If you are interested in becoming a WSIB supplier, refer to this section for a general overview of our procurement policies and processes, in order to ensure fair, open and transparent competition for all who are interested.
Welcome to the WSIB
Have you ever considered providing products and/or services to the Workplace Safety and Insurance Board (WSIB)? Here are some frequently asked questions and answers to help suppliers get started.
The WSIB reserves the right to review, assess and potentially terminate vendors who are in non-compliance of the Vendor Code of Conduct.
Which types of goods and services does the WSIB purchase?
The WSIB purchases a wide range of products and services every year, ranging from medical equipment and services to IT Solutions. These products and services are for use by workers who are injured or have become ill because of work, and/or for our own operational requirements.
How do I start working with the WSIB as a vendor?
WSIB business opportunities are listed under Procurement Activities. These activities are posted as procurement documents such as; Request for Proposal (RFP), Request for Quotations (RFQ), etc., with general information about the opportunity. Each posting will remain on the Procurement Activities page until one week after it closes. If you are interested in responding to an RFP, visit the Biddingo website to register and download the required document. There is a fee involved. Biddingo is an established tendering website where all the WSIB procurement activities can be accessed and tracked.
Vendor Code of Conduct
The WSIB has a new Vendor Code of Conduct:
- Sets expectations for WSIB vendors that reflect WSIB values, principles and standards, including adherence to:
- All applicable employment and labour laws, statutes and regulations of each jurisdiction in which vendors operate.
- Safe and healthy and environmentally-conscious working conditions.
- Respect for the employee’s:
- Inherent dignity and responsible treatment.
- Right to non-discrimination.
- Fair compensation and working hours.
- Freedom from abuse and harassment.
- Demonstrates our commitment to transparency, fairness and integrity in business practices by WSIB vendors and their subcontractors.
- Will be signed by successful vendors during our RFx contract process.
How to become a Vendor of Record?
To become a Vendor of Record (VOR) for a particular product and/or service, you will need to respond to a procurement document request and be successful in that evaluation process. The evaluation process varies as required. A VOR arrangement list includes successful vendors who are asked to submit a proposal for a specific deliverable and to enter into a second stage selection process. The original procurement document will identify if the outcome is a VOR, or a single contract arrangement. The document will specify the length of the contract and if there are any options to extend the contract.
Where will WSIB post the Contract Awards?
Once a contract has been fully executed by both parties, the WSIB will notify all unsuccessful proponents by posting the contract award information on Biddingo and our external website. The WSIB must comply with the Government of Ontario’s Open Data Directive, which requires publication of contractual data.
Can the WSIB leverage Ontario Public Sector (OPS) Contract Arrangements?
The WSIB can leverage the OPS contract agreements only if we have been given permission by the government. The WSIB must then determine if the OPS contracts meet our own specific requirements. The WSIB ensures that all purchases of goods and services are made in accordance with the OPS Procurement Directive and applicable Agreements and Government Directives which include principles for sound, ethical, consistent, fair, transparent and the best total economic outcome (TCO) decisions.
What does the WSIB post on Biddingo?
WSIB uses invitational and open competitive processes that are posted on Biddingo.
Invitational Request
Suppliers are invited to respond to a request for supply of goods and/or services in a competitive invitational procurement. The minimum number of suppliers that will be invited is determined by the dollar value of the procurement.
Open Procurements
In an open competitive procurement, WSIB issues procurement documents using Biddingo, an electronic tendering system, to issue procurement opportunities. Effective September 1, 2016, WSIB will be posting all competitive documents using Biddingo’s Electronic Bidding System (EBS) platform. All proposals will be required to be submitted using EBS.
How long are procurement documents posted?
WSIB tries to ensure suppliers have adequate time to prepare high quality responses to our procurement documents. At a minimum, the number of days procurement documents are posted are listed below. Minimum Bid Response Timelines are based on Procurement Values (HST included) of:
- less than $100,000 - five (5) calendar days
- $100,000 but less than $500,000 - fifteen (15) calendar days
- $500,000 and above - thirty (30) calendar days
- VOR Arrangement Set Up - thirty (30) calendar days.
These bid response timelines are in accordance with the WSIB Procurement Policy and the OPS Procurement Directive.
Are there exceptions on posting the WSIB opportunities?
