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

Contract CPS19-32, RFP for the Supply, Delivery and Maintenance of Fleet and Transit Tires


Closing Date: May 3, 2019
Closing Time: 1:30pm
(Eastern Standard Time)

Notice of Procurement – Contract CPS19-32

Description of the Procurement:

Contract CPS19-32, RFP for the Supply, Delivery and Maintenance of Fleet and Transit Tires

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 $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 provide the supply, delivery and maintenance of fleet tires in accordance with the terms and conditions set out in the Contract pursuant to this Bid Solicitation. The main depot for Fleet Services is located at 1160 Lorne St., however there are numerous sites situated in five (5) geographical areas within the City of Greater Sudbury. The successful Bidder shall be responsible for the complete day-to-day operation of the Site in a manner acceptable to the City.

The estimated annual expenditure on tires and other related services is approximately $325,000.00. The City makes no guarantee as to the total volume of purchased tires and related services, or exclusivity of these services.

Brief Description of Conditions for Participation: 

Bidders shall meet the following mandatory requirements:

  1. Ensure the Addendum Acknowledgement Form has been completed if any addendums have been issued. Failure to complete this section when addendums have been issued may render your Proposal as non-compliant, Schedule 3 of the attached Tender document.
  1. The Proponent should clearly address in their proposal all required information per Schedule 2 (Scope of Work and Specifications) and Schedule 3 (Forms) of the RFP.
  1. Proponents are requested to attend an optional information meeting at 11:00am on Monday, April 15, 2019 in the main boardroom at the Transit and Fleet Facility, located at 1160 Lorne St, Sudbury, ON.

Bidders 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) Thursday, May 2, 2019. 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, Adam Cole, 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 12:00pm (our time) on Wednesday, April 24, 2019 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 upon award, until March 1, 2020, 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 year of the contract (until January 1, 2020).

Year 1 Date of Award to May 1, 2020

Year 2 May 2, 2020 to May 1, 2021

Year 3 May 2, 2021 to May 1, 2022

Options:

The option year(s) will be from:

Option Year 1 May 2, 2022 to May 1, 2023

Option Year 2 May 2, 2023 to May 1, 2024

Extensions will be at the City’s sole discretion and, at the same terms and conditions, subject to negotiations of fees not to exceed the Consumer Price Index (CPI), all items (Ontario) for the previous twelve (12) months. This will be confirmed thirty (30) days prior to the end of the third contract year. Price changes due to National Account pricing shall be acceptable with notification from the Vendor and approval of the Site Authority.

Procurement Method:

Request for Proposal.

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