Members are encouraged to submit meeting

topiC ideas for the coming year. Email to Duncari!vicLellarid or DavidP@rig

Next Meeting27 September 20139:00 am - 11:00 am

Orca Room, 548 Michigan Street

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Procurement Council Action ItemsJune 21 st Roundtable MeetingAttendingDuncan McLellandKimberley BoudreauBarbara BurrageColin BulmerJuliana White

David PillingJanet McGuireDorothy WongLaurie ArscottSteve Beaulieu

* Please see the PC list for member detailsAction Items and NotesProcurement Governance Office Updates

Derek CockburnThomas LaceyAuma GordonVicki WillowLeah Glick-Stal

Aodrea KettleUzLoweVicky TaylorDiana Lucas

l. AIT 2012/13 Report ing: Call for reports to be sent out to ministries today. Follow up: Email sentout to ministry CFOs with attached memo, Excel report template anei AIT/CAS Referencedocument.

2. AIT Procurement Negotiating Table Update: Based on the feedback received from ministryprocurement representatives regarding annual AIT reporting of below threshold estimated values-BC provided the position that formal reporting is of little or no value. However, below thresholddata will continue to be captured internally as an AIT exclusion code/PGO code.

3. Transfers Guidance Working Group: \Vorking group has met and issue has been highl ightedaround policy language re: direct awards ("not otherwise appropriate"). Next steps: Ministry reps togather addit ional information within their ministries to support policy change (reviewing when andwhy this policy poin t is used/ is problematic). Further updates will be provided as they develop.4. OAG Procurement Audit: Update: PGO has been working with the OAG to provide inputregarding the scoping of the audit, especially with respect to a review which may seek to evaluate

'value for money'. A presentation has been provided to ADMCS and CFOC and the OAG should becontact ing ministries to be included in the audi t via the ministry EFO or CFO.

Procurement Services UpdatesS. 3-Year Procurement Services Plan: The PowerPoint was sent to PC members following the May

meeting. Currently working on the development of "call to action" items in the plan.6. 2-Page RFP: Upcoming meeting to confirm project &: election mandate roles &: responsibilities(Standard RFP template on hold pending completion of 2-page). Action: Willreport back on

progress at a future meeting.7. IT/1M Pre-Qualification Usts: Under review (40+ lists) to determine list usage -looking to remove

those that are not frequently used. Please contact Liz[()\ve(El.i.za.beth.Lbwe@g:()V'.bc.C:a.) if you haveany questions or concerns.

PC Sub-Committee Re: Direct Award FO! Requests8. A small group of PC members met to discuss and review potential streamlining opportunities.

Determined that processes are inconsistent across ministries - will require more discussion around

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processes - including details such as what STOBs to report out on - and consistency in the level ofdetail provided. Action: To be discussed i l l a future meeting

Procurement Community of Practice9. Planning for continued annual peop sessions (same format as the kick-oft) - the next one is

planned for November I th More details to follow bu t mark your calendars.Digital Signatures10. Need more research and clarity around digital signatures. Action: For furcher investigation and

discussion ata futuremeetingiProcurementlssuesI t iProcurement users who experience technical issues are asked to contact DariielSranri(cc:jblial1aWhite) with specific feedback Require feedback in order to build business case for any future

changes.Case Law Update12. [)otOtPY suggested that there is a substantial amount of new case law impacting public procurement

which may be of interest to Pc. Action:Dotodly willprovide an update at fi n upcomingmeetingPGO Codes Discussion13. Carried over to the next meeting.Meetings14. Additional meeting proposed for August with many participants supportive of the idea. Follow up:

Given the level of recent procurement activity and interest. additional meetings have been scheduledfor August and November.