In compliance with the OPS Procurement Directive and Trade Agreements, there are non-competitive procurements (also referred to as “Allowable Exceptions” or “Limited Tendering”) whereby WSIB can contact a supplier or suppliers of its choice, provided that it does not use this procurement method for the purpose of avoiding competition among suppliers or in a manner that discriminates against suppliers or protects domestic suppliers. These exceptions are subject to appropriate approvals. Here are some examples of allowable exceptions where:
(i) no proposals were submitted or no suppliers requested participation;
(ii) no proposals that conform to the essential requirements of the procurement documentation were submitted;
(iii) no suppliers satisfied the conditions for participation; or
(iv) the submitted proposals were collusive, and the WSIB does not substantially modify the requirements of the procurement document.
(v) the supply of Goods or Services is controlled by a supplier that is a statutory monopoly;
(vi) to ensure compatibility with existing goods or to maintain specialized goods that must be maintained by the manufacturer of those goods or its representative (so long as it was initially competitively procured).
Where does a supplier submit a proposal to a procurement document?
Proposals must be delivered:
- To the attention of the WSIB Representative.
- At the following location.*
- By the specific date and time specified within the procurement document.
*Strategic Procurement
Workplace Safety and Insurance Board
Main Lobby, WSIB Information Desk
200 Front St. West, Toronto, ON M5V 3J1
Note: Effective September 1, 2016, WSIB will be posting all procurement documents using Biddingo’s Electronic Bidding System (EBS) platform. All proposals will be required to be submitted electronically using EBS. For more information about Biddingo’s EBS, please visit Biddingo or call 416-756-0955 for more information.
What tips do you have for writing effective proposals?
Ask Questions
- If after reading the entire document carefully, you have a question or require clarification, you are required to submit your question as directed in the procurement document.
- Do not call other WSIB department contacts as this could jeopardize your eligibility for submission qualification.
- Questions must be asked within a specified number of days before the closing date. The RFx document will clearly state the deadline for submission of questions.
- Questions and answers will be available as an addendum to each supplier that has elected to receive a copy of the procurement document.
Organize your response
- Make sure you follow the instructions on how to lay out your proposal.
- Review the terms and conditions and any instructions contained in the procurement document.
Address the mandatory eligibility requirements
- Address every mandatory requirement directly by providing the evidence to show that you meet the requirement.
- Only those proposals meeting all mandatory eligibility requirements will be evaluated further.
Describe how you would do the work
- Provide a detailed response to the specific evaluation requirements to describe what and how you would do the work if you were awarded the contract.
- If asked:
- Describe and substantiate your proposed work plan, methodology and techniques.
- Identify any problems you anticipate during the project along with contingency plans you would use should those problems arise.
- Identify specific tasks and deliverables and the schedule for completion or delivery, as well as information about how many people will be assigned to the various tasks.
Address each and every point
- Address each and every required criterion directly and with a sufficient amount of technical and management information.
- Make sure your response is compliant and competitive.
The WSIB cannot make assumptions about your proposal. We can only evaluate the information you provide. Note: Consultants and Other Contractors Travel Expenses
Any proposed fees for expenses, including mileage, will be subject to the terms and limits in the WSIB’s administrative policies on business, travel and accommodation expenses or successor policies, and to the parameters set out in the Management Board of Cabinet Travel, Meal, and Hospitality Directive dated November 2014 (as may be amended). Consultants and other contractors will not be reimbursed for any hospitality, incidental or food expenses, including meals, snacks, beverages and gratuities.
When can I meet with the WSIB?
The WSIB is committed to staying current with constantly changing technology and product offerings. Senior personnel may meet with suppliers for educational, strategic, or specific product-related discussions. These meetings must meet certain conditions, and only when there is no current or pending procurement or engagement opportunity in which the supplier may wish to participate. WSIB personnel have the right to refuse meeting requests.
How do I submit a complaint about the procurement process?
The WSIB has a Bid Dispute Process (PDF) to respond to complaints from vendors who participate in our procurement processes. This ensures that procurement complaints are addressed and resolved quickly and efficiently.
Need more information?
For more information on WSIB Procurement, please contact the Strategic Procurement Executive Office at 416-344-2360.
We look forward to doing business with you!