Procurement Monitoring

Procurement Advisory, Monitoring and Audit Expertise

Procurement Process Monitoring, Fairness Auditing and Reporting

Creating and maintaining a level playing field by providing equal opportunity for vendors to win government work is critical to the success of procurement and contracting initiatives and ensuring value for money is achieved. In support of that effort, SRI offers complete procurement process auditing services, which include the advisory, oversight, monitoring and audit services as more fully described below.

These services are provided within the context of measuring the procurement against six principles, being:

  • Opportunity – all vendors have the same opportunity to participate in the process and reasonably access the information required to enable them to submit a competitive bid
  • Impartiality – the process is free from bias, conflict and unfair advantage
  • Objectivity – vendor proposals are consistently and fairly measured against the procurement requirements and criteria
  • Evaluation Neutrality – all evaluators understand and consistently apply the identified requirements and criteria across all proposals
  • Confidentiality – the confidentiality of all evaluations and vendor information has been maintained
  • Documentation – complete records of the procurement have been maintained and are available for audit

Advisory

General procurement strategy advice on various issues, including:

  • Relevance and consistency of the procurement opportunity with previous consultations/stakeholder input
  • Adequacy of timeframes for interested proponents to prepare and submit proposals
  • How to avoid unnecessary costs for both the buyer and vendors
  • Impact of other related initiatives on the procurement process
  • Service continuity through transformation and on-going relationship management with partners
  • Development of consensus and/or a common understanding of issues among government stakeholders and vendors

Oversight and Reporting

  • Based on best practices, review for sufficiency, relevance, completeness and accuracy of formal documentation throughout the entire procurement process, including the review of EOI, RFQ and Draft RFP/RFP documentation and any associated evaluation plan
  • Monitor for adequate communications and timely disclosure to proponents
  • Review of all salient characteristics of stated requirements to ensure fairness, while avoiding any prescriptive requirements that could restrict competition and have an effect of exclusivity
  • Review of significant definitions for clarity and completeness
  • Monitoring of vendor briefing sessions
  • Monitoring of evaluation meetings to:
    • Ensure all proposals are evaluated strictly in accordance with published criteria
    • Verify non-compliant proposals
  • Monitoring of dialogue between the government and vendors at debriefing sessions
  • Review of scoring to ensure compliance with evaluation plans
  • Full process reporting

High Level Monitoring

  • Identify policy, financial, technical or other issues that may not have been readily apparent to the project implementation team at the onset of the project
  • Assess any emerging issues that could impact the procurement or the contracting process

Audit

Complete process review of all procurement documents and stages to ensure compliance with the process and, where appropriate, recommendations on next steps and how such process could be improved.

Expert Testimony

Where required, SRI will provide an independent opinion relating to the efficacy of a procurement process where the award has been appealed, including review of the process as against best practices, compliance with the same, suggestions on how to improve the process and expert testimony, if required, to support its findings.

Quantitative Analysis of Fairness

SRI’s proprietary process evaluation and fairness assessment methodology, easily and clearly identifies procurement process abnormalities and anomalies in order to prevent issues becoming terminal to the efficacy of the process and fairness for those participating within it.

The evaluation tool is intended to provide an impartial, consistent and tightly structured framework for managing or reviewing any public sector procurement process. Used proactively the tool can support the achievement of maximum value for public dollars expended. Used forensically it can be the final measure and opportunity to identify process failures, prevent inappropriate awards with associated liabilities and establish the basis for future learnings and continuous improvement.

Sustainable Solutions

“Our business is developing strategies for sustainable business solutions and sustainable business relationships.”

SRI Founding Partners

Success is not the activity, it is the realization of the desired business outcome.

SRI Value to Clients

“By leveraging our expertise and proven capabilities we deliver unique and sustainable outcomes that exceed client expectations…”

Procurement Monitoring and Audit Experience

  • Comprehensive review of a proponent submission and all procurement documents to determine process fairness and best practices compliance, including expert testimony during the appeal process
  • Fairness monitoring services pertaining to a registry services procurement
  • Provision of strategic and tactical advice relating to a provincial broadband services procurement process to ensure transparency, fairness and openness to encourage vendor participation
  • Participated in the preparation and/or review of contracting and procurement templates for best practices compliance
  • Independent review of a procurement process and proponent submissions relating to a provincial telecommunications initiative and provided advice on structuring a replacement RFP to reflect best practices and processes
  • Detailed review of a procurement process and associated files to enable consideration for award after highest rated proponent submission was deemed non-compliant
  • Independent assurance review of a provincial procurement process relating to the engagement of consulting expertise to lead a significant government ICT initiative
  • Evaluation of a procurement process, extensive correspondence generated over a three-year period and various contracts to assist the parties in amicably resolving a long-standing dispute