Skip to content

Requests for Proposal

 

Request for Proposal (RFP) – Security Alarm System Design, Supply, Installation and Maintenance

 

Issue Date:    Wednesday, September 16, 2026

Proposal Submission Deadline:     Friday, October 16, 2026

Contact:

Sharleen Sissons

Operations and Administrative Support Manager

Greater Sudbury Chamber of Commerce

40 Elm Street, Suite 100, Sudbury, ON, P3C 1S8

Phone: 705-673-7133 ext. 219

Email: sharleen@sudburychamber.ca

Website: www.sudburychamber.ca

 

  1. Introduction / Company Overview

The Greater Sudbury Chamber of Commerce is a non-profit organization with eight employees. We are seeking qualified vendors to provide a comprehensive alarm system solution for our facility located at 100-40 Elm St., Sudbury, Ontario. The selected vendor will be responsible for the design, supply, installation, commissioning, training, and ongoing maintenance of the alarm system.

 

  1. Project / Service Objectives
  • Enhance facility security and protection.
  • Detect unauthorized entry and intrusion.
  • Provide real-time alarm monitoring and notification.
  • Integrate with existing security systems where applicable.
  • Meet all applicable local codes and industry standards.
  • Cameras installation at front door and back door.
  • Allow for future expansion.

 

  1. Scope of Services

The successful vendor will provide:

  • System Design
    • Site assessment and risk evaluation.
    • Detailed system design and drawings.
    • Equipment specifications.
  • Equipment Supply
    • Control panels.
    • Motion detectors.
    • Door/window contacts.
    • Glass-break sensors.
    • Panic/duress buttons.
    • Sirens and strobe lights.
    • Flood and water leak detectors
    • Carbon monoxide detectors
    • Communication modules
    • Monitoring software and licences.
    • Outdoor answering station
  • Installation
    • Complete installation and wiring.
    • Configuration and programming.
    • Integration with existing systems (if applicable).
  • Testing and Commissioning
    • System testing.
    • Acceptance testing.
    • Documentation of all test results.
  • Training
    • End-user training.
    • Administrator training.
    • User manuals and operating procedures.
  • Support and Maintenance
    • Warranty coverage.
    • Preventive maintenance services.
    • Emergency response support.
    • Software updates.

 

  1. Technical Requirements

The proposed system should include:

  • Alarm Monitoring
    • 24/7 monitoring capability.
    • Mobile and email notifications.
    • Remote access and control.
  • Communications
    • Cellular communication backup.
    • Ethernet/IP connectivity.
    • Battery backup during power outages.
  • Security Features
    • User access management.
    • Event logging and reporting.
    • Tamper detection.
    • Multi-level authorization.
  • Compliance
    • UL-listed equipment (if applicable).
    • Compliance with local fire and security regulations.
    • Compliance with applicable industry standard.

 

  1. Vendor Requirements
  • Service Providers that are interested in this assignment must be, and remain, a member of the Chamber for the duration of the agreement and any extension/s to the agreement.
  • Company profile and qualifications.
  • Relevant project experience.
  • Certifications and licences.
  • At least three client references.
  • Proof of insurance.
  • Pricing model and cost breakdown.
  • Sample Service Level Agreements (SLAs).

  

  1. Proposal Submission Guidelines
  • Proposal format: PDF or Word
Activity Scheduled Date
Distribution of RFP Wednesday, September 16, 2026
Deadline for submitting questions / site visit for this RFP Tuesday, September 29, 2026, 4 p.m.
The GSCC’s email response to written questions Friday, October 2, 2026, 4 p.m.
Closing date and time for receipt of proposals Friday, October 16, 2026, at 4 p.m.
Evaluation of proposals Tuesday, October 20, 2026
Vendor selection/contract award notification Friday, October 23, 2026

 

  • Contact information for questions or site visit:
  • Sharleen