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 24, 2018
Closing Time: 1:30 P.M.
(Eastern Standard Time)

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Notice of Procurement – Contract ISD18-158

Description of the Procurement: 

Contract ISD18-158, Request for Proposal for Bridge and Large Culvert Structural Inspections Various Locations City of Greater Sudbury

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).

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 $20 (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 Bidder will perform structural inspections on bridges and large culverts and provide preliminary cost estimates of the deficiencies. The Consultant will provide project management, engineering and revising/updating data base, public consultation, structural field inspections, and structural inspection reports 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:  

Bidders shall meet the following mandatory requirements:

1. The Proponent should clearly address in their proposal all required information per Schedule 2 (Scope of Work) of RFP.

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:

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 Tuesday July 17^th, 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.

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), Tuesday July 10^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).

Timeline for Delivery of Goods or Services / Duration of the Contract:

This contract, between the City and the successful Proponent, shall be for a period of one (1) calendar year beginning in 2018, with separate options for extension for the 2020 and 2022 calendar years.  Extension options shall be exercised at the sole discretion of the City, by notice in writing.  These options are subject to Council approved budgets and the City reserves the right to re-tender the work for these years.

Prior to exercising the option, the City will require an updated contract schedule, list of equipment to be used, and any proposed changes to the project team.  Following the acceptance of the contract schedule, list of equipment to be used, and any changes to the project team, the successful Proponent will be required to submit the proper insurance required prior to formal acceptance of the option by the City.

The acceptance of the 2020 option does not guarantee the acceptance of the 2022 option.  Currently, services are not required for 2019 or 2021.  Should services be required for 2019 and 2021, rates may be negotiated with the successful Proponent or tendered by the City, at the City’s discretion.

The evaluation of the proposal will be based on the fee submitted for 2018 as the work in 2020 and 2022 is not guaranteed. These options are subject to Council approved budgets and the City reserves the right to delete and re-tender the work for these years.

Procurement Method:

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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