Information for Vendors
Find information on processes, compliance requirements, tools and resources on being a vendor, supplier or contractor for York Region.
Rescinding of COVID-19 Vaccination Policy for Contractors, except for those contracted suppliers working in long-term care (LTC) facilities
Effective Wednesday, March 1, 2023, the York Region COVID-19 Vaccination Policy has been rescinded for staff, contractors, students and volunteers, except those working or providing services in LTC facilities, who must now adhere to a new COVID-19 Vaccination Policy for Long-Term Care Contractors. This decision is based on the current state of the pandemic and assumes that the situation remains stable or improves. For additional information or clarification, please reference support materials for contractors on Long-term Care Homes page or please contact please contact @email.
Procurement Requirements for Construction Contractors
Certificate of Recognition (COR TM) Certification Requirement for Regional Construction Contractors
All contractors who bid on publicly tendered York Region construction projects issued on or after October 1, 2021 must have obtained CORTM Certification or an acceptable equivalent accreditation (“CORTM Equivalency”) at the time of bidding.
FREQUENTLY ASKED QUESTIONS
What is CORTM Certification?
Certificate of Recognition (CORTM) is a national accreditation standard that verifies the full implementation of an employer’s health and safety management systems. In October 2016, after a pilot project and consultation with the construction contractor community, York Region formally endorsed and adopted CORTM into its construction tendering process as a demonstration of its commitment to health and safety.
In Ontario, the Infrastructure Health & Safety Association (IHSA) is the designated body overseeing and issuing CORTM certification through a structured audit process. For further details about CORTM including the certification process and fees, please contact the Centre for Health and Safety Innovation at 1-800-263-5024
Will York Region accept bids from contractors with alternate health and safety accreditation (such as out-of-province CORTM certification)?
Contractors with ISO 45001 certification or out-of-province CORTM may apply to IHSA for CORTM Equivalency. York Region will accept bids from contractors who have obtained a Letter of CORTM Equivalency issued by the IHSA or a valid Letter of Reciprocity (indicating that they are in the process of obtaining CORTM Equivalency) issued by the IHSA.
Any Bids received from Bidders who are not CORTM certified, who have not obtained CORTM Equivalency or who have not submitted a valid Letter of Reciprocity shall be rejected from further consideration.
What Regional tenders require CORTM Certification?
CORTM certification is a bidding requirement for all publicly tendered York Region construction tenders issued on or after October 1, 2021. At this time, any construction tender with an estimated value exceeding $150,000.00 is publicly issued. The threshold for the issuance of public tenders may be subject to change in the future. Each specific tender’s Instructions to Bidders and Bid Form will indicate whether CORTM certification is a mandatory bidding requirement.
Any tender for work that constitutes an improvement under the Ontario Construction Act is considered a “construction tender.” Contracts for the supply of goods and services, including maintenance services (such as grass cutting and snow removal) and consulting services, are not generally considered construction tenders and are therefore typically excluded from the CORTM certification requirement.
Are subcontractors working on Regional construction projects required to have CORTM certification?
At this time, the CORTM certification requirement only applies to general contractors bidding on construction tenders. Subcontractors who have direct contracts with general contractors working on Regional construction projects are not required to be CORTM certified.
Construction Act Update - Information
The new prompt payment and adjudication provisions of the Construction Act, R.S.O. 1990, c. C.30 (the “Act”) came into effect on October 1, 2019.
FREQUENTLY ASKED QUESTIONS
Construction Act Update - What does this mean for you and how will you be affected?
York Region has developed a new, standardized process for the submission of proper invoices, which will facilitate prompt payment in accordance with the Act. As required by the Act, the Region will make payment upon your submission of proper invoices.
York Region cannot provide legal advice to external parties. Should you have any questions regarding how the new provisions of the Act may affect you, please contact your legal counsel.
Construction Act Update - What is a "proper invoice"?
Generally, a proper invoice is a written bill or other request for payment for services which contains both the information prescribed in the Act and the information specified in your contract. Please refer to the Act for a complete definition of the term ‘proper invoice.’
To assist you, York Region has developed a proper invoice template which will be attached to your contract as a schedule. You are strongly encouraged to use this template in order to ensure compliance with the Act and the Region’s proper invoice requirements.
Construction Act Update - How do I submit my proper invoice?
You will submit your proper invoices to York Region by uploading them via a secure website. The address of the website and log-in instructions will be provided to you at the start of the contract.
Construction Act Update - When and how often can I submit a proper invoice
Your contract will set out particulars regarding when and how often proper invoices can be submitted to York Region.
Construction Act Update - Are there any other resources available?
During the initial implementation of the prompt payment regime, general procedural questions will be addressed at the bidders’ meeting for your contract.
After the contract has been awarded, you are encouraged to discuss procedural questions with the Regional project manager or contract administrator that has been assigned to your contract.
Suspended Suppliers List
This list contains the names of all suspended suppliers and related corporate entities that are owned or controlled by a suspended supplier at the time of suspension, if applicable.
This list is maintained in accordance with the Procurement Bylaw 2021-103 and the Supplier Suspension Protocol.
The Regional Municipality of York consults this list before accepting bids and before the award, extension, or renewal of contracts.
As a Regional Supplier/Contractor, the information in this list can help ensure that you:
- Enter into contracts only with eligible subcontractors
- Hold eligible subcontractors to the same terms and conditions as those that appear in your own contracts
|Supplier Name||Description of Suspension||Start Date||End Date|
July 13, 2022
July 12, 2024
August 30, 2022
August 29, 2024
Neptune Security Services Inc.
July 10, 2023
July 9, 2028
Procurement Bylaw No. 2021-103
Glossary of Procurement Terms
Bid Debriefing Protocol
Bid Dispute Protocol
Non-Standard Procurements Protocol
Procurement Review Committee Protocol
Schedule 1 - Exclusions Protocol
Supplier Suspension Protocol
Terms and Conditions for Purchase Orders
Terms and Conditions for YTN Telecom Network Inc. Purchase Orders