Procurement opportunities posted after March 29, 2019 can be found through bids&tenders, a convenient, electronic tendering platform that will allow you to review tenders and submit bids and proposals online.
To register on bids&tenders, click here.
Vendor's Demonstration Sessions
Vendors requiring information and/or assistance with bids&tenders or would like to book a demonstration may contact Stephanie Rocca, Purchasing Agent at (705) 674-4455, Ext. 2130. A vendor demonstration video is available for viewing at:
The City of Greater Sudbury, along with other public sector organizations (currently: Cambrian College, Collège Boréal, Laurentian University, Rainbow District School Board, Conseil scolaire catholique du Nouvel-Ontario, Sudbury Catholic District School Board, Counseil scolaire public du Grand Nord de l’Ontario, Greater Sudbury Utilities, Health Sciences North, and Science North) are members of the Sudbury Regional Buying Group. Member Agencies realize savings by combining individual requirements and seeking bids for larger volumes of goods and services. If the City of Greater Sudbury participates in these procurement opportunities, they will be posted on bids&tenders.ca.
Notice of Participation in Buying Groups
This posting is a public notification that for the year (2021), the City of Greater Sudbury, including Pioneer Manor, Greater Sudbury Fire Services, Greater Sudbury Paramedic Services, the Greater Sudbury Police Services Board, Greater Sudbury Public Library Board, City of Greater Sudbury Community Development Corporation, Greater Sudbury Housing Corporation and Sudbury Airport Community Development Corporation, intends to participate in one or more procurements conducted by the following buying groups:
- MGS – Ministry of Government and Consumer Services: www.doingbusiness.mgs.gov.on.ca
- OECM – Ontario Education Collaborative Marketplace: www.oecm.ca
- Metrolinx: www.metrolinx.com/en/projectsandprograms/tpi/tpi.aspx
- Local Authority Services (LAS): www.las.on.ca
- Police Cooperative Purchasing Group (PCPG): www.oacp.on.ca/careers-policing-links/police-cooperative-purchasing-group-pcpg
- Mohawk Medbuy www.mohawkmedbuy.ca
Tenders posted on the City’s site prior to the move to bids&tenders will continue to be submitted through the current process.
Have questions about the current process? Read more about the process on our bidder's information page.
and Request for Proposals
(Cancelled Please See Notice No.2) Contract CPS18-7, RFP for the Supply, Delivery and Service of Shop Consumables and a Dispensing Machine Solution
To download the complete Tender, click on the Download Tender button above.
Closing Date: January 15, 2019
Closing Time: 1:30 PM
(Eastern Standard Time)
Notice of Procurement
Description of the Procurement:
Contract CPS18-7, RFP for the Supply, Delivery and Service of Shop Consumables and a Dispensing Machine Solution
Procuring Entity Contact Information:
The City of Greater Sudbury, c/o Purchasing Section, 2nd Floor, Tom Davies Square, 200 Brady Street, Sudbury, ON P3E 3L9 (address of the “City’s Purchasing Section” referenced in this Notice).
Tender documentation may be downloaded free of charge
from the City of Greater Sudbury’s (the “City”) website at www.greatersudbury.ca/tenders/
or may be picked up at the City’s Purchasing Section for a non-refundable fee of $10.00 (plus HST)
. The City shall not be responsible for any notices and/or related Tender documentation not accessed directly from the City.
Goods or Services to be Procured:
The successful Bidder will provide the supply, delivery and service of shop consumables and a vending machine solution in accordance with the terms and conditions set out in the Contract pursuant to this Bid Solicitation. For estimated quantities, please refer to the Tender documentation.
Brief Description of Conditions for Participation:
Proponents shall meet the following mandatory requirements:
Proponents should clearly address in their proposal all required information per Schedule 2 and 3 of the RFP.
Proponents are requested to attend an optional information meeting at the Transit and Fleet Facility which is located at 1160 Lorne St in Sudbury at 10:30am (our time) on Tuesday, December 11, 2018. A walk through of the facility will be offered at this time. This is the only time that will be made available to Proponents for measuring if required. Please refer to Schedule 2, item #6 for details.
Proponents must fully review the Tender documentation for the full description of all mandatory requirements for this procurement. Failure to meet the mandatory requirements shall result in automatic rejection from the Bid Solicitation
Bid Submission Address and Closing Date:
Proposals shall be submitted to the Purchasing Section, 2nd Floor, Tom Davies Square, 200 Brady Street, Sudbury no later than 1:30pm (our time) on Tuesday, January 15, 2019. Proposals should be submitted in a sealed envelope or package using the completed address label sheet provided. The Proposals will be opened at a tender opening meeting which may be attended by the Proponents. Results will be posted to the City’s tender Web Page at:
Opening of Bid Submissions:
Bids will be opened at the City’s Tender opening meeting on the closing date provided above at 2:30pm on the 1st Floor in Committee Room C-13A at Tom Davies Square, 200 Brady Street, Sudbury. Results will be posted to the City’s Tender web page http://www.greatersudbury.ca/business/tenders-purchasing/tenders/
within three (3) business days of the Tender opening.
Communications with the City:
All communications with the City for this Bid Solicitation shall be in writing through the official point of contact, Adam Cole, Purchasing Coordinator. Verbal communications are not binding on the City.
Bidders shall not contact any other persons including Members of Council, City employees or consultants retained by the City for this Bid Solicitation, which may result in disqualification from bidding on the current and any future Bid
Bidders must review the Tender documentation and promptly report to the City and request clarification of any discrepancy, deficiency, ambiguity, error, inconsistency or omission contained in the tender documentation. To facilitate comprehensive responses, Proponents are encouraged to email their questions or clarification requests as soon as possible and no later than 12:00pm (our time) on Tuesday, December 18, 2018
or by fax to (705) 671-8118. Nothing herein shall obligate the City to respond to any question or clarification request.
Notice of Subjection to Agreement(s):
This procurement is subject to Chapter 5 of the Canadian Free Trade Agreement (CFTA).
Timeline for Delivery of Goods or Services / Duration of the Contract:
The term of the Contract to be entered into pursuant to this Bid Solicitation shall be for two (2) years, commencing upon award, until December 31, 2020, with an option to extend, at the sole discretion of the CGS, for two (2) additional one (1) year terms. Pricing must be firm for the duration of the first year of the contract (until December 31, 2019). Year 2 pricing is subject to negotiations of fees and unit prices not to exceed the Consumer Price Index (CPI), all items (Ontario) for the previous twelve (12) months (December to December). This will be confirmed thirty (30) days prior to the end of the third contract year.
Year 1 Date of Award to December 31, 2019
Year 2 January 1, 2020 to December 31, 2020
Option 1 January 1, 2021 to December 31, 2021
Option 2 January 1, 2022 to December 31, 2022
Extensions will be at the City’s sole discretion and, at the same terms and conditions, subject to negotiations of fees and unit prices not to exceed the Consumer Price Index (CPI), all items (Ontario) for the previous twelve (12) months (December to December). This will be confirmed thirty (30) days prior to the end of the third contract year.
The vending machine equipment shall be installed and operational no later than eight (8) weeks upon award.
Time will be of the essence with respect to the provision of the Good and Services described herein.
Request for Proposal.
The City’s selection of Supplier(s) for this Bid Solicitation will be based on an evaluation against set criteria rather than price alone.
Negotiations may occur where Bids received in response to a Bid Solicitation exceed the Council Approved Budget or if the Lowest Compliant Bids from two or more Bidders are identical in Total Acquisition Cost or unit price.
The procurement will not involve electronic auction.
Submissions are required to be submitted in English only.
All Tenders and Request for Proposals are to be dropped off at the
Purchasing Section at Tom Davies Square, 2nd Floor
For more general information, contact the department at:
705-674-4455 Extension 2497 or 2501 or