Supplier Advisory Committee meeting: June 15, 2023

Find the agenda and the record of discussion (RoD) on this page:

• Agenda
• Record of discussion

Agenda

Meeting format: MS Teams meeting

Agenda (11 am to 1 pm Eastern Standard Time (EST))

Time (EST)	Subject	Speaker
11:00 to 11:05 am (5 minutes [min])	Welcome and opening remarks	Co-chairs, Supplier Advisory Committee (SAC) Mollie Royds, Associate Assistant Deputy minister (AADM), Procurement Branch (PB), Public Services and Procurement Canada (PSPC) Michele Lajeunesse, Senior Vice President, Government Relations, and Policy, TECHNATION Canada
11:05 to 11:10 am (5 min)	Approval of the record of discussion of the April 19, 2023, meeting Review and discussion (5 min)	Co-chairs
11:10 to 11:35 am (25 min)	Governance Terms of reference (15 min) Forward agenda (10 min)	Co-chairs
11:35 to 11:50 am (15 min)	Procurement Assistance Canada: Outreach results Update (10 min) Discussion (5 min)	Clinton Lawrence-Whyte, Director General (DG), Procurement Assistance Canada (PAC), PSPC Louis-Martin Parent, Acting (A/) Senior Director, Supplier Engagement and Regional Coordination (SERC), PSPC
11:50 am to 12:05 pm (15 min)	Health break	n/a
12:05 to 12:20 pm (15 min)	Procurement Assistance Canada: Engagement initiatives Reverse tradeshows (5 min) Indigenous Business Information Sessions (5 min) Discussion (5 min)	Clinton Lawrence-Whyte, DG PAC, PSPC Louis-Martin Parent, A/Senior Director, SERC PSPC
12:20 to 12:50 pm (30 min)	Council for the Advancement of Native Development Officers: Indigenous procurement Presentation (20 min) Discussion (10 min)	Paul Macedo, Communications Director, Council for the Advancement of Native Development Officers (Cando)
12:50 to 1:00 pm (10 min)	Roundtable and closing remarks Next meeting: October 25, 2023	Co-chairs

Record of discussion

June 15, 2023, from 11:00 am to 1:00 pm (EST)

Attendees

Co-chairs: Present

• Government co-chair: Mollie Royds, AADM, PB, PSPC
• Private sector co-chair: Michele Lajeunesse, Senior Vice-President, Government Relations and Policy, TECHNATION

Member organisations: Present

• Aerospace Industries Association of Canada (AIAC): Louis-Charles Roy, Vice-President, Public Affairs and Government Relations, delegate for Dwayne Lucas
• Black Businesses and Professional Association (BBPA): Frances Delsol, Vice-President, Partnerships, Outreach and Procurement
• Canadian Association of Defence and Security Industries (CADSI): Mindy Pearce, Policy Advisor, delegate for Nicolas Todd
• Canadian Association of Management Consultants (CMC-Canada): Donna Ringrose, Executive Director
• CMC-Canada: Sandy Moir, Partner at Goss Gilroy Inc., Management Consultants, delegate for Donna Ringrose
• Canadian Chamber of Commerce (CCC): Diana Palmerin-Velasco, Senior Director, Future of Work
• Canadian Federation of Independent Business (CFIB): Michelle Auger, Manager, National Business Issues and Projects, delegate for Jasmin Guenette
• Cando: Ray Wanuch, Executive Director
• Women’s Business Enterprises Canada Council (WBE Canada): Silvia Pencak, President and Chief Executive Officer
• PSPC: Clinton Lawrence-Whyte, DG, PAC

Member organisations: Absent

• Canadian Aboriginal and Minority Supplier Council (CAMSC): Cassandra Dorrington, President
• Canadian Gay and Lesbian Chamber of Commerce (CGLCC): Darrell Schuurman, Co-Founder and Chief Executive Officer
• Canadian Manufacturers and Exporters (CME): Matt Poirier, Director, Trade Policy

