Supplier Advisory Committee
Record of discussion: February 19, 2025

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Agenda

Meeting location:  Virtual, MS Team

Record of discussion

February 19th, 2025, from 1:00 to 3:00 pm (Eastern Time, ET)

Attendees

Co-chairs: Present

• Government co-chair: Public Service and Procurement Canada (PSPC), Procurement Branch (PB), Joëlle Paquette, Acting / Associate Assistant Deputy Minister (A/AADM)
• Private Sector co-chair: CMC-Canada, Donna Ringrose, Executive Director

National Supplier Advisory Committee (SAC) Members: Present

• Aerospace Industries Association of Canada (AIAC): Dwayne Lucas, Vice-President, Special Projects   
• Canadian Association of Defence and Security Industries (CADSI): Mindy Pearce, Policy Advisor, delegate for Nicolas Todd
• Canadian Federation of Independent Business (CFIB): Michelle Auger, Manager, National Business Issues and Projects 
• Canadian Manufacturers and Exporters (CME): Ryan Greer, Vice-President, Public Affairs and National Policy 
• Women’s Business Enterprises Canada Council (WBE Canada): Heather Barker, President 
• Canadian Aboriginal and Minority Supplier Council (CAMSC): Christina Rodrigues, Chief Operating Officer, delegate for Cassandra Dorrington, President
• Canadian Chamber of Commerce (CCC): Alex Greco, Senior Director, Manufacturing & Value Chains
• Canadian Gay and Lesbian Chamber of Commerce (CGLCC): Darrell Schuurman, Co-Founder and Chief Executive Officer (CEO)
• Council for the Advancement of Native Development Officers (Cando): Ray Wanuch, Executive Director
• TECHNATION Canada: Prateek Sureka, Executive Vice President, Government Relations, and Strategy

National SAC Members: Absent

• Black Businesses and Professional Association (BBPA): Frances Delsol, Vice President Partnerships, Outreach and Procurement
• Canadian Association of Management Consultants (CMC-Canada): Sandy Moir, Partner at Goss Gilroy Inc. Management Consultants

Regional SAC Co-chairs and Observers: Present

• PSPC, Procurement Assistance Canada (PAC) Pacific Region, Tara Hartley, Regional Director and Government co-chair of SAC Pacific Region and Private Sector members, Jackee Kasandy and Marie-Noel Holland from BEBC Society and Kasandy Inc., and Entrepreneurship and Economic Community Development Director at the Société de développement économique de la C.-B. (SDÉCB) respectively
• PSPC, PAC Western Region, Nicole Kotzer Helmsing, Acting Regional Manager and delegate for Kelsey Debets, Regional Director and Government co-chair and Shaun Hampton, the private sector co-chair from Red River Metis Business Development Corporation
• PSPC, PAC Ontario Region, Menelaos Argiropoulos, A/Regional Director and delegate for Adam Yule, Regional Director, and Fred Nagy, Private Sector Co-chair, from Solutions In Context
• PSPC, PAC Quebec Region, Mely Cung, A/Regional Director and delegate for Anne-Marie Signori, Regional Director and Government co-chair, and Steve Laveau, Private Sector Co-chair, from First Nations of Quebec and Labrador Economic Development Commission (FNQLEDC)
• PSPC, PAC Atlantic Region, Kristopher Viens,  A/Regional Director and delegate for Patrick Loyer, Regional Director and Government co-chair and Judith Richardson, Private Sector Co-chair, from the Centre for Women in Business (CWB) 
• PSPC, PAC  National Capital Region,  Chantal Warywoda, Regional Director and SAC co-chair and the private sector co-chair, Talal Mahfouz from Entrepreneurship Centre, Bank of Development Canada.

