Sustainability is a key consideration as Procurement Services carries out acquisitions for the landmark project
It’s fitting that Procurement Services has made sustainability a guiding principle as it carries out acquisitions for the New Vic Project, which will bring together scientists doing research on an array of sustainability topics and experts on the shaping and implementation of public policy.
"Sustainable procurement is about integrating responsible sourcing into every step," said Uga Barone, Senior Advisor for Procurement Services on the New Vic Project. Procurement Services has worked collaboratively to ensure tenders align with McGill’s sustainable procurement objectives (such as encouraging suppliers to adopt environmentally responsible practices), over and above the use of certifications such as LEED Gold and WELL. Additionally, Procurement Services has played an essential role in ensuring that sustainability remained a critical evaluation criterion when Selection Committees (stakeholders convening to evaluate and select suppliers) are necessary to award a contract, in keeping with McGill’s institutional commitment to sustainability.
More broadly, Procurement Services has ensured that procurement activities align with the University’s Sustainable Procurement Policy core principles of integrity and responsibility.
"Our role is to bridge procurement expertise with project execution, ensuring that the procurement process leans on strategic foresight and adds value while upholding fairness" Barone explained.
Overcoming procurement challenges with proactive strategies
Large-scale construction projects always have their share of complexities, and the New Vic Project is no exception. One of the most significant challenges faced by Procurement Services was receiving bids whose prices exceeded the project’s approved budget estimate, along with a few instances of insufficient bidder participation.
The solution was a formal pre-tender engagement strategy, allowing for meaningful conversations with potential bidders before the official call for tenders was issued.
"Early engagement helps us understand market conditions and bidder capabilities before moving to the formal tender phase," Barone noted. "By identifying potential risks and opportunities upfront, we ensure that the final tender process is based on realistic and clearer expectations at both ends (bidders and McGill), which results in more accurate bids."
These early discussions have proven invaluable, providing insights into market trends, pricing concerns and potential efficiencies. By refining specifications, drawings, schedules, and risk allocation based on this feedback, Procurement Services has been able to stimulate competition and secure bids that align more closely with the project’s financial and operational realities.
A project of this magnitude also requires seamless co-ordination among various departments and stakeholders across the university. To do its part in this area, Procurement Services has worked closely with Legal Services to ensure contracts are clear and compliant, with Facilities Management and Ancillary Services (FMAS) to include contract requirements that support both project execution and long-term operational needs, and with IT Services to integrate technological requirements into contracts efficiently.
By embedding sustainability within contracts, engaging with bidders early, and ensuring a fair and transparent selection process, Procurement Services has contributed to a model that supports the university’s long-term sustainability goals.
A model for future University acquisitions
Experience with the New Vic Project has underscored the importance of strategic procurement in large, complex initiatives. Careful procurement risk management, early engagement with suppliers and close collaboration across university departments have helped Procurement Services address challenges better, meet compliance requirements and advance cost efficiencies.
Reflecting on the experience so far, Barone highlights the importance of relationships in the procurement process.
"Building strong, open connections is essential. Whether it’s with internal stakeholders or external suppliers, trust and collaboration pave the way for a successful project. With these in place, the best is yet to come on this Project." she said.
The New Vic Project is transforming part of the former site of the Royal Victoria Hospital. Its current construction phase will continue until late 2028 and move-in is expected in 2029.