Supply Chain Ontario Logo

Vendor of Record Program

Frequently Asked Questions (FAQ)




What is a VOR?

Vendor of Record (VOR) arrangement means a procurement arrangement, typically established through an RFP, that authorizes one or more qualified vendors to provide goods/services to one or more ministries for a defined period on terms and conditions, including pricing, as set out in the VOR agreement.

What are the different types of VORs?

The different types of VOR arrangements include enterprise-wide (for use by the entire government), multi-ministry (for use by any ministries involved in the establishment of the VOR arrangement) and single ministry (for use only by the establishing ministry).

What is the step-by-step process to becoming a Vendor of Record?

To become a vendor of record for a particular commodity you will need to respond to an Request for Proposal request from that ministry and be successful in that evaluation process. The evaluation process will vary from situation to situation as appropriate.

Typically requests for proposals to become a vendor of record are posted on JAGGAER to ensure that vendors are aware when these opportunities are available to them.

What happens when I become a Vendor of Record?

Once you become a vendor of record you are authorized to provide goods/services to one or more ministries (depending on the type of arrangement) as per the terms and conditions of the VOR arrangement.

For requirements below $25,000, users may choose to contract with you directly. For requirements above this threshold, users will be required to conduct a second stage selection process and invite a number of vendors of record to participate. The number of vendors invited is determined by the value of the requirements. The vendor of record that scores highest according to the criteria described in the second stage selection document will receive the assignment.

How do I market my company to the Ontario Government?

We suggest that you review ministry websites to gain an understanding of their mandates and programs. This will help you identify program areas that may have a need for your goods and services. You can then use the Ontario government directory, www.infogo.gov.on.ca, to identify key contacts in that area.

Please keep in mind that while government staff are happy to talk to you, they may have limited time in which to do so. Also if you are considering using electronic marketing methods, it is recommended that you investigate the restrictions that a ministry may have related to those methods before proceeding. This will prevent your time and money from being wasted if the ministry’s restrictions do not allow for such activity (e.g. firewalls).

What should I do if I am not a Vendor of Record?

Vendor of record arrangements are designed to authorize vendors to provide particular goods and/or services. It is possible that ministries may have requirements that may not be met by the vendor of record, thus allowing non-vendors of record to be considered for the assignment.

If the value of the requirement is above $25,000 for goods or $100,000 for services and construction, then the opportunity will be posted on JAGGAER. Therefore you should maintain an awareness of the new opportunities that are posted through JAGGAER.

If the value of the requirement is below those values, then the ministry may choose to invite vendors to a competition. In this instance, your company’s marketing efforts will be important as they will impact ministry staff’s awareness of your organization which may result in your being invited to the competition.

Can I still do business with the Ontario government if I am not a Vendor of Record?

If the government’s requirement can be met through a mandatory vendor of record (one that government personnel are required to use if applicable), then you will not be able to bid on those requirements. However, there are requirements that can not be met through vendor of record arrangements, and these competitions are open to all vendors so yes, you can still do some business with the Ontario government if you are not a vendor of record.

What should I do if I have a product that I want to sell to the Ontario Government? Who do I approach? How do I present my idea for consideration?

We suggest that you review ministry websites to gain an understanding of their mandates and programs. This will help you identify program areas that may have a need for your goods and services. You can then use the Ontario government directory, www.infogo.gov.on.ca, to identify key contacts in that area.

Please keep in mind that while government staff are happy to talk to you, they may have limited time in which to do so. Also if you are considering using electronic marketing methods, it is recommended that you investigate the restrictions that a ministry may have related to those methods before proceeding. This will prevent your time and money from being wasted if the ministry’s restrictions do not allow for such activity (e.g. firewalls).

Can I register my company to your vendor database registry?

The Ontario government does not maintain a central vendor registry database. You may be confusing this with a vendor of record list. (refer to FAQ on vendor of records)

What is JAGGAER?

JAGGAER is the electronic tendering system used by the province of Ontario to make its procurement opportunities available to vendor community. More information about the service can be found by going to ontario.ca/tenders.

I went to another website that offered a listing of vendors of record for the province of Ontario. Can I use this list to determine who are vendors of record?

If vendors require information about an Ontario government vendor of record arrangement, it is recommended that they go to http://www.doingbusiness.gov.on.ca/ or to request the information through doingbusiness@ontario.ca. This will ensure that the information the vendor receives is accurate. Obtaining information from other sources presents vendors with the risk that the information provided by that source may not be accurate.