Presenter

• PSPC, Procurement Assistance Canada, Clinton Lawrence-Whyte, Director General (DG)

Supplier Advisory Committee secretariat

• PSPC, Marie Claude Hurens, Senior Director
• PSPC, Aline Ngarukiyintwali, Manager
• PSPC, Fabiola Ingabire
• PSPC, Fresnel Devalon

Welcoming and opening remarks

The government co-chair welcomed everyone to the annual joint meeting of national and regional Supplier Advisory Committees. She acknowledged that the meeting was being coordinated from the unceded territory of the Anishinaabeg people, and invited all to participate in the official language of their choice. She, then, asked for the roll call to be conducted.

The PSPC co-chair made a few points on the Prorogation of Parliament and Caretaker Convention, tariffs and supplier diversity program. 

The government co-chair reminded SAC members about the implication of prorogation which suspends parliament and what that situation means for PSPC. She also advised that, in case of an election, the Parliament is dissolved and the “Caretaker Convention” begins. For PSPC, procurement activity will be restricted and the timelines will be longer as additional approvals are required for all procurements.

The PSPC co-chair also recognised the significance of tariffs in the current changing political environment. She noted that PSPC is drafting guidance to procurement officers and will keep suppliers informed on the approach through communications on CanadaBuys, solicitations, and various forums.

Lastly, the PSPC co-chair provided an update on the supplier diversity program, highlighting significant media and parliamentary interest in federal procurement, especially regarding Indigenous procurement. PSPC mentioned measures from the 2024 fall economic statement aimed at supporting small and medium-sized businesses and promoting reciprocal procurement practices. PSPC noted that the program's start date is still undetermined as they incorporate recent learnings and address global instability and protectionism.

SAC members provided the following feedback:

• AIAC inquired about government fiscal authorities after March 31st given the prorogation of parliament. AIAC further asked which budget PSPC will use if there is a new Prime Minister after March 9th, 2025 and if Parliament is not called back after a new Prime Minister is sworn in March. PSPC replied that if an election is called prior to April 1st, 2025, and Main Estimates are not approved, the department would have to cash manage, with recourse to the use of Special Warrants.. PSPC also added that this is going to be a new experience, recognising the difficulty to get work done.
• TECHNATION asked about the measures being taken to mitigate the impact of tariffs, especially concerning US-based suppliers under contracts with the Canadian government. PSPC responded that while specific details couldn't be disclosed, non-tariff measures are being considered, and the Department of Finance may offer tariff relief on an exceptional basis through a remission process for those who may be affected by the tariffs. TECHNATION also expressed concerns about a multilayered approach towards tariffs, referencing past experiences under the 2017 – 2021 US administration. PSPC acknowledged these concerns and mentioned ongoing reviews and discussions. AIAC asked if defense and security is excluded from the tariffs, which PSPC noted is still under discussion.
• CADSI asked about the Memorandums of Understanding (MOUs) with certification providers for the supplier diversity program. PSPC responded that while there were discussions, no decisions or commitments have been made regarding MOUs.

Approval: Record of discussion

SAC unanimously approved the record of discussion for the November 1st, 2024, meeting.

PSPC Update

The Government co-chair invited PSPC-PAC to provide updates.

Presentation summary

PSPC-PAC indicated that efforts to engage underrepresented communities were successful, exceeding all established targets. Additionally, the coaching service for businesses from underrepresented groups has been positive, in terms of participation. PSPC-PAC emphasized the ongoing active outreach work and the importance of adapting to potential changes in the parliamentary calendar.

PSPC-PAC also added that efforts to engage underrepresented communities were successful, with 19,161 events targeting these groups, exceeding the goal of 15,123. Additionally, the coaching service for businesses from underrepresented groups has been positive, with 21 sessions conducted. PSPC-PAC emphasized the ongoing active work and the importance of adapting to potential changes in the parliamentary calendar.

SAC members provided the following feedback:

• CME praised PSPC for their efforts in supporting Small and Medium Enterprises (SME)s through procurement assistance, acknowledging the challenges SMEs face in navigating federal procurement. They further commended the work done to set up events and the Procurement Assistance Canada website but noted that this might still be overwhelming for new users due to the volume of information. CME then suggested making the website more user-centric and integrating tools like Artificial Intelligence (AI) to simplify the user experience.
• The government co-chair acknowledged the difficulty of simplification and appreciated the feedback. PSPC-PAC also added that they are continuously improving the process and mentioned the availability of a toll-free number for direct assistance. They emphasized the importance of making the first contact with the government easier and integrating AI in the future. CME also shared past experiences with Industry Canada's Business Network and stressed the importance of clear and concise web content.

