Item - 2023.GG8.24

The General Government Committee:

1. Received the report (November 22, 2023) from the City Manager and the Chief Procurement Officer for information.

In March 2021, City Council directed the City Manager to report on how City staff respond to unsolicited proposals. This report outlines the City policy and processes that staff follow when responding to unsolicited quotations or proposals.

The City’s Unsolicited Quotations or Proposals Policy was adopted by Council in 2007 and provides Division Heads with a framework to respond to unsolicited quotations or proposals in a manner that ensures transparency, fairness, and best value for the City. The Policy provides guidance to vendors on the submission of unsolicited quotations or proposals to the City. The Policy is supported by a Process for Receiving and Reviewing Unsolicited Quotations and Proposals that sets out a framework through which unsolicited quotations and proposals are submitted and reviewed.

Additionally, a Procedure for Conducting a Swiss Challenge Request for Proposal was established in 2008. The purpose of the Swiss Challenge Request for Proposal is to obtain counter proposals to an unsolicited proposal through a specialized procurement process that is distinct from the City’s typical Request for Proposal procedure. The procedure provides guidance in preparing, issuing, receiving, evaluating, negotiating (if required) and awarding a counter proposal. In 2021, City staff updated this Procedure to provide further clarity.

Overall, the policy and processes provide guidelines for staff in responding to unsolicited proposals including criteria for proposals to be considered, information to be included for assessment, roles and approach of the evaluation team, timelines, communications, and steps to confirm awards.