Special guests and presenters: Present

• PSPC, Office of the minister: Cheryl Cardinal, Director of Policy and Indigenous Procurement
• PSPC, Office of the minister: Greg Noseworthy, Special Assistant (Atlantic)
• Cando: Paul Macedo, Director of Communications, presenter
• Cando: John Johnstone, Associate Director - Procurement

Supplier Advisory Committee secretariat: Present

• PSPC, PAC, SERC: Louis-Martin Parent, A/Senior Director
• PSPC, PAC, SERC: Richard Lincoln, Manager
• PSPC, PAC, SERC: Michael Semenick, Senior Analyst
• PSPC, PAC, SERC: Michel Gagne, Analyst
• PSPC, PAC, SERC: Tyler Owens, A/Manager

Welcome and opening remarks

• The government co-chair welcomed SAC representatives, delegates, presenters, and guests
• The co-chair acknowledged the land on which they were located as traditional, unceded territory of the Algonquin Anishinaabeg people
• The government co-chair discussed the agenda, noting that this meeting was virtual due to recent scheduling conflicts, but also indicated that the next in-person meeting would take place on October 25, 2023

Approval of the record of discussion of the April 19, 2023, meeting

• Having previously circulated the draft April 19, 2023, record of discussion to SAC members for review, the government co-chair invited representatives to provide comments or suggestions
• Since they proposed no amendments, SAC approved the April 19, 2023, record of discussion

Governance

The government co-chair said that they had made governance a priority in the agenda and considerable time was allocated so that SAC could finalise the terms of reference for the year.

Terms of reference

PSPC summarized revisions made to the terms of reference during the year, which included:

• increasing SAC membership from 12 up to 15 industry associations
• clarifying points related to the format of in-person and virtual meetings
• authorising SAC members to delegate a representative for a particular meeting
• emphasising the need for representatives to take part actively in SAC discussions
• defining a 3-year term for SAC membership, with verification taking place 6 months prior to the end of term to see if members wish to continue as a member of SAC
• providing direction that members convey the essence of discussions in their own words

PSPC then proposed 2 more changes, including modifications to the role of the private sector co-chair and prohibiting members from sharing information on embargoed topics outside of SAC.

Discussion summary

The private sector co-chair and others asked for clarity in the following terms: “SAC member,” “member association,” “representative,” and “delegated representative.” The term, “member,” refers to an industry or government organisation belonging to SAC. The person named to speak on behalf of a member organisation is their “representative.” For example, Michele Lajeunesse is the representative of the SAC member, TECHNATION, and Clinton Lawrence-Whyte is the representative of PSPC, PAC. The private sector co-chair asked that if a representative is unable to attend a particular meeting, they should provide the SAC secretariat with the name of a delegate and send a carbon-copy to the SAC co-chairs.

The private sector co-chair also noted that terms of reference should reflect its responsibilities including working with members to manage issues related to work contributions, attendance, and collaboration, as well as signalling if a member needs to change their representative.

Cando appreciates SAC for helping Indigenous economic development officers understand procurement, which, in turn, enables Cando’s clients to secure contracts. Cando offered to broker discussions with other national Indigenous associations, should the need arise.

WBE Canada asked whether the proposed 3-year membership term was for a member or their representative. CMC-Canada noted the importance for associations to demonstrate an interest in SAC and provide timely input. CMC-Canada would support a mechanism to remove members that are not contributing. The private sector co-chair responded that SAC should review its membership at 3-year intervals, to ensure it reflects a good cross-section of industry, and that co-chairs plan to do this in a deliberate manner, reviewing records of discussion and asking members, 6 months prior to the end of their term, asking members whether they wish to remain. WBE Canada suggested that the terms of reference should specify how SAC would change members, if necessary. The government co-chair noted the various questions and concluding that SAC will review its terms of reference annually and review its members and representatives every 3 years or sooner, if needed.

The private sector co-chair inquired whether all members understood that, if the minister’s office embargoes certain information, that they must respect the demand.

The private sector co-chair also noted that SAC secretariat will amend the terms of reference and send them out for review, so that they can approved the fall 2023 meeting.

Forward agenda

Louis-Martin Parent, A/Senior Director SERC, led the discussion on the forward agenda.

