Adding value to the procurement process
The word monitoring implies guidance and supervision. But what if, in certain situations, this notion became allies with ensuring a fair, open and transparent process? This is essentially what Public Services and Procurement Canada's (PSPC) Fairness Monitoring Program offers.
The Fairness Monitoring Program ensures that the federal procurement process is conducted in a manner that is fair to government suppliers and client departments, as well as to Parliament and the Canadian public.
On the one hand, fairness monitors act as independent third parties and work with the procurement specialists who develop contracts with suppliers. On the other hand, there are senior program policy analysts at PSPC who act as a link between the procurement specialists and the fairness monitors.
Each project must be assessed to determine whether the services of a fairness monitor are required. “The more complex or sensitive the project, the more monitoring may be required,” explains Mélanie Rivard, Senior Policy Analyst.
Mélanie has been with PSPC’s Fairness Monitoring Program for 5 years. “I support the procurement specialists to establish the fairness monitoring contract in a timely manner. My priority is to provide relevant support, tools and coaching.”
Only benefits
The fairness monitor’s job is to oversee the procurement process. “If they see an irregularity or something that could be problematic, they raise it in real time. They are not technical experts. They are experts in fairness and transparency.” One of the main objectives of the Program is to avoid delays or costs associated with after-the-fact resolutions.
Gerald Churchill, who is also a senior policy analyst with the Program, believes that there is sometimes a misunderstanding about the role of the fairness monitor: “The perception is that the fairness monitor will slow down the process. In fact, the opposite is true. The fairness monitor helps to prevent potential issues that may arise later in the process, and it is also an added value for taxpayers.”
The Program is able to set up the service in just a few days. As Gerald explains, “Having a third party fairness monitor certify that the process was fair, open and transparent is valuable and validates the work of the procurement specialist.”
In the interest of transparency, the fairness monitor’s attestation is publicly posted on the Fairness Monitoring Program website in a final report. This attestation helps to ensure that procurement is conducted with transparency, integrity and fairness. It enhances public trust in the way government conducts its business.
Procurement knowledge is an asset
With information comes knowledge. Mélanie and Gerald’s procurement knowledge is certainly an asset to procurement professionals. “We need to understand the procurement process, where the challenges and complexities lie,” says Gerald, who worked in the procurement field a little over a year ago. Mélanie previously held a procurement specialist position in another department. She believes that, while not essential, “knowing the role of the procurement specialist really helps me understand the process.”
But their job requires many other qualities. Analysts must be able to listen to the specialists, be diplomatic, have good communication skills and, above all, be good listeners. “It’s up to us to understand the project, so we can implement a fairness monitoring contract that adequately meets expectations while respecting the procurement timeline,” says Mélanie. For example, if the monitor identifies an unresolved fairness gap, the analysts must support the measures being considered to facilitate resolution and communicate this to the procurement specialists, which requires both tact and sensitivity.
Collaboration is key
The Fairness Monitoring Program involves teamwork and collaboration with the procurement community through regular awareness and information sessions and participation in various procurement and materiel management forums. “Just as it is important for the procurement community to know about our program, it is equally important for us to be aware of emerging trends in procurement to ensure that our services remain relevant and appropriate,” says Gerald.
For Mélanie, this is one of her favourite tasks. “That’s probably one of the reasons why I like this job so much. I get to meet new people and I get to work with these specialists on a regular basis,” she says.
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