The Workers Compensation Board of Manitoba (WCB) invites firms to submit a Proposal for the following: To review and assess the WCB's existing procurement structure, practices, and processes, with the goal to modernize the procurement function and recommend best practices for a public procuring entity.
Description of Services
The WCB requires the Contractor to conduct a review and assessment of the WCB's current procurement structure and processes, to provide recommendations to meet best practices for a procuring public body.
Using a combination of engagement with WCB resources and best practice research, the Contractor shall deliver a future state model of procurement for WCB. The Contractor will examine all functions within the WCB's current procurement model, identify opportunities for improvement and optimization, and deliver a recommended future state model for the WCB's consideration.
The Contractor will provide recommendations on the structure, technology, processes, and resources required for a robust procurement function within the WCB, including the following:
a) Assessment (Part 1)
The Contractor will review and assess the WCB's existing procurement practices and functions. As part of the assessment, the Contractor will do at a minimum:
- Understand WCB's current procurement functions and processes through key staff interviews, review of existing tools and templates, and review of the WCB's procurement policy and manual.
- Benchmark best practices of similar public sector organizations.
- Identify the WCB's gaps to those best practices.
- Provide a report indicating current capabilities, gaps, and overall organizational readiness and recommendations.
b) Recommendations (Part 2)
Based on the results of the assessment, the Contractor will provide recommendations for a future state procurement function(s). Recommendations are expected to identify the strengths and limitations of the proposed function(s), consider the WCB's current maturity level, and should be tailored to the WCB's operational environment, operational size, and industry. Specifically, recommendations may include but are not limited to:
- The reporting structure for the procurement function (i.e. where should procurement reside in the WCB's organizational structure).
- Resourcing structure to support WCB's procurement needs, considering:
- The resources and roles the WCB may need for the procurement function.
- Key positions for the procurement function with roles and responsibilities defined.
- Anticipated resource requirements for operational departments, if required.
- Identify the training requirements for WCB internal resources, if required.
- Different functional activities that should be supported by the procurement function, indicating the target maturity level.
- Tools, and or technology solution capabilities needed to support the function (do not recommend any specific software products).
- Produce a report outlining the recommended organizational structure, required resources, defined roles and responsibilities, operating model, and implementation roadmap for the WCB's procurement function.
Recommendations should be tailored to the WCB's operational environment, operational size, and industry and focused on remediating gaps in the WCB's maturity assessment.
c) OPTIONAL Procurement Function Implementation (Part 3)
The Contractor will lead the implementation of the procurement function for the WCB including:
- Development and implementation of standards, staff training, templates, and tools specific to the WCB.
- Development and implementation of formalized processes.
- Development and implementation of governance and reporting structure.
- Mentor the WCB staff.
The Vendor should include a plan and methodology, with a proposed time frame, for completion of Part 1 (Assessment) and Part 2 (Recommendations) of the Services.
The Services shall normally be performed during Business Hours. However, the WCB may request some of the Services to be performed outside Business Hours from time to time, as deemed necessary, in the unfettered discretion of the WCB. The Contractor shall not be entitled to charge overtime rates unless specified in the Fee Schedule.
The Vendor must have experience and knowledge with the following:
a) Development of procurement models for organizations of similar size and scope to the WCB; and
b) Deep understanding of industry recognized procurement management practices, particularly in the Canadian public sector.
The Proposal should include an overview of the proposed resource(s) being offered, including profiles of work which highlight their experience performing similar projects.
The Contractor will not be required to have and maintain workers compensation coverage for its workers who will be providing the Services, unless required pursuant to The Workers Compensation Act.
The Services may be provided remotely from the Contractor's facilities located in Canada, unless otherwise agreed in writing. If any component will be provided onsite include details for same in Proposal and list costs in the Fee Schedule.
It is expected that Part 1 (Assessment) and Part 2 (Recommendations) can be completed within a period of six (6) months with a preferred start date of March 24, 2025. If the WCB decides, in its unfettered discretion, to proceed with optional Part 3 (Procurement Function Implementation), the WCB shall have an irrevocable option to extend the term of the Agreement for an additional period as mutually agreed upon between the parties to complete Part 3 (Procurement Function Implementation).
The Services will be structured with an Agreement that will require the parties to enter into a subsequent Statement of Work (the "SOW") if the WCB decides to proceed with optional Part 3 (Procurement Function Implementation).
The full scope of work for Part 3 (Procurement Function Implementation) cannot be determined by the parties at the time the Agreement will be executed because it is anticipated the WCB's needs and priorities will evolve as Part 1 (Assessment) and Part 2 (Recommendations) are completed and further information is collected. The parties shall mutually agree upon the distinct scope of work for Part 3 (Procurement Function Implementation), including the total fees, deliverables, and completion date(s) for same, in writing, via the SOW, prior to commencing work on such new components.