Discussion summary

The SAC secretariat asked whether SAC should keep the summer meeting planned for August 23, 2023. Members said that they would prefer not to have an August SAC meeting. In response, the government co-chair confirmed that the October 25, 2023, meeting would take place in-person.

The private sector co-chair said that August is a challenging time for members, and if there arises a matter requiring urgent SAC consultation, SAC will contact members secretarially.

Regarding the forward agenda, and in particular the topics shifted from June 15 to October 25, the private sector co-chair said that SAC should not overload its timetable with PSPC presentations, as that can reduce the time available for discussions. The government co-chair agreed and said SAC secretariat will make sure that PSPC content does not predominate.

Procurement Assistance Canada: Outreach results

PAC-PSPC provided a summary of outreach activities undertaken during the 2022-2023 fiscal year.

Presentation summary

PSPC-PAC presented a summary of outreach events undertaken over fiscal year 2022 to 23. PAC had focused on enabling the participation of smaller businesses to support supplier diversity.

PSPC-PAC exceeded its targets of 1,916 events with 26,523 participants, by planning over 2,435 events involving 45,103 participants. More than 18% of the events provided awareness of procurement, 25% provided education, including coaching and other services, and 57% provided individual support. PSPC reported that 60% of outreach activities targeted underrepresented groups, including women-led; black and racialized business communities; Indigenous-led; 2SLGBTQIA+-led; and persons with disabilities-led.

PSPC said that they would like to increase outreach, making sure that engagements and connections are meaningful.

Discussion summary

CFIB asked if PSPC would differentiate between “-led” and “-owned” companies. WBE Canada also asking if PSPC had a definition for a “woman-led” business. PSPC-PAC responded that their outreach reports were prepared in accordance with the Policy on Social Procurement and respects the due diligence done by its partners’ assessment of participants when co-organizing or supporting their events. The government co-chair added that PSPC provides companies with many opportunities and tools to self-identify and PSPC is currently gathering such data using various tools at the procurement project level. Most importantly, prior to any contract award, PSPC audits self-certification statements.

CFIB said that they appreciate the outreach efforts that PAC makes, especially the number of events, but wondered if that activity is translating into more procurements for smaller and underrepresented groups. PSPC-PAC answered that, while data collection is critically important including information involving diverse groups, it is just starting to gather such data. PAC’s focus is on getting out to the communities and making them feel comfortable with procurement to get them "bid-ready."

WBE Canada said that supplier diversity depends on both the buyer and the supplier, and asked what PSPC-PAC is doing on the buyer side. PSPC-PAC responded that when suppliers come to government, they need to find a willing environment. PSPC-PAC works with procurement specialists to incorporate supplier diversity into their solicitations, whenever possible. PSPC-PAC also has small teams that look for barriers and issues impeding the participation of small and diverse businesses. Small businesses may worry that the government will not want to buy what they have so PAC recommends that they keep an eye on the changing needs of government to be ready to pursue opportunities.

The private sector co-chair said that PSPC-PAC’s goal is to create awareness among buyers and suppliers, thereby helping businesses to increase their chances of winning contracts. The government co-chair responded noting that it is more broadly the goal of PSPC’s Procurement Branch to increase the number of contracts won by underrepresented and Indigenous suppliers.

The private sector co-chair shared the results of a recent Shared Services Canada’s (SSC) pilot, called ScaleUp, in which SSC awarded 15 contracts to micro, small, Indigenous, and underrepresented businesses, 80% of which had not previously done business with the Government of Canada.

Procurement Assistance Canada: Engagement initiatives

PSPC-PAC provided insight into recent engagement initiatives, including a novel reverse trade shows concept and widespread Indigenous business information sessions.

Reverse trade shows

• PSPC-PAC described a recent outreach session in which suppliers from underrepresented groups expressed a desire to speak directly with procurement specialists
• PSPC-PAC discussed this desire with counterparts across the country and started piloting the reverse trade show concept

Presentation summary

The first session took place at Canadian Armed Forces Base Gagetown in the Maritimes, connecting Indigenous businesses with local buyers and raising local awareness of what the Indigenous community could supply.

