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Mandatory Policy, Municipal Act: NO
Policy Administration Team, Review Date
April 13, 2022
Corporate Management Team, Review Date March 30, 2022
CORPORATE POLICY
Policy Title:
Social Procurement Policy
Policy Category:
Administration Policy
Policy No.:
A-037
Department:
Corporate Services
Approval Date:
May 9, 2022
Author:
Tracie Bell, Director, Fleet and Procurement
Jason Wilhelm, Manager, Procurement
Attachments:
None
Related Documents/Legislation:
Purchasing By-Law
Key Word(s):
Social Procurement; Equity-deserving groups; Diverse Supplier
POLICY STATEMENT:
The City of Waterloo recognizes that by leveraging City spending it can create social
value through the procurement process. It will also generate positive social and
economic outcomes in addition to the delivery of efficient goods and services.
PURPOSE:
This policy confirms the City's commitment to embed economic growth, as well as
supply chain and workforce diversity to enhance community health and well-being
through the procurement process.
DEFINITIONS:
Community Benefit Agreements (CBAs) are agreements that incorporate pre-
determined and defined social value outcomes that will be delivered as part of a project;
Diverse Supplier is any business or enterprise that is certified by a Supplier
Certification Organization to be:
- Owned or managed by 51% or more members from equity deserving groups
- A Social Enterprise with 51% or more of trained full time permanent employees
from equity deserving groups
POLICY NUMBER: A-037
Page 2
Equity-deserving groups are people that experience inequitable outcomes and face
disproportionate amounts of discrimination. These include populations protected under
the Ontario Human Rights Code - women, Indigenous People, Persons with disabilities,
newcomers/new immigrants, LGBTQ+ people, Racialized people
Local Supplier(s) is a supplier of goods and/or services that maintains a workforce
whose usual place of residency (i.e. where they normally live, sleep and eat) is located
in the Regional Municipality of Waterloo ("Waterloo Region").
Social Enterprise(s) are businesses that sell goods and services; they embed a social,
cultural or environmental purpose into the business, and they reinvest the majority of
profits into their social mission.
Social Procurement is the process wherein City spending is used to achieve positive
social outcomes in keeping with community values and strategic objectives.
Supplier Certification Organization is an organization recognized by the City of
Waterloo that certifies businesses and enterprises as diverse suppliers by assessing
them using established, consistent criteria.
SCOPE:
This policy applies to all City of Waterloo employees.
POLICY COMMUNICATION:
The policy will be posted on the City's website. Employees will be advised of the new
policy through distribution to the Operational Leadership Team and Corporate
Management Team and communication using the City's intranet. Equity-deserving
groups will be advised of the new policy through outreach activities.
POLICY:
The procurement process will meet all the principles of fairness, equity, integrity,
accountability and transparency but will also enhance equity and social outcomes of
broad benefit to the community.
The themes below will guide the implementation of the City's Social Procurement
Policy, wherever possible ensuring that the social value considerations are consistent
with the City's obligations under applicable trade agreements and the City's purchasing
by-law and provided they are justified on value for money grounds.
POLICY NUMBER: A-037
Page 3
Regional Economic Development
- When permissible under the City's Purchasing By-Law undertake low cost
purchases directly from a Local Supplier;
- When possible for invitational limited procurements, as defined in the City's
Purchasing By-Law invite at least one (1) Local Supplier to participate in the
process;
- Work with Local Suppliers to ensure they are encouraged to respond to
procurement opportunities.
Supplier Market Development and Diversification
- Facilitate engagement opportunities between the City and suppliers by convening
information sessions with Equity-deserving groups, Diverse Suppliers and Social
Enterprises;
- Work with Supplier Certification Organizations to access lists of Diverse
Suppliers and Social Enterprises;
- Where feasible and available, attempt to invite at least one Diverse Supplier or
Social Enterprise to participate in invitational limited procurement opportunities;
- Simplify the procurement process for low cost purchases to make it easier for the
Equity-deserving groups, Diverse Suppliers and small and medium sized
businesses with fewer resources and staff to bid and compete.
Promote a Supplier Community that Exhibits Leadership in Social Responsibility
- Develop a Supplier Code of Conduct to ensure that suppliers and potential
suppliers to the City respect fundamental human rights and treat their workers
fairly and with respect.
- Develop a Social Benefit Procurement Questionnaire to be incorporated into
publically posted procurements;
- When possible assign an evaluation weighting percentage to social benefit
contribution evaluation criteria to reward suppliers who contribute to the social
wellbeing of Waterloo Region;
- Identify opportunities to utilize Community Benefit Agreements for major capital
infrastructure or land development projects.
Measure Social Impact
- Establish appropriate systems to track and report social procurement metrics and
inform future targets.
POLICY NUMBER: A-037
Page 4
RESPONSIBILITIES:
Procurement staff will ensure that procurement manuals and other internal procurement
procedures and templates reference this policy and will actively promote and encourage
the incorporation of social procurement opportunities into the procurement process.
Procurement staff will establish and track social procurement metrics.
The Indigenous Initiatives, Anti-Racism, Accessibility & Equity Division will support the
implementation of this Policy, including but not limited to community engagement
activities.
Divisions are required, in advance of carrying out any procurement, to consider how the
purchase might be better leveraged to enhance the economic or social wellbeing of
Waterloo Region.
COMPLIANCE:
In cases of policy violation, the City may investigate and determine appropriate
corrective action.