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.

---

Closing Date: December 19, 2018
Closing Time: 1:30pm
(Eastern Standard Time)

---

Notice of Procurement  – Contract CPS18-128

Description of the Procurement: 

Contract CPS18-128, Request for Proposal for Benefits Consultant 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).

Documentation:

Proposal 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/.

Goods or Services to be Procured:

The successful Bidder will be required to provide employee Group Benefits Consulting Services.

 in accordance with the terms and conditions set out in the Contract pursuant to this Bid Solicitation

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

1. Privacy Policy – Proponents must have a Privacy Policy in place designed to address the principals articulated in the Canadian Standards Association Privacy Standards.  The security structure must be designed to protect personal information under its control from theft, loss, accidental release or other unauthorized access, use or destruction.  Administrative, technical and physical safeguards must be designed to ensure the security and confidentiality of personal information and that reasonable steps are taken to protect these records.
2. Ability to provide services both on-site and remotely.

Only Proponents who meet the Mandatory Qualifications 1 to 2 above are entitled to receive the City of Greater Sudbury confidential information, contained in all Appendices.

To obtain a copy of these Appendices please provide confirmation that you meet the Mandatory Qualifications as detailed above, and confirm the following:

• the information will remain confidential;
• the information will not be shared with any other entity or individual other than those working on this RFP, on your behalf;
• the information will be destroyed (deleted) after it is used for your purposes of submitting a Request for Proposal, and not stored by any means.

Your request must be received in writing at tenders@greatersudbury.ca.

A Non-Disclosure Agreement (NDA) of Confidentiality will require signing by the Proponent’s signing authority prior to being sent all of the confidential Appendices.  The City of Greater Sudbury reserves the right to deny access to this information.

Bidders must fully review the Proposal 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 Wednesday, December 12, 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, Tracy Gunn, 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 noon on Friday November 30, 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 January 1, 2019 to December 31, 2023.

The term of the Contract to be entered into pursuant to this Bid Solicitation will be for five (5) years, as follows:

Year 1 – January 1, 2019 to December 31, 2019

Year 2 – January 1, 2020 to December 31, 2020
Year 3 – January 1, 2021 to December 31, 2021

Year 4 – January 1, 2022 to December 31, 2022
Year 5 – January 1, 2023 to December 31, 2023

Procurement Method:

Request for Proposal. 

The City’s selection of a Proponent 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.

---