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: July 6, 2018
Closing Time: 1:30 p.m.
(Eastern Standard Time)

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Notice of Procurement – Contract CPS18-154

Description of the Procurement: 
Contract CPS18-154, Request for Proposal for Janitorial Services at Various Locations

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).

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 $75.00 (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/.

Goods or Services to be Procured: 
The successful Proponent(s) will be required to provide quality janitorial services for various facilities within the City of Greater Sudbury in accordance with the terms and conditions set out in the Contract pursuant to this Bid Solicitation.  The successful Proponent(s) shall be responsible for the supply and delivery of all labour, materials, supplies and equipment necessary to perform the janitorial cleaning services. 

Brief Description of Conditions for Participation: 
Bidders shall meet the following mandatory requirements:
(a) Proponents must attend the Mandatory Information Meeting on Friday June 22nd, 2018 to be held at 9:00 a.m at the Transit and Fleet Service Facility, 1160 Lorne St. Sudbury.

(b) Immediately following the Mandatory Information Meeting, Proponents will be provided a Site Familiarization Tour to all Facilities. Proponents must attend the Site Tour for any facility they wish to bid on.  If a Proponent does not wish to bid on a particular section of the RFP, they will not be required to attend the Site tour for that area.

(c) Security Clearance for those attending site tours for Part A:
Proponents must be granted Security Clearance prior to attending the Mandatory Site tour for Part A. Please complete the Personal Information Release – Security Clearance for Service Provider Form (located in ‘Schedule 1’) as soon as possible. You will be required to also provide a copy of their photo ID with your completed form. Forms must be submitted NO LATER THAN 12:00 p.m., Friday June 15th, 2018. Completed forms must be emailed to the following two (2) email addresses:

irene.mccormick@gsps.ca and  Dave.barrett@greatersudbury.ca

(d) Proponents may submit a bid to supply janitorial service for any one or all of the Building Sections as identified under Parts A through H. For each Part a proponent bids on, a separate submission “must” be made which includes a separate bid deposit, submitted in the amount indicated on the Proposal Bid Form for the corresponding location.

Building Section Part A
• Tom Davies Square, 200 Brady Street, Sudbury
• 190 Brady Street Sudbury
• Police Storefronts (Various Locations)
• 199 Larch Street, Sudbury
Building Section Part B
• Sudbury Transit Centre, 9 Elm Street, Sudbury
• Transit and Fleet Service Facility - 1160 Lorne St.
Building Section Part C
• City of Greater Sudbury Public Library, Main Branch, 74 MacKenzie Street, Sudbury
• City of Greater Sudbury Public Library, New Sudbury Branch, 1346 Lasalle Blvd., Sudbury
• City of Greater Sudbury Public Library, South Branch, 1991 Regent Street, S., Sudbury
Building Section Part D
• 1805 Frobisher Street, Sudbury
Building Section Part E
• Onaping Medical Centre, 2 First Avenue North, Levack
Building Section Part F
• YMCA (Parkside Centre), 140 Durham St., Sudbury
Building Section Part G
• Civic Memorial Cemetery, 365 Second Avenue North, Sudbury
Building Section Part H
• Greater Sudbury Pound, 39 Kari Road, Wahnapitae

The City reserves the right to add or delete facilities to this contract as the need requires.

Proponents must fully review the RFP 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:
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 1:30pm (our time) on Friday July 6th, 2018.  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 2:30pm 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, Dave Barrett, Purchasing Coordinator.  Verbal communications are not binding on the City.

Proponents 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. 

Proponents must review the Request for Proposal 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) on Thursday June 28th, 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 this contract is for a three (3) year term, commencing August 1st, 2018 to July 31st, 2021 at a pre-determined rate, with an option to extend at the City’s sole discretion upon the same terms and conditions, for an additional two (2), one (1) year terms.

Options:
The City reserves the right 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 supplier being in good standing, supplier performance and negotiations of rates not to exceed the CPI, all items (Ontario) for the previous 12 months(June). 
Option Years
Year 4 – August 1st, 2021 to July 31st, 2022
Year 5 – August 1st, 2022 to July 31st, 2023

Procurement Method:
Request for 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.

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

 

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