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: April 10, 2018
Closing Time: 4:30 p.m.
(Eastern Standard Time)

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Notice of Pre-qualification – RFSQ 18-90

 

Description of the Procurement:      

Request for Supplier Qualification (RFSQ) 18-90 for the supply of all labour, material, equipment and supervision necessary for Traffic Signal Maintenance and Related Devices to be provided for the Traffic and Asset Management Services.

Procuring Entity Contact Information:

The City of Greater Sudbury, c/o Purchasing Section, 2^nd Floor, Tom Davies Square, 200 Brady Street, Sudbury, ON  P3E 3L9 (address of the “City’s Purchasing Section” referenced in this Notice).

Information Meeting

Bidders are requested to attend an optional Information Meeting, on Monday March 26th, at 1:30pm in the Boardroom at 1800 Frobisher.

Documentation:

Pre-qualification and 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 pre-qualification or 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/.

Goods or Services to be Procured: 

The successful Bidder will provide traffic signal maintenance for the Traffic and Transportation Services division in accordance with the terms and conditions set out in the Contract pursuant to this Bid Solicitation.  The successful Bidder shall be responsible for the supply of all labour, material, equipment and supervision necessary to complete the day-to-day maintenance of the program. For estimated quantities, please refer to the draft Tender documentation included in the pre-qualification documentation.

Pre-qualification Submission Address and Closing Date:    

Pre-qualification submissions shall be submitted via email to tenders@greatersudbury.ca or by fax to (705) 671-8118 or delivered in person or by courier using the address label-sheet provided by the City to the City’s Purchasing Section no later than by end of business day (4:30pm) on Tuesday April 10^th, 2018.  It is the sole responsibility of the interested supplier to ensure that its submission was received by City’s Purchasing Section.  Submissions received late will be automatically rejected.

Communications with the City:

All communications with the City for this pre-qualification shall be in writing through the official point of contact, Dave Barrett, Purchasing Coordinator.  Verbal communications are not binding on the City.

Interested suppliers shall not contact any other persons including Members of Council, City employees or consultants retained by the City for this pre-qualification, which may result in disqualification from bidding on the eventual Bid Solicitation and any future Bid Solicitations. 

Interested suppliers must review the pre-qualification documentation and promptly report to the City and request clarification of any discrepancy, deficiency, ambiguity, error, inconsistency or omission contained in the pre-qualification documentation. To facilitate comprehensive responses, interested suppliers are encouraged to email their questions or clarification requests as soon as possible and no later than 12:00p.m. on Thursday March 29^th, 2018. 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.

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 the Contract to be entered into pursuant to this Bid Solicitation shall be for three (3) years, commencing June 1^st, 2018, 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 first (1) year of the contract.

For the Second and Third year of the contact, a pricing adjustment (increase or decrease), if any, is not to exceed the CPI, all items (Ontario) for the previous 12 months.

Time will be of the essence with respect to the provision of the Goods or Services described herein.

Options:

Contract Extensions

The City reserves the right, in its sole discretion to extend this contract for an additional two (2), one year terms, (which may be exercised individually or collectively by the City) at the same terms and conditions, subject to the Contractor being in good standing, supplier performance and negotiations of fees not to exceed the increase or decrease of the “CPI, All Items (Ontario) for the previous 12 months

Year 4 Extension period – June 1, 2021 to May 31, 2022

Year 5 Extension period – June 1, 2022 to May 31, 2023

Criteria and Limitations:

Line	Prequalification Criteria	Line Scoring Criteria
1.	Submission of key requirements (e.g. Prequalification statement;  Letter from Bank and Letter from Insurance company)	PASS/FAIL
2.	WSIB in Good Standing	PASS/FAIL
3.	Minimum Mandatory Requirements - Form “A”	PASS/FAIL
4.	References from Completed and Current Municipal Contracts – Forms “B” & “C”	PASS/FAIL
5.	Minimum Personnel – Form “D”	PASS/FAIL
6	Minimum Equipment – Form “E”	PASS/FAIL
7.	Health and Safety Policy and Program (Manual) Acknowledgement of Health & Safety requirements	PASS/FAIL

In order to prequalify, you must pass all mandatory requirements noted as “pass or fail” (Items 1, to 7) in order to be considered for the next stage of the process, which will be the Tender process.

Procurement Method:

Request for Supplier Qualification followed by a Request for Tender.

The City’s selection of pre-qualified Supplier(s) for this Bid Solicitation will be based on the Lowest Compliant Bid.

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.

Language:

Submissions are required to be submitted in English only.

 

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