Joint National and Regional SAC Meeting

The regional SAC co-chairs of Quebec Region, Pacific Region, Atlantic Region, National Capital Region, Ontario Region and Western Region made brief presentations, outlining activities and challenges for the year 2024-2025.

Presentation summary of the Quebec Region

The SAC-Quebec co-chairs started by highlighting three main initiatives by Procurement Assistance Canada Quebec region this year such as Business Information Expo for diverse SMEs to connect businesses; Unlock Federal Government Opportunities Series on procurement-related topics; and Practical Workshops for diverse entrepreneurs with the Black community, women, and Indigenous entrepreneurs.

The SAC-Quebec co-chairs discussed their accomplishments, including holding three meetings and presenting initiatives like the Maïa platform for women-led businesses and the Responsible Purchasing Barometer. They also noted the committee's support for events dedicated to diverse entrepreneurs.

The SAC-Quebec co-chairs concluded with key challenges faced, such as lack of concrete data on contracts obtained by equity group members, strategies to increase event attendance, and busy schedules and organizational changes.

Presentation summary of the Pacific Region

The SAC-Pacific co-chairs first emphasized the value of meetings to clarify procurement-specific issues within the business ecosystem. They also discussed the lack of knowledge about government procurement opportunities in some communities. This led, leading to a 14-week course designed to teach suppliers how to navigate procurement with the government and corporations, emphasizing small dollar value contracts as entry points. The course, supported by PAC was initially focused on Black owned businesses, but the course is now open to all suppliers businesses due to high demand. SAC-Pacific co-chairs highlighted the program success and the collaboration with PAC National, which allows representation across Canada.

The regional SAC co-chairs further highlighted the importance of collaboration, wrap-around services and their success. A notable example of collaboration was the meeting with some Architectural and Engineering firms from the underrepresented communities to leverage their capacity to provide services for standing offers which might involve new builds. The regional co-chair concluded by acknowledging challenges around packaging procurement information to be available on time and delivered to the right suppliers.

Presentation summary of the Atlantic Region

The PSPC-PAC-Atlantic and the new industry co-chair highlighted several initiatives in the region, including a successful virtual Small Business Information Expo in November 2024 focused on businesses owned by persons with disabilities. They also mentioned a pilot project to facilitate the purchase of Indigenous artwork for Government of Canada buildings in Atlantic Canada.

The SAC industry co-chair shared accomplishments such as a Learning Services series with the Newfoundland and Labrador Organization for Women Entrepreneurs and a strategic partnership with the Confederacy of Mainland Mi'kmaq to support Indigenous businesses in Nova Scotia. She also noted a successful event with the Nova Scotia Boat Builders Association and an upcoming business-to-business matchmaking session.

The regional government co-chair then discussed key challenges, including security clearances in the construction industry, which can be a barrier for small businesses from diverse communities, and issues with subcontractors not being paid by prime contractors. He mentioned that these challenges are being addressed by the Barrier Analysis and Reductions Division and contracting authorities.

Presentation summary of the National Capital Region

The government SAC co-chair discussed key procurement initiatives in the National Capital Region (NCR), including professional services, the Alexandra Bridge replacement project, public lands for homes and the minimum 5% of Indigenous procurement target. The region also focuses on judicial and parliamentary precincts, such as the Supreme Court of Canada building and the Parliamentary Welcome Centre.

The NCR Supplier Advisory Committee, established this year, held three successful meetings, including a virtual demo of Canada Buys and SAP Ariba. PAC NCR hosted successful events like the Public Sector Buyers Expo and Small Business Information Forums, and participated in community events such as the First Nations Economic Advancement Conference and CANSEC 2024.

The industry co-chair highlighted their role in supporting Canadian entrepreneurs through financing, advisory services, and community connections. He discussed challenges in meeting the 5% Indigenous procurement target and the need for more resources for Indigenous, Black-owned, and women-owned businesses.

Presentation summary of the Ontario Region

The regional government co-chair discussed key events including the Public Sector Buyers Expo, a reverse trade show for multi-level government representatives and businesses, the Supplier Diversity Forum and a strategic partnership with the Ontario First Nation Economic Developers Association (OFNEDA) aiming to build capacity and awareness for Indigenous businesses in procurement.

The regional government co-chair also highlighted recent achievements such as presentations on vendor performance management and green public procurement tools as well as a new e-newsletter tool for timely updates on high-profile initiatives. The industry co-chair also noted the work of the regional SAC members on procurement and federal contracts, and the need for better collaboration between regional and national SACs.

The regional government co-chair raised concerns about transparency, accountability, and streamlining bid accessibility, similar to issues highlighted in the Canadian Public Administration report.

Presentation summary of the Western Region

The government co-chair discussed their main focus on growing Nunavut procurement, supporting Inuit firms, and providing support in achieving the 5% Indigenous procurement mandate through empowerment and education of Indigenous communities and diverse networks. They highlighted recent events including the Buyers Expo in Fort McMurray, a joint pilot workshop, the Nunavut trade show, Nineveh trade show, etc.

PSPC-PAC-Western Region’s achievements included hosting a number of events across region, with important connections made with participants and suppliers. They mentioned other notable events such as the Manitoba Métis Federation Business Expo, a pilot tender workshop with the Council for Advancement of Native Development Officers and a supplier newsletter in response to network’s feedback.

The government co-chair raised challenges faced by small companies in procurement, such as lack of capacity to undertake contracts and the complexity of procurement process. They further mentioned issues like cash flow and bonds which could also hinder small businesses. They concluded by emphasizing the need for marketing, outreach, and the simplification of the procurement process.

SAC members provided the following feedback:

• The national government co-chair noted that recurring challenges suggest either slow progress or ineffective changes. Council for the Advancement of Native Development Officers (CANDO) also appreciated the strong regional engagement, especially as the representative of Indigenous businesses.

Procurement Assistance Canada Surveys

PSPC-PAC provided an overview of the findings of the survey conducted by Procurement Assistance Canada (PAC).

Presentation summary

PSPC-PAC provided an overview of two main types of surveys that they manage - post-contract assessment surveys and annual supplier surveys, introduced in 2019 - to enhance understanding of procurement in Canada. PSPC-PAC mentioned that data from these surveys is used to inform government work in order to ensure federal procurement is fair, open, transparent, and accessible.

PSPC-PAC mentioned that the post-contract assessment survey, filled out by client departments, measured contract completion within time frames, with results of 58% for basic complexity and 66% for Level 2 complexity. The supplier survey evaluated ease of access (81%) and fairness and transparency (85%) in federal procurement.

Additional insights from PSPC-PAC survey included the supplier use of Canada Buys (76%) and the impact of federal contracts on total sales. Efforts are ongoing to improve survey methodologies and reduce supplier fatigue. A new survey, "Business Perspectives on Federal Procurement," was sent to 26,000 businesses to gather broader insights. PSPC-PAC acknowledged Supplier Engagement and Regional Coordination's team for their work on the surveys.

Roundtable and closing remarks

The national government co-chair reminded everyone that the next meeting will be held in person on June 4th, 2025. She encouraged SAC members to suggest new topics or themes for the agenda.

CADSI asked about the Small Business Innovation and Procurement Act obligations and how national and regional SACs would be consulted. The government co-chair explained that Innovation, Science and Economic Development Canada (ISED) is leading this effort about SME participation target.

CADSI also suggested inviting Ron Lloyd, the former Commander of the Royal Canadian Navy, to discuss security clearances in aerospace and defense. The government co-chair appreciated the suggestion and noted the importance of diverse forms of engagement beyond PSPC website.

The industry co-chair also thanked everyone for their contributions and looked forward to further collaboration.