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.


Tenders and Request for Proposals

Request for Supplier Qualification (RFSQ) 18-144, for Sample Collection, Analysis and Reporting and Site/Equipment Inspection of various Environmental Facilities within the City of Greater Sudbury.


Closing Date: July 24, 2018
Closing Time: 4:30 p.m.
(Eastern Standard Time)

Notice of Pre-qualification – RFSQ 18-144

Description of Procurement:

Request for Supplier Qualification (RFSQ) for Sample Collection, Analysis and Reporting and Site/Equipment Inspection of various Environmental Facilities within the City of Greater Sudbury.

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).

Information Meeting

Once a firm has been prequalified, they will receive the official document for bidding.

Bidders will be requested to attend an optional Information Meeting. The time, date and place of the Optional meeting will be included in the official tender document.

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/Services to be procured:

The successful contractor shall collect samples, analyze data and submit reports for various Environmental Facilities within the City of Greater Sudbury. The Contractor shall inspect and review various site equipment and operations in accordance with the Contract, in a manner acceptable to the City, and in compliance with applicable by-laws, regulations and legislations.

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 July 24th, 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 July 12th, 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 from June 3, 2019 to June 1, 2020. Year two of the Contract will be from June 2, 2020 to May 30, 2021, and Year 3 will be from May 31, 2021 to June 5, 2022.  The pricing will be fixed and firm for the initial three (3) year terms of the contract

Year 1 – June 3, 2019 to June 1, 2020

Year 2 – June 2, 2020 to May 30, 2021

Year 3 – May 31, 2021 to June 5, 2022

Options

The option to extend the contract for an additional two (2) one (1) year periods will be at the City’s sole discretion, subject to satisfactory performance and in accordance with CPI, All Items, Ontario based on the previous twelve (12) months with the base rate month (May).

The option years will be from:

Year 4 – Possible extension year – June 6, 2022 to June 4, 2023

Year 5 – Possible extension year – June 5, 2023 to June 3, 2024

Criteria and Limitations:

The prequalification process will include an assessment of references for performance in a number of areas including, but not limited to, previous work experience and assigned staff. Submissions will be evaluated and scored in accordance with Chart 1.

 

Line

Prequalification Criteria

Line Scoring Criteria

1.

Disqualification of Bidders - Read, Understood, Form Completed and Attached.

Pass/Fail

2.

Bidder Prequalification Statement - Read, Understood,  Form Completed and Attached

Pass/Fail

3.

Bank Capability Letter – Bidders must provide a letter from their current bank demonstrating their financial capability of successfully executing the contract for its entire term. The Bidders current bank must also provide confirmation that the Bidder has the capacity to issue a bid deposit in the amount specified in the document.

Pass/Fail

4.

Third Party Companies -  Read, Understood, Form Completed and Attached

Pass/Fail

5.

Letter(s) from CALA - Bidders are required to provide the name, qualifications and experience of any laboratory which will be involved in the analysis of the samples. Include a letter from the Canadian Association for Laboratory Accreditation (CALA) stating the laboratory is an accredited member in good standing and is certified to perform the tests for all parameters specified in the tender document.

Pass/Fail

6.

Health and Safety Policy and Plan - Bidders are required to submit their relevant health and safety plan. During the course of the contract, the successful bidder may be required to provide additional information and/or participate in various safety & training activities.

Pass/Fail

7.

WSIB - Provide  a  WSIB  Clearance  Certificate  issued  by  the  Workplace  Safety  and Insurance Board indicating that your account is in good standing or provide a “Worker Status Ruling” from the Workplace Safety and Insurance Board, as an independent operator and attach a copy of the letter from the Workplace Safety and Insurance Board indicating satisfactory WSIB standing.

Pass/Fail

8.

Letter from Insurance Company - Provide a letter from your Insurance Company stating that if you are successful, you will possess Comprehensive General Commercial Liability Insurance in the amount of not less than $5,000,000.00; a policy of motor vehicle liability insurance in the amount of not less than $2,000,000 and a policy of errors and omission professional liability in the amount of not less than $2,000,000 as detailed in the tender.

Pass/Fail

9.

Company Experience A – Company experience in sampling, monitoring and analyzing leachate, landfill gas, surface and groundwater, including preparing annual monitoring reports for landfill sites. 

20

10.

Company experience B – Company experience in leachate collection & treatment systems and stormwater management systems.

12

11.

Company experience C - Company experience in preparing closure and post closure liability reports, installing wells and preparing benthic & vegetation surveys.

12

12.

Company experience D - Company experience in engineering design and/or operational support for landfill sites. 

10

13.

Personnel - Qualification and Experience of Contract Administrator

15

14.

Personnel - Qualification and Experience of Reviewer

15

15.

Personnel - Qualification and Experience of Technical Staff

16

TOTAL

100

In order to prequalify, you must pass mandatory requirements noted as “pass or fail” (Items 1 to 8). You must also achieve a minimum total combined score of 80% or 80 points for the other criteria listed above (items 9 – 15) in order to be considered for the next stage of the process, which will be the Tender process.

b) Limitations on the number of suppliers that will be permitted to tender:

Only those bidders who prequalify will be provided with the official tender document for bidding purposes and only those persons prequalified by the City may submit a bid.

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.

 


For more general information, contact the department at:
705-674-4455 Extension 2464 or
email tenders@greatersudbury.ca