Next Meeting26July 20139:00 am - 11:00 am


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Procurement Council Action ItemsNovember 23rd MeetingAttendingDuncan McLellandSteve BeaulieuVicky TaylorMelissa McCabeBiancaLenzLaurie Arscott

David PillingJanetMcGuireSherran McBrienJoe DuffSandra SmithClive Brown

* Please see the PC list for member detailsAction Items from Previous Meeting

Derek CockburnDiane BrodieJacoba CorrigalTbomas LaceyColin BulmerRob Todd

1, ECMS working group member,JellI1yHutchison, will do some quantitative analysis research, regardingan increase of the $25K threshold (6.3,2,c(5) and (6 to $50K. Hold2, UtI.owe to present RFP template to procurement council once legal services review and ProcurementGovernance review are complete, and prior to finalizing and posting online, Completion is anticipatedfor September/ October, (Carried over Hom May meeting)Current Action Items and NotesGSA Security Schedule G an d CDAA ' Updates (Clive Brown an d Ro b Todd, OCIO)I. Updates to Schedule G have been completed for all three GSA versions, Handout of the updatedGSA Schedule G for Information Technology &: Technology Management was provided to the groupfor review and discussion, Members were asked to review and provide any comments or suggestions

to G'llVeBtljwn by November 30 th2, Once finalized, copies of the updated schedules will be forwarded to PC members and will be postedto the Procurement Services site (http://pss,gov,bc,ca/psb/gsa/gsa index,htrnl),3, A copy of an updated Contractor Device Access Agreement (CDAA), which has now been vetted byLegal Services, but which has not yet received final approval, was provided to the group, Memberswere asked to review the CDAA along with the updated Schedules and provide feedback regarding

significant concerns to CuveBrown by November 30 thNote: Following the meeting l)avidPilliPg sent an email to members with the updatedSchedule G and CDAA documents for review and comment.FO! Requests an d Direct Award Information4, The update scheduled for this meeting is postponed to a future meeting.), vVith respect to FOI requests regarding the release of proposals, it was noted that requests for thisinformation are increasing,Return to PST an d GST Update6, vViII be maintaining a pay and rebate system, wi th few changes to the rebate list established through

the RTA, Any changes, however, will not be released prior to the signing of the new RTA.7, A SharePoint has been set up to facilitate the transition, The website address is:

https://financeocg,gov,bc,ca/PSTGST/default,aspx, and contains information including ministryleads, as identified by each ministry CFO,

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8. The GSA is under review with Legal Services and Procurement Governance with updates to beprovided by March 2013. PC members will be notified of any significant changes.9. Members are advised to review the draft of the revised CPPM policy which is posted to theSharePoint. Additional questions may also be directed to the Tax Policy Branch or CRA. Furtherinformation may also be found at: http://www.pstinbc.ca/.OCG Update10. AlT Reporting:p


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Procurement Council Action Items - May27th MeetingMembers Attendina

Duhcan.McLeU;mdDullllill'ottrJacoba CQrrigalgelle Bianca,Lenz?-feil R,icl)ThQlnas LaceyKim BoA'

Members AbselltJQ!If\neiResRll!:>ilrtVaiYe:LJ1(ilrie.}IollandJennifer lngi:airi-Kum

NjriiHlucalTerry,GelinilS,$anQraHallPhil BatesKe)W fi\Z$imonds Vield WilIbw,

AI SIJar.iffTall1l\)"!l:Mcl;iod 'Qiridy"SeYJll.\lrJulie Hutchins:

Please see the PC list for member details


Jackie Mign!lUltLlluten Knobl!iuchMichael QuinnLaUrie }felen Gomen.R,enee Tapchecarol Stgne'

Dee Masoll!Barb SearleHeather BrostDiana Lucas

1. Tamara'l\1cLeoo will provide an update at a future meeting regarding the development of policyupdates to support emerging trade agreement obligations, Carried over.2. T!!!J\ilf!i will provide an update at a future meeting regarding the possibility of releasing summaries ofcompleted IAAS reports, Carried over.3. FOI Routinely Releasable Table next steps - Sent to "Proactive and Routine Release of Information"project group, Dtiilcailhoping to speed up process by clarifying that we are not requesting inclusionin the project4. An update on RFP amendments wili be discussed at the next meeting (September 23"').Current Notes and Action ItemsPCMP Next StepsS. Presentation regarding PCMP course delivery and portal delivered by David Liver.sectge. Thepresentation will be posted to the SharePoint site with the action items,

Page 1 of3

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Discussion: If PCMP is to move ahead and potentially resume as a certificate program, it will require

management from government Unfortunately, this requires resources which OCG is currentlyunable to provide. Suggestion that refresher courses may be helpful for the procurement community perhapsvignettes regarding various procurement issues. Require a legal expert to assist with the negotiations section of the program. LSB advised they

have a negotiations expert. Further discussion to occur offline.6. assisting with the review of the PCMP curriculum. Please send any further curriculum

suggestions to Liz ([email protected]).New Supplier Set-Up Issues - Jackie Mignault7. Payment errors occurring due to incorrect set-up and changing supplier information not reflected inthe system. Members asked to communicate this issue to staf f and suppliers and promote double-

checking and proactive information updates before issuing payments. Noted that there appears to be lack continuity and corporate knowledge transfer which isimpacting the management of contract information. Need to increase communication across the procurement and the financial community to ensuregood communication and accuracy at all points of the process. JacJ


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aware and to advise vendors that using a custom contract is a decision to be made on a case-by-casebasis, not carte blanche.IT Licensing (bringing into government)13. Noted that there are no current procedures to follow regarding IT licensing into government.Intellectual Property only covers when government is licensing out. Suggestion made to discuss

licensing language at a future meeting. If available, AlIisori Gr&'ie andlor jac!QYll JolicoUr weresuggested as good candidates to lead this discussion. O).lj)canand to follow up during agendaplanning. Noted that the GSA is not to be used for licensing into government unless it for a minorcomponent.

Vending Machines14. Neil sorting out a generic contract for private suppliers for services such as vending machines,massage therapy, etc.

Page 3 of3

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Procurement Council Action ItemsMarch 16th MeetingMembers AttendingDanj:aQ ,Mp'LejJjlndJacp)l,fG


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was a full of CPPM 6 and its components. FMB is still in the business planning processand will finalize project plans pending organizational decisions. An update will be provided at a futuremeeting.

3. Aboriginal Procurement Guidelines - Update prmided on project progress and next steps.Highlights included: a discussion around the intent of the guidelines; acknowledgement that manyministries are already leveraging policy fleXibility and planning for better program and service outcomes(as proposed within the guidelines); the implementation plan will contemplate a discussion forum toshare lessons learned and provide ongoing feedback for guideline enhancements; pilot projects are nowcomplete and next steps include incorporation of feedback into the final draft, final legal review, andcommunication out to ministries.

It was clarIfied that the guidelines are not new policy and are not-mandatory. All of the content andsuggestions contained in the guidelines are aligned with the current policy framework (CPPM) and tradeagreement obligations. They are meant to promote the flexibility already available within policy; and tosupport ministry specialists in the conception and development of innovative solutions as it relates to thepractical application of policy in procurements for service/program delivery in Aboriginal communities.

Procurement Services - Duncan McLelland4. BC Bid - has been unavailable to some users since noon yesterday; issue has been randomly affecting

users and is being investigated. An update will be provided by the end of the day. Affected ministrieswith procurements clos ing have been notified in order to adjust their timelines where appropriate.Note: FoDowing th emeeting,.J.!Jjjfii$iFemailedmembers to notify them once th e issue was resolved.

5. RFP updates working with LSB on moving this forward and there have been preliminary conversationsaround a rectIfication period in the RFP process related to mandatory criteria.

6. Risk register - RMB is working on the development and implementation of a registry to track insurancecertification for vendors, specifically those who have multiple contracts across government. The solu tionand resources are still being investigated, and an RFEI is being contemplated to gauge vendor intere st andinform the project business case.

7. Procurement CoP beginning to investigate options for a corporate procurement CoP whichwill contemplate both web-based and in-person engagement. Liz vvill be developing a business plan andwe will be connecting with Procurement Council for input

Roundtable8. Procurement Enquiries (M!lli$':!'Md$ape) - RMB has been receiving numerous procurement-re lated

questions. Members are asked to ensure that ministry staff are aware of their ministry procurementcontacts.

9. School Districts - Education has engaged Deloitte Inc., to assist with a feasibilityassessment of shared services opportunities across school districts. Areas being assessed includeprocurement, and capital management.

10. School Bus Standing Offer - Education and the Association of School TransportationServices of BC created a renewed standing offer process for school buses, negotiating fixed prices on atleast 100 buses for school districts, independent schools and First Nation schools. By poolingrequirements, the Province was able to negotiate a savings of about 15%, and many districts are reportingadditional savings by not having to run their own procurements.

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II. Bill 22 (Diana l.ucas) - the EducationImprovement Act - passed yesterday. Appears to be confusion with theappointment process.Procurement Specialists need to advise requesters: you don't need a contract - a ministerial let ter will do.Often the terms of reference and/or remuneration go into the Ministerial Order, if not they can becontained in the letter. The part icular legislation or act is the authority for an appointmenc, notprocurement policy. legal Services Branch (lSB) and/or the ministry's legislation-related branch usuallyprepare these orders and letters. The AgrccnKnt contains many terms inconsistent with astatutory appointment. Appointments are not a commercially-driven, service cont ract situ ation. Only inrare instances does an agreement cover an appointment, and it is determined and custom-built by lSB.

12. Procurement Training (Stephen Keai'iiey) - Upcoming PCMP course offerings between April and June -Stephen will send an advance notice of courses to PC members to ensure availability for the procurementcommunity. The course calendar for the upcoming year will be confirmed following budget confirmation,and a curriculum review is anticipated to begin in May/June.

11 Mandatory PCMP Course Completion - BC Timber Sales has mandated the requirement for completionof PCMP llO, 201 , 202, and 203 courses for all contrac t staff.

Next Meeting25 May 20129:00 am -11:00 am


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Procurement Council Action ItemsSeptember 28, 2012 MeetingMembers AttendingDuncan McLellandSteve BeaulieuBrigitte MikkelsonMelissa McCabeDonna VereginLau.neA:r:SCoft

David PillingJanet McGuireSherran McBrienDonna PorterMarciRiehl

* Please sa thePC list for member detailsPrevious Action Items1. FO! Requests: Duncan McLelland will approach Kathleen Ward ro present to assist ministries inadopting a standardized approach to FO! requests for information related to direct awards.

Follow up: FOIpresentatjon to be developed for Novembermeeting Initjal FOIguidelines provided bylJii::l.Fewl: BCBid@ results - need to view speciflc opportunities. PSB wjlJ be adding to opengovernmentske2. AIT Reporting: OCG will convene a meeting in July with interes ted members, to provide support and

advice on satisfying A!T reporting requirements with a view to standardizing and streamlining reportingrequirements. Attempts will be made to involve CAS and examine the current system.Follow up: AITReporting -.l>i!.llidmet with CAS and other PC memhers

Added CAS data entryguidelines3. Procurement CoP Update

Follow up: On target for October 25h launch (Note: the launch has been rescheduied for November 3dh) CoPgoal is to connect with allprovincial wide representatives in all utisdictions October 4 meeting is scheduled as a working session in preparation for the October25h launch

Current Action Items and NotesAboriginal Procurement Guidelines

4. The guidelines have now been presented to ADMCS and CFOC. and rollout is planned for lateOctober-Early November. The presentation will be posted to the PC SharePoint.

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PSTIHST/GST Update

5. Known - The Province will be collecting PST/GST on revenue side and paying PST on goods.Unknown - GST exemption or pay and recovery system - the streamlined process is pay and recoverythat was pu t forward (Under consideration).Once the outcome is known, formulate CAS business requirements - targeting for October 15 foritems to be known.Start date is April 1, 2013 and the office is curtent ly working at PST registration startingJanuary 1,2013.

PGOupdate6. Security schedule G to GSA: this is being worked on by Information Security Branch, OCIO and

will be available soon for Procurement Council feedback. Addressing vendor Contractor DeviceAccess Agreement for vendor employees to sign where connecting to government system.CPPM 6 Review: Anticipated consultation of updated draft policy is January/February 2013.

7. PSB UpdateBC Bid: Submission for BCBid version 2.0 moving forward - business case submitted and beingreviewed for requirements and capital. 2 year funding model for resources - business tequitementsand possibly leverage current business areas. Looking for approval which may take 3 to 6 monthsECMS: se t aside for now.PSB 3 year strategic planning: client meetings in progress and to result in a series ofrecommendations. Cost recovery will still be part of the overall picture.

8. Round TableEducation: Direct award for $1,500 will be reviewed and requires ADM approval.Created a web-based model to assist program areas in contracting - a decision tree.Services from LSB require ADM approval yet CPPM indicates that LSB services must be used incertain instances.Transportation: asked a question regarding threshold increase for the purchase of goods over $5KAsked about the GSA back to the two column approach - this is being looked at by LSB. All directawards require ADM approval.

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Health: Do Transfers Under Agreement need to be competed? The information is not clear betweenCPPM 4 and 6. To be considered during the CPPM 6 review.Legal Services Branch: working on the RFP template. Concerns regarding the GSA Schedule Aandprogram areas not clearly understanding inputs, outputs and outcomes. Some ministries are placingdeliverables in the outcomes area which is not co rrect.Corporate Services: promoting minor works and services contract (2 pages) for services under $5KPSA: there are quite a number of PCMP training available for participants to register for. Pleasepromote within your respective ministries.

Next Meeting25 January 25 20139:00 am - H:OO amOrca Room, 548 Michigan Street

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Procurement Council Action ItemsMay 25th MeetingMembers AttendingDuncan McLellandNicole DmytarRobert DevitteSteve RossanderBrigitte MikkelsonDan Laine

David PillingVicki WillowMelissa McCabeKimberley BoudreauLisa TanJackie Mignault

* Please see the PC list for member detailsPrevious Action Item Follow-up

Thomas LaceyJacoba CarrigalKelly FitzsimondsDerek CockburnDorothy Wong

Cindy SeymourRobert KatzerBianoaLenzLisa MillerAndrea KettleDarcie Underwond

1. ECMS working group member,j1:l:l),y)i!1Jt!ijjjSQti:will do some quantitative analysis research,regarding an increase of the $25K threshold (6.3.2.c (5) and (6)) to $50K. Ongojng - report out at afurore meeting.

Current Action Items and NotesBlanket Insurance Project - Melissa McCabe1. MeliSi>a!presented on the blanket insurance project currently in progress in Risk Management Branch,

and supported by Logistics and Business Services, SSBC. The presentation provided an overview of theproject history and context, and the current and future processes for the development andimplementation of a registry to track insurance certif ication for vendors, speCifically those who havemultiple contracts across government. The registry is being developed for the primary benefit ofministries with a total cost estimate of S30K corporately. Attendees were asked for feedback on level ofinterest in proceeding, and ideas on how best to reach/approach ministries for discussions aroundfunding.The PowerPoint presentation is available on the PC Share Point site.

RFP Project Update - [ jz Lowe2. Ll2:provided an update on the RFP template project which is currently under legal review (not available

for dist tibution) . The group was walked through the updated document noting significant changes to thedocument, and suggestionsifeedback were provided by PC members.Next steps include the completion of the legal services review, Procurement Governance review, andanother presentation to Procurement Council prior to finalizing and posting online. Completion isanticipa ted fot September! October.

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ECMS "to be" Processes - Robert Katzer and Robert Devitte3. an update on the ECMS project and an overview of the LEAN methodology

used in determining business requirements and defining the desired future state.The PowerPoint presentation is available on the PC SharcPoint sire:.

Other Items4. Procurement CoP continuing work towards a corporate procurement CoP which will

contemplate both web-based and in-person engagement. This project is expected to begin in the Fall,with a working group kick-off meeting to take place in June. Anyone interested in participating on thisproject working group, please contactI.gby email([email protected],d"J;

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Procurement Council Action ItemsMarch 22nd MeetingAttendingDun .can MclellandSteve.lleaulleuVi!=ky TaylOrColinBulin:etAdatriMtKiiliiol1

David PillingJanet McGuireSoledad ReeveDaniel StannAndrea Kettle

Please see the PC list for member details

Action Items and Notes

Derek CockburnThomas laceyMelissa McCabeLeah Glick Stahl

Liz loweliSa MillerSandra sIDiih

Western States Cooperative (Purchasing) Alliance - Adam Mc1


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Roundtable

5. PerekC6Ckburii asked that the next Procurement Council meeting include a discussion toobtain further clarity on the PGO code changes.Follow up:A follow up discussion will be included at theMay 2013meeting.

Next Meeting24 May 2013

9:00 am - 11:00 amOrca Room, 548 Michigan Street

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Procurement Council Action ItemsMay 24th MeetingAttendingD!mcan McLeuandQiuican M cAndrewS

David PillingJ

.. Please see the PC list for member delailsAction Items and NotesJune Procurement Council

Derek CoCkburnThomas LaceyJoe DuffCindy SeymourLeah Glick-Stal

Andrea KettleLiz LoweQiahalltcas

I. An addit ional Procurement Council will be scheduled for June 21". The meeting will provide theopportunity for a fulsome roundtable discussion, addressing topics such as corporate and ministryupdates (missed at th is meeting), PGO codes, feedback/suggestions for Procurement Council goingforward, ancl other items or questions. Follow up: Meeting has been scheduled.

FOl Requests Re: Direct Award2. Duncan provided an update after meeting with lAO regarding the de,elopment of a standard

response for FOI requests for direct award information. A PC subcommittee was proposed to look atrelated reporting. Duncan asked [or vo lunteers fro m the group to participate on the subcommittee.

AlT Procurement Negotiating Table Update3. Iss ues bdng discussed at rhis forum , include:

Sustainable procurement; pre-qualified/source list confusion -

o the proposal to amend AlT language to require repoS1:ing every one year, bu t allowto extend where justified; and,

annual AIT reporting of below threshold estimated values -o Question of whether reporting below threshold estimates is necessary or adds

value?

CAS' AIT Procurement Reporting Document - Check-in and Walkthrough - Elizabeth Wong,Pi:oduct Business Analyst; .CAS, SSBC -Technology SolutionsDivision4. An overview of the background of the guidance document was provided along with

walkthroughireview of current reports available ro assist with AIT reporting.5. CAS AIT Reporting Guidance and links ro CAS WFR information will be posted to the PC site .6. Data entry errors and PGO code confusion recognized as a significant issue with reporting, creat ing

the continued need for manual review of the data. This also creates an issue with ability to respondto FOI requests. Procurement staff currently try to run reports throughout year to allow for followup with departments regarding corrections. Supplier and contract information errors will require

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further work and may be addressed through corporate projects such as the Business Numberproject.

3-Year Procurement Services plan - Brooke Hayes, Director ofBusiness Development, Logistics andBusiness Services1. Provided a presentation on the 3year plan developed by Procurement Services regarding government

procurement. The presentation provided an overview of the objectives, current state issues, proposedsolutions and the future vision, and next steps.2. The Power Point presentation will be sent out to the immediate PC community following themeeting. Members are asked not to share the presentation broadly as it is still in draft and has yet toreceive formal approval.3. Questions, concerns, suggestions may be directed to BrookeHayes([email protected]),

Next Meeting21June 20139:00 am - 11:00 amOrca Room, 548 Michigan Street

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Procurement Council Action ItemsMarch 25th Meeting

Ralph KeenanDiana Lucas.JaC6ba'C()triglll:l:,ledrijtt-Hl"OUlicChris FlemingVicl


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3. FOI Routinely Releasable Table next steps: discuss the final draft with the FO( group forward the table to Mark Tatchell for discussion of how this may feedinto the "Proactive and Routine Release ofInfonnati on " project.

Follow-up:'Chris.has discussed the table with Mark and all update will be provided at af uture meeting. Members are asked to review the table and advisd::;jz'J)f any concerns as soon as possib le asthey would like to move forward with approval and mak ing the table available.

4. In relation to the RFP template proposed changes, concerns were rai sed regarding the Can ada Post'sXpress Post and Priority Post courier services. While they are considered cou rier services, they arestill treated as somewhat like mail (i.e., sent and sorted the same), resulting issues with bid receipt.Di.Jjjcarfand 'ljiZwill speak with Be Mail to discuss options going forward, and they will report backat a future meeting.

Current Action ItemseCMP Nexc Steps

JoI) 6. The Administrative Officer 18 and 24 , and the Business Leadership procurement job profiles are

going forward for approval.7. The draft Clerk II Administrator profile is on hold pending additional consultation and input.Security .,'cn'cllill,(] Pilot8. The security screening pilot for the temporary help CSA went smoothly and did not cause anynegative feedback from the vendor. Some members suggested that other types of contracts will bemore challenging, and may result in deJays in implementing p rojects. that furtherreview and consultation will occ ur prior to finalizing the security screening process.Laca ! Pre/e)reIICCs

I/C (U/O J" J!( t ' i t f"ofOf'nlc IF ]CC Reji..' l"ence Che cks

Procurement Council Agendas and Minutes

Documents

Transcript of Procurement Council Agendas and Minutes