Frequently Asked Questions

Since the YMCAs across Canada share so many common areas of spending, we have come to a point where it is only logical to use our buying power as a group. In order to efficiently manage this task, a team was brought together that would oversee the process of making the purchasing of goods and services more collaborative and effective.

No, on the contrary. Best practise procurement would have sourcing and vendor selection occuring centrally, but ordering and interaction with suppliers done at the local level.

Category selection is chosen by members of the Procurement Leadership Council. Typically, spend categories with a good potential for savings are the first area of focus, along with those that reflect the most vital aspects of a Y's financial viability Also, an area where savings can be quickly realized - a "quick hit" - may often be given priority. We try to balance the procurement process to be equal across multiple areas of YMCA operations. However, if there is an area of opportunity that is particular to one association, but may not be a large spend for all members, we will look into that category as well.

Large volume agreements can be negotiated without taking possession of large quantities of goods all at one time. The ideal supplier agreement has them storing inventory for us; we order and pay for only what we need.

Large and even mid-size companies often have the ability to deliver and service most areas of the country. Also, a large-scale program often allows us to move up a level in the supply chain. Perhaps your local supplier remains, but the manufacturer is able to provide better pricing to us via the local distributor. (ie. Kimberly Clark's national pricing would be applied to products via a local distributor network).

Nothing changes as far as your current billing and payment processes are concerned. Although pricing levels and initiatives are set by the Procurement Team, orders and payments are still made by the individual associations.

All discrepancies in pricing should be brought to the attention of the vendor first. The Procurement team should be notified of the issue, and should the problem persist, we can and will aid the association in achieving a resolution.

Please check with the Procurement Team regarding ANY contract issues. If you are signing a new contract, renewing an existing one, or are curious as to the status of a particular contract, send us an e-mail and we will research it for you. We may have contracts on hand or will be able to get a copy from the vendor.
In the case of a new contract, the YMCA Procurement Team will take the time to author a contract that equally favours the association as well as the vendor.

Absolutely. The Procurement Team will draft a contract and submit it to the main points of contact at the association and the vendor for negotiation and discussion, approval and ultimately final signatures.

There are several factors taken into consideration when choosing a vendor. Their ability to service our locations is top priority. For overall efficiency, economies of scale and program co-ordination, it's ideal if our preferred suppliers can perform on a national level, but we will give equal consideration to regional and local vendors. Current vendor relationships are also taken into consideration. We recognize these are important to each Y, so we examine them - with feedback from you - focusing on costs and level of performance. At the very least, they are given a chance to bid on the business when the time comes. Finally, but certainly of equal importance, is pricing. A vendor who is able to see the "larger picture" as far as an increase in volumes being ordered by the Y's, and who's pricing reflects this foresight, will be given closest attention.

Everyone is encouraged and expected to implement the Program suppliers whenever possible. The long term sustainability of this program relies on our collective use of it. However, each association has a say in the final decision. We strive to do a thorough, in-depth analysis of each categories' current situation and the potential for savings. Once we have completed this analysis, we will forward our findings along with our recommendation to you for final approval before we approach the current and incumbent vendors to make the changes you have approved.