Dear Vendor Community,

We’re excited to announce that Peel Region has been committed to working on improving the current Vendor Performance Management (VPM) Program and updating the Vendor Code of Conduct (VCC). Both will be launching on January 20, 2025. 

The VPM Program, established in 2008, aims to ensure value for taxpayer’s money, inform evidence-based decisions and build positive relationships with vendors. 

The project was temporarily paused during the COVID-19 pandemic. However, as operations returned to normal, Peel Region began implementing several enhancements to the program. In order to learn more about the enhanced program, please join us for a virtual training session on January 17, 2025. We will review the changes to the procedure, show the features of the new evaluation system and provide you with an opportunity to ask questions. If interested, please register for the event using the following link: 

https://events.teams.microsoft.com/event/24aa8ba7-6a19-40f0-b82c-0185ed182570@356f99f3-9d86-47a1-8203-3b41b1cb0c68

The VCC sets out the minimum principle-based performance standards that all vendors must adhere to in order to establish and maintain a business relationship with the Region.

About VPM & VCC

Peel Region’s 20-year vision is a Community for Life. To achieve this vision, we are striving to be a government that is future-oriented and accountable. 

The VPM Program was established to promote accountability and support evidence-based decisions. Through VPM, vendors contracted by Peel Region and Peel Housing Corporation are evaluated at both interim and final stages of their contracts. Vendors with unsatisfactory performance may face suspension. 

The VCC is designed to ensure that all business activities throughout the supply chain are carried out with the highest standards of integrity, transparency and accountability. It replaces the current Vendor Code of Conduct in use.

What are the enhancements? 

• Enterprise-wide procedure: A standardized framework for evaluating all vendors across every commodity.
• New technology: The Vendor Performance Evaluation system now integrates with Peel Region’s eBidding system, bids&tenders, allowing online reviews and comments on evaluations. 
• The VCC has been updated borrowing approaches and language adopted by other municipalities.

How does this affect you?

• Receiving evaluations: After January 20^th, 2025, you’ll receive email notifications when an evaluation has been completed for your contract 
• Streamlined process: A user-friendly format improves efficiency. 
• Improved insights: The evaluation criteria have been improved to provide more actionable insights that support consistent satisfactory performance 
• Appeals: Appeal requests will be processed directly through the new system. 

VPM Enhancements
To improve collaboration and communication around contract performance, the VPM program now includes:

1. Enterprise-wide evaluation procedure

• Interim evaluations are mandatory every six months.
• Required for contracts valued at $100,000+; optional for critical lower-value contracts.
• Construction contracts have interim evaluations at substantial completion and final evaluations at project completion.
• A standardized procedure ensures fairness, consistency, and transparency across all commodities.

2. Probation and suspension process 

• Probation rating eliminated.
• Suspension 1: Final evaluation scores of 60%-69.9% result in a one-year suspension (no contract awards during this time).
• Suspension 2: Scores below 59% result in a two-year suspension.
• Suspended vendors cannot act as subcontractors and must complete ongoing contracts.
• Suspension periods reset with new qualifying scores and reflect the longest applicable suspension.
• Vendors return to satisfactory status after suspension and can resume contract eligibility.

3. Enhanced vendor performance evaluation system

• New technology streamlines evaluations, feedback, and issue resolution.
• Vendors receive and comment on evaluations online.
• Appeals can be managed digitally, with options for document uploads, in-person meetings, or email communication.

VCC Enhancements

To foster a business environment that is ethical, responsible, and sustainable, the VCC now includes:

1. Principles aligned with International Labour Organization conventions, to reflect our commitment to promoting fair and safe working conditions throughout the supply chain.
2. Enhances vendors' awareness of the Region's values regarding health and safety, environmental commitments, and diversity and inclusion. 
3. Provides updated guidance for vendor conduct at Regional workplaces to ensure a respectful and professional environment.

Resources and support

To ensure an effortless transition to the upcoming changes, please the following additional resources and support will be available soon:

• Guidelines: Step-by-step guidelines will be available to assist you in using the new Vendor Performance Evaluation System. 
• Peel Region’s Procurement Webpage: Review and familiarize yourself with the new and updated VPM procedure available soon on the VPM webpage

There will be further detailed communication advising the roll-out of the VPM program and VCC as well as an opportunity to ask questions at the upcoming information session. If you have any questions or concerns, please do not hesitate to reach out to our team.

Thank you,

Kristin Misurka

Director, Procurement