Ontario Procurement: How to Become a Registered Vendor and Procurement Restriction Policy Against U.S. Tariffs Other Services

Ontario is the largest provincial economy in Canada, with a Gross Domestic Product (GDP) of around $1.1 trillion, representing around 40% of Canada. According to Ontario's Ministry of Finance report, the province's GDP is expected to grow by 2.1% on average per year between 2024 and 2046, driven by its strong manufacturing sector, vibrant financial services industry, technological hubs, and extensive natural resources. The diverse foundation makes the state's economy resilient and globally competitive. 

While Ontario's economy is expanding, provincial ministries, crown agencies, municipalities, and broader public sector organizations regularly publish contracting opportunities to acquire goods, services, and works. It not only helps the state to fulfill operational and infrastructure needs but also drives innovation, sustainability, and inclusive growth across the province. 

The government of Ontario has established a comprehensive procurement framework under its Procurement Directives, aiming to emphasize transparency, fairness, accountability, and best value for taxpayers. Vendors interested in Ontario's procurement processes are required to register prior to the opportunities. 

In this blog, we'll see the step-by-step process of registering as a Vendor in Ontario, and also help you better understand the procurement process through the best practices followed by the state procuring agency. Let's begin the blog!

How to Become a New Registered Vendor in Ontario?

Listed below is the step-by-step process to register as a new vendor. 

Step 1: Click on "New Supplier? Register Now"

Access the Ontario Tenders Portal and tap on the "New Supplier? Register Now" located in the bottom right corner to begin your new supplier registration process. 

In case you already have an account, you can even reset your password to continue as a supplier in Ontario. 

Step 2: Accept the User Agreement 

Now, you'll be redirected to the "User Agreement." You should properly read and review the user agreement, tick the "I Agree", and click the "Next" button to move forward. 

Step 3: Enter Organization Details 

On this step, you need to fill out the mandatory fields marked by an asterisk (*), which include the following details. 

(a) Organization Name 

(b) Address 

(c) Province/State 

(d) Country 

(e) City 

(f) Postal Code 

While other details are not mandatory, you should fill them in as well, since they act as unique identifiers, eliminating duplication of accounts from the same company. So, make sure to fill in details like the HST Number, the Company Registration Number, and the Dun & Bradstreet Number. 

Step 4: Enter User Details 

Now, provide user details like contact information and login credentials. Plus, you should make sure to select the right time zone, which is required to determine submission deadlines for your bids. 

Step 5: Add Additional Company Information 

You should also fill in these additional information fields that will help you auto-populate tender responses. It will help you save time and ensure that your submissions remain consistent across opportunities. You can update these fields at any time you want based on your company's profile. 

Step 6: Finish Registration and Receive Login Details 

Once you're done with filling in additional company information, you must submit your registration. You will receive a registration email along with your username and a temporary password. 

Click on the link present in the email and log in with the temporary password. You should immediately create a new strong password to keep your account safe and secure. Later, you will also receive a confirmation email. 

Step 7: Log In and Access Opportunities 

Now, when you have created your account and have your login credentials, you can easily log in to the Ontario Procurement Portal. After logging in, you can search for procurement opportunities, download solicitation documents, and prepare to submit responses. 

What are the Best Procurement Practices Followed in Ontario? 

Here, we’ve mentioned some of the most commonly used practices by the purchaser that can help suppliers better understand the procurement system in Ontario and make successful bids. 

1. Establish Internal Controls 

Every procurement agency in Ontario usually sets up internal controls to ensure that purchases have not been unauthorized, goods or services have actually been received, and funds exist to meet the expenditure. 

Internal controls may be different depending on the size and complexity of the organization. For instance, procurement responsibilities in large publicly funded organizations are centralized and reside in different departments or with different individuals. Small organizations often hire an external auditor to handle the procurement process. 

So, based on small, medium, and large enterprises, you can better understand the procuring agency's internal controls. It can help you submit successful bids and be compliant with general guidelines and procedures. 

2. Plan Before Purchasing 

In Ontario, organizations are always advised to adequately plan for all purchases, regardless of whether it is a recurring or one-time project. Procuring agencies focus on a lot of factors, including insurance/warranty, consultation/training, an estimated procurement cost, market availability, procurement method, timelines, and more. 

