Information for Suppliers

Occupational Health and Safety Management System (OHSMS) Certification refers to formal recognition by an independent third-party organization that a contractor has successfully implemented an accredited occupational health and safety management system. 
In October 2016, York Region set a new standard in its commitment to health and safety by officially incorporating OHSMS Certification into the Regional construction tendering process. This decision, made after a successful pilot project and extensive consultations with the construction contractor community, underscores York Region's dedication to maintaining rigorous safety standards.

As of August 1, 2025, the Region will accept any of the following as valid OHSMS Certification:

1. Certificate of Recognition (COR®) issued by the Infrastructure Health and Safety Association (IHSA)
2. Letter of COR® equivalency issued by the IHSA
3. Letter of Reciprocity issued by the IHSA
4. ISO 45001 certificate issued by a certification body that is accredited by an accreditation body recognized by the IAF

OHSMS Certification is a mandatory submittal requirement for all publicly tendered Regional construction projects (and any preceding RFPQs) that are issued on or after August 1, 2025. At this time, any construction project with an estimated value exceeding $133,800.00 is publicly tendered. The threshold for the public issuance of Regional construction tenders may be subject to change in the future.

The bid documents issued for each construction tender will specify whether OHSMS Certification is a bid requirement.

At this time, the OHSMS Certification requirement only applies to general contractors bidding on publicly tendered construction projects. Subcontractors who have direct contracts with general contractors working on Regional construction projects are not required to have or maintain OHSMS Certification.

Bidders will be required to confirm and submit proof that it has obtained OHSMS Certification at the time of bidding. Bidders must review and comply with the submission requirements contained in the bid documents issued for each tender.

Bidders must submit one of the following documents as proof of OHSMS Certification:

1. Certificate of Recognition (COR®) issued by the IHSA
2. Letter of COR® equivalency issued by the IHSA
3. Letter of Reciprocity issued by the IHSA
4. ISO 45001 certificate issued by a certification body that is accredited by an accreditation body recognized by the IAF

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.

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.

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.

Your contract will set out particulars regarding when and how often proper invoices can be submitted to York Region.

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.