PSPC-PAC organised a similar event in the National Capital Region with procurement specialists from eight federal departments and underrepresented suppliers. This second event attracted a cross-section of suppliers from multiple groups.

PSPC-PAC indicated that other events would soon take place in Toronto and Calgary.

PSPC-PAC reported that they have received positive feedback about reverse trade shows and said that it would like to settle on a single brand name.

Discussion summary

PAC asked SAC members for preference for a brand name for the reverse trade shows and proposed, “Public Sector Buyers' Expo” or “Public Sector Procurement Expo.” The private sector co-chair responded by proposing the brand name, “Collaboration Expo” and said that it is important to get to a place “buyers” and “suppliers” are in partnership.

WBE Canada said that it enjoyed PAC trade shows and love the idea of reverse trade shows, remarking that the key for suppliers is for government to simplify and streamline the procurement process.

PAC also noted that that they also hold Small Business Information Expos, in which suppliers can get information about financing and other topics at a single place. WBE Canada stated that when PSPC holds such events, PAC should send notice to the associations, so they can share the information with all their suppliers.

Indigenous business information sessions

• PAC discussed its Indigenous engagement across the country. PAC held a series of Indigenous business information sessions in the Atlantic provinces, the province of Quebec, the province of Ontario, and municipalities of Iqaluit, Winnipeg, and Vancouver
• PAC collaborated with partners to work towards meeting the 5% Indigenous procurement baseline
• During these events, PAC received useful feedback that they will use to guide future engagements

Discussion summary

TECHNATION said that PSPC could better streamline procurement.

TECHNATION has collaborated with SSC to increase the use of the digital marketplace, which now has over 800 registered suppliers. TECHNATION asked how PSPC-PAC informs Indigenous-focused associations about upcoming procurement events, and asked if PAC could invite them to meetings on this topic. PSPC-PAC replied noting its Canada-wide engagement with various Indigenous businesses and communities at conferences, events and in Indigenous communities across Canada.

PSPC-PAC noted that its partners often tell them to hold more virtual and in-person events outside cities and further north. PSPC-PAC is working on developing travelling road shows and plans to partner with groups in rural areas. WBE Canada noted its close work with PSPC-PAC doing outreach and plans to be involved in the “road show” concept.

Council for the Advancement of Native Development Officers: Indigenous procurement

• Cando introduced its presentation by saying they work with organizations such as the National Aboriginal Capital Corporations Association (NACCA), a network of over 50 Indigenous Financial Institutions (IFIs) dedicated to stimulating economic growth for all Indigenous people in Canada. Cando would like to form a national Indigenous procurement institute
• They are examining a proof of concept that will include a federated skills inventory database that analysts can examine in part or in its entirety

Presentation summary

Cando described the history and nature of their membership-based organisation, then focused on their training of economic development officers. It highlighted its goal to create economic impacts in Indigenous communities by advocating on their behalf and improving the skillsets of workers.

Cando also noted its other programs and activities, including scholarships for youth, an annual award, regional training events, and an annual conference. It noted that its recent “Links to Learning” events brought 150 economic development officers and 150 lands managers together in British Columbia for training. Cando is successfully receiving funding from the Government of Canada’s Strategic Partnership Initiative (SPI) to spread awareness of businesses and procurement opportunities among economic development officers across its membership.

Cando creates opportunities for procurement specialists to meet with Indigenous suppliers within their regions to develop working relationships and increase Indigenous participation in procurement. Cando has a tool used to measure the communities' capabilities to build an Indigenous Participation Plan for any request for proposal (RFP). This gives the community an opportunity to gauge what kind of capabilities they should develop for the future. The goal is to build skills so that, in the future, businesses may take a more active role, for example as prime contractors.

Discussion summary

TECHNATION suggested that Cando make similar presentations to other industry associations and jurisdictions, for example presenting to procurement officers in the Ontario provincial government.

Roundtable and closing remarks

The private sector co-chair thanked everyone for their participation and added that they looked forward to meeting in person on October 25, 2023.