All these planning factors are properly represented in the agency's solicitation document. You must carefully read everything regarding the planning assessment process to better understand the procuring entity's requirements and deliver exactly what they want. This showcases your research, interest in the bidding, and increases your chances of winning the bidding.

3. Develop Criteria 

The Procuring Entity generally sets up a competitive bid review process with clear criteria that vendors must meet in order to win a contract award for goods or services. Authorities even determine the importance of each criterion by assigning weightage to each point. Moreover, there are also some mandatory criteria that vendors must meet to be considered for the bid. 

Some of the essential criteria that factor into the award decisions may be 

• Quality 
• Transaction Costs 
• Delivery 
• Experience 
• Expertise
• Financial Capacity
• Total cost of ownership 
• Etc. 

The criteria taken into consideration determine which type of document will be used. Authorities may use Request for Tender when the focus is on price, Request for Quotation when the focus is on price and delivery, or Request for Proposal for selecting the vendors based on factors other than price and delivery alone. 

4. Canvass the Market 

The Procuring entities generally gather detailed information about the potential vendors before acquiring goods or services. Entities collect information regarding vendors, pricing, the local community, and general trends to make better choices while finalizing the vendor. 

Government entities network with other organizations with similar business needs, conduct internet searches, check references, and cross-check with the Better Business Bureau and electronic supplier websites to gain information regarding your business. Formally, agencies may even use Request for Information or Request for Expression of Interest, where they directly ask vendors to provide specific information about themselves. 

Therefore, you should be ready to demonstrate your expertise and work ethic when entities are on the search. It will significantly increase your chances of winning the contract opportunity. 

Ontario Procurement Restriction Policy

The Procurement Restriction Policy in Ontario is the restriction for U.S. suppliers, manufacturers, or distributors of any business structure from participating in public sector procurement opportunities. The policy is specifically designed in response to U.S. tariffs on Canadian products and services and issued under the authority of the Management Board of Cabinet Act and the Broader Public Sector Accountability Act, 2010. It is in effect from 4th March 2025 for all government entities and designated BPS (Broader Public Sector) organizations, unless otherwise specified. 

Here's the official guideline for the Procurement Restriction policy:https://www.tendersontime.com/documents-library/australia/us-procurement-policy-restriction-frequently-asked-questions-18a8/

This document is a detail specifically made for Ontario-based procurement entities so that they are compliant with all necessary recent guidelines for restricting U.S. businesses. Make sure to go through it fully.  

Conclusion 

In conclusion, you just need to follow seven simple steps to become a new registered vendor in Ontario. Plus, also go through the procurement practices followed by government entities in Ontario to create better bids. Due to higher tariffs imposed by the United States, Ontario's government has created a Procurement Restriction Policy that does not allow U.S.-based suppliers to participate in the state's public procurement opportunities. 

Frequently Asked Questions

Q1. What is the Ontario Tenders Portal?

The Ontario Tenders Portal is the official e-tendering system where the government ministries and public sector organizations regularly publish public procurement opportunities. To apply for Ontario-based tendering opportunities, vendors must be registered on the portal to view tenders, download documents, and submit bids.

Q2. How to get Ontario government contracts?

Suppliers are required to register on the Ontario Public Procurement to get access to the state government contracts. You can also submit bids while meeting all the mandatory requirements, generally mentioned in the tender documents. Winning the contracts majorly depends upon being compliant with Ontario's Procurement Directive, providing the best value, and offering a low price.

Q3. What is the procurement threshold in Ontario?

The procuring entities are required to conduct an open competitive procurement process when the estimated value of the procurement of goods and services is $100,000 or more. There may be some exemptions, but they must be in accordance with the applicable trade agreements. Moreover, consulting services must be procured competitively, irrespective of the value of the project.

Q4. What is the procurement restriction in Ontario?

The Procurement Restriction in Ontario is strictly preventing U.S. businesses from participating in the state's procurement opportunities, which is in response to U.S. tariffs on Canadian products and services. For any information regarding this, you can download the document consisting of detailed and insightful Q&As.

Q5. Which is the best site to find tenders?

Ontario Tenders Portal, the official website to find government tenders to find the relevant tendering opportunities. Alternatively, you can use the TendersOnTime platform to find relevant opportunities with tons of advanced features and team support.