Procurement Opportunities and Contract Awards

Procurements Opportunities

The City of Greater Sudbury’s open procurement opportunities are exclusively posted on bids&tenders.

As per the City’s Purchasing By-Law, contracts with a total acquisition cost of $100,000 or greater (unless exempt in Schedule A of the Purchasing By-Law or approved as a single/sole source by City Council) must be conducted via open competition and in accordance with applicable trade agreements.

Viewing of current procurement opportunities is free of charge. To participate in a procurement opportunity, a one-time or annual subscription fee is applicable. For more information or to register, visit bids&tenders. Once registered, companies can select a commodity category to receive opportunities from over 160 organizations.

Sudbury Regional Buying Group

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 joint procurement opportunities, they will be posted on bids&tenders.ca. 

Notice of Participation in Buying Groups

This posting is a public notification that 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 cooperative procurements conducted by the following Buying Groups:

1. Government of Ontario   
2. OECM – Ontario Education Collaborative Marketplace
3. Metrolinx
4. Local Authority Services (LAS) - Canoe Procurement Group  (Inc. Sourcewell)
5. Police Cooperative Purchasing Group (PCPG) 
6. Mohawk Medbuy
7. Kinetic GPO
8. Locate Alliance Consortium 
    

Contract Award Results

Contract award results can be found through bids&tenders.

Tip: Alter drop-down option from "Open" to "All" or "Awarded" to find posted results.
Note: The posting of contract awards may take up to 72 days after contract execution.

Tenders and results posted on the City’s site prior to March 29, 2019, will continue to be available through the search portal below.

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Closing Date: December 21, 2017
Closing Time: 1:30 p.m.
(Eastern Standard Time)

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Notice of Procurement (Standing Offer) – Contract CDD17-113

Description of the Procurement:
Contract ISD17-113, Request for Standing Offer for the Supply and Delivery of Various Waste and Diversion Equipment.

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:
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. 

Unless otherwise stated herein, all capitalized terms in this Notice derive their meaning and usage from the City’s Purchasing By-law, which is available on the City’s website at https://www.greatersudbury.ca/city-hall/by-laws/.

Communications with the City:
All communications with the City for this Bid Solicitation shall be in writing through the official point of contact, Dave Barrett, 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 Solicitations. 

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, Bidders are encouraged to email their questions or clarification requests as soon as possible and no later than 12:00 p.m. (noon) Thursday December 7th, 2017 to tenders@greatersudbury.ca or by fax to (705) 671-8118.  Nothing in this notice obligates the City to respond to any question or clarification request.

Goods or Services to be Procured:
The successful Bidder(s) will supply and delivery various waste and diversion equipment in accordance with the terms and conditions set out in the awarded Contract.  The City’s historical spend on various waste and diversion equipment was in the range of $200,000 annually however the actual demand is not known at the onset, and delivery is to be made when a requirement arises. The City wishes to establish Standing Offers that define  source and price with one or more than one Supplier for Goods and/or Services under the set Terms and Conditions where no obligation to purchase any goods and/or services exists until the City places an order.

Bid Submission Address and Closing Date:
Bids shall be submitted in a sealed envelope or package using the completed address label sheet provided by the City to the City’s Purchasing Section no later than 1:30 p.m. (our time), Thursday December 21st, 2017.  It is the sole responsibility of the Bidder to ensure that its submission was received by City’s Purchasing Section.  Submissions received late will be automatically rejected.

Opening of Bid Submissions:
Bids will be opened at the City’s Tender opening meeting on the closing date provided above at 2:30 p.m. 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.

Brief Description of Conditions for Participation: 
Bidders shall meet the following mandatory requirements:

a) Bidders are not obligated to bid on every piece of Equipment listed in the specifications. However, for every specific piece of Equipment for which the Bidder provides a bid, the Bidder must fill in a bid for that piece of Equipment for both Bid Form “A” Without Tailgate Service and Bid Form “B” With Tailgate Service. Failure to provide a bid on both bid forms may result in disqualification of the bid for that specific piece of Equipment.

b) For each piece of Equipment that the Bidder provides a bid price, the Bidder must also provide the information requested in the Equipment Specification sheets that form part of the Scope of Work in this Tender document.

Bidders 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. 

Notice of Subjection to Agreement(s):
This procurement is subject to Chapter 5 of the Canadian Free Trade Agreement (CFTA) and
Chapter 19 of the Canada-European Union Comprehensive Economic and Trade Agreement (CETA).

Timeline for Delivery of Goods or Services / Duration of the Contract:
The term of this Contract is for two (2) years which begins upon award with an option to extend for three (3) additional one (1) year options with the same terms and conditions at the City’s sole discretion and subject to satisfactory performance.
Price to remain firm for the initial two (2) years Term.

Year 1  Date of Award to November 30, 2018
Year 2 December 1, 2018 to November 30, 2019
Option Year 1 December 1, 2019 to November 30, 2020
Option Year 2 December 1, 2020 to November 30, 2021
Option Year 3 December 1, 2021 to November 30, 2022

Option Years
Provided the Contractor is in good standing, the City reserves the right to extend this Contract for an additional three (3), one year terms, (which may be exercised individually or collectively by the City) at the same terms and conditions, subject to supplier performance and negotiations of fees not to exceed the increase or decrease based on the “CPI, all items (Ontario) for the previous 12 months (October)

Procurement Method:
Request for Standing Offer. 

The procurement will not involve electronic auction.

Language:
Submissions are required to be submitted in English only.
 

Participating Procurement Entities
Other Public Agencies or First Nations (Piggyback)

If at any time during the course of this Contract, any interested  Municipality or First Nation within Ontario may wish to acquire supplies or services at the same prices and under the same terms and conditions as the supplier(s) is providing under the agreement, Contract, or Standing Offer, and provided that the supplier(s) agrees to provide such supplies or services to Ontario Municipalities or First Nations then each such Municipality or First Nation may make individual arrangements with the supplier(s) (e.g. by issuing a purchase order) and the terms and conditions of the agreement, Contract, or Standing Offer shall apply as between the Municipality/First Nation and the Contractor(s). The Municipality/First Nation may negotiate price decrease/increase with the Successful Contractor(s) to adjust for freight on board delivery to a location other than Greater Sudbury.

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