Using the Wrenford Supplier Portal
Once your bid is awarded, all contract management moves to the Wrenford Supplier Portal. You will use this portal to submit invoices, update your business details, and upload required certificates like liability insurance or WSIB clearance. You must keep your portal account active and accurate throughout the life of the contract. All contract documents, change orders, and official notices will be posted here.
The portal also includes the Social Procurement Questionnaire. You will need to complete this form to confirm your commitment to buying local and supporting sustainable practices. For more details, see Social procurement requirements.
Performance and Reporting
During the contract, the City expects you to meet all timelines, quality standards, and safety rules. For ongoing service contracts, field supervisors may complete daily or weekly performance assessments. These assessments help the City track reliability, responsiveness, and work quality. You are responsible for reporting any delays, site hazards, or material shortages to your City contact as soon as they arise.
Invoices submitted through the portal are processed on a Net 30 days payment term. You will receive payment once the invoice is approved and all required documentation is on file. The City complies with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), so please avoid including personal information in your invoices.
Performance Management
The City evaluates supplier performance regularly. Key metrics include on-time delivery, workmanship, communication, and adherence to the Supplier code of conduct. The City will share performance scorecards with suppliers on major contracts. Consistent underperformance may lead to a formal warning or contract termination. All contracts must also meet Accessibility for Ontarians with Disabilities Act (AODA) standards where applicable.
Appeals and Disputes
If you disagree with a performance rating or a contract decision, you have the right to request a review. Please follow these steps:
- First appeal: Send a written request to the Contracts Manager at [email protected] within 10 business days of the rating or notice. The Contracts Manager will review the rationale and provide a written outcome.
- Final appeal: If the first review does not resolve your concerns, you may escalate the matter to the GM Corporate Services for an independent review. This ensures your treatment is consistent with how the City handles all suppliers.
The City values fair and transparent dealings. We ask that appeals focus on significant issues backed by evidence. Repeated or unfounded complaints may result in an administrative fee to cover the time spent reviewing the case.
Need Help?
How-to guides and step-by-step instructions are available inside the portal. If you need further assistance, contact the Purchasing Department by email at [email protected] or call 519-555-0100 and ask for Purchasing.