Doing Business with Government March 22, 2011 Holiday Inn, Kitchener

Who is the Grand River Cooperative Procurement Group? The Grand River Cooperative Procurement Group (GRCPG) represents tax-supported institutions and commissions within and around the Regional Municipality of Waterloo. The intent of the cooperative is to maximize value for the taxpayer by working together to promote efficiency and economy in the areas of purchasing and materials management through enhanced communication tools, process standardization and resource sharing between the participating agencies Together we purchase more then $30 million dollars in shared contracts. What the Cooperative is and isn’t i.e. not a legal entity, not an office with staff, what it is – is buyers from each of the participating agencies working together to share contracts in order to promote efficiencies.

Examples of Shared Contracts which are currently cooperatively purchased Cleaning Supplies Photocopiers Toner Cartridges Nursery Sod Fuel Road Salt Electrical Supplies First Aid Supplies Stationery Pool Chemicals Document Destruction Water Meters Traffic Paint Manhole/ Catch basin Covers Sod Fertilizer Paper Propane Sign Blanks

We are Diverse and Driven! Currently, the GRCPG has 26 participating agencies. The GRCPG agencies also collaborate with the Guelph Cooperative and the Halton Cooperative Purchasing Group. The Cooperative has identified key components to its strategic plan including working to increase participation, coordination and leadership in contracts by promoting communication between the agencies and identifying possible contract opportunities as well as facilitating educational opportunities such as hosting the 2011 Ontario Public Buyers Conference

Regional and Municipal Governments Regional Government Region of Waterloo County of Brant Municipal Government agencies include: City of Brantford Township of North Dumfries City of Cambridge Township of Wilmot City of Kitchener Township of Wellesley City of Waterloo Township of Woolwich Purchases for regional governments include items for: emergency medical services, housing, public health, social services, long term care facilities, regional roads, waste water treatment, landfill, transit, airport, provincial offenses administration, regional libraries Purchases for municipalities include items for: cemeteries, arenas, community centers, pools, fire, utilities – gas and water, parking, municipal roads

Academic Agencies Conestoga College University of Waterloo Upper Grand District School Board (Guelph) Wilfrid Laurier University Waterloo Catholic District School Board (WCDSB) Waterloo Region District School Board (WRDSB) Student Transportation Services (div. of WRDSB / WCDSB) Purchases include: communication devices, audio/visual equipment, custodial supplies, arts supplies, locks & keys, paints, safety supplies, science/lab supplies, computers, computer supplies, library equipment/supplies, stationery, athletic equipment/supplies, automotive parts & maintenance, apparel, vehicles, residence /office furniture, photographic

Other agencies that are members of the GRCPG: Cambridge Public Library Kitchener Public Library Waterloo Public Library Cambridge and North Dumfries Hydro Electric Company Waterloo North Hydro Waterloo Wellington Community Care Access Center (Kitchener) Hospice Wellington (Guelph) Grand River Conservation Authority (Cambridge) Waterloo Regional Police Service Purchases for these agencies include: building maintenance, parks and recreation, road repairs, dams and gauge stations, water monitoring equipment, library equipment/supplies, vehicles, stationery supplies, computer supplies

Overview of Purchasing Bylaws and Guidelines The participating agencies are governed by various boards / councils / trustees which develop purchasing bylaws and guidelines which govern how each agency purchases. Bylaws and policies direct how and when bid opportunities are advertised. When a need is identified, by more then two agencies, which can be a cooperative purchase (shared contract), one agency will be designated as the Lead agency. The Lead agency is the organization that will develop and advertise the bid opportunity.

Dollar Thresholds for when Bid Opportunities are Advertised Greater then $100,000 Region of Waterloo City of Cambridge Waterloo Region District School Board Cambridge Public Library Waterloo Public Library Waterloo North Hydro Waterloo Regional Police Service Conestoga College Waterloo Catholic District School Board Upper Grand District School Board Wilfrid Laurier University University of Waterloo Waterloo Wellington Community Care Access Center Student Transportation Services (div. of WRDSB / WCDSB) Greater then $75,000 Grand River Conservation Authority Greater then $50,000 Township of Wilmot Township of Wellesley Township of Woolwich

Dollar Thresholds for when Bid Opportunities are Advertised Greater then $25,000 Brant County City of Brantford Greater then $20,000 City of Kitchener City of Waterloo Greater then $10,000 Township of North Dumfries What happens to the spend below the advertised threshold? Most participating agencies encourage staff to gather three informal quotes and the award decision is then made at the Division level

Where to find bid opportunities? The following agencies post bid opportunities on their own websites: Brant County Region of Waterloo City of Brantford Township of North Dumfries City of Cambridge Township of Wilmot City of Kitchener Township of Wellesley City of Waterloo Township of Woolwich Conestoga College Grand River Conservation Authority Waterloo Wellington Community Care Access Center Links to all of these websites are on the GRCPG website www.grcpg.ca

Where to find bid opportunities? Ontario Public Buyers Association website www.opba.ca Region of Waterloo City of Cambridge City of Waterloo Need to know all agencies that utilize the opba website

Where to find bid opportunities? www.merx.ca Wilfrid Laurier University Waterloo Region District School Board Cambridge Public Library Student Transportation Services (div. of WRDSB / WCDSB) University of Waterloo www.biddingo.com Upper Grand School Board Waterloo Catholic District School Board

MERX www.merx.ca

Biddingo www.biddingo.com

Need further contact information? Visit the www.grcpg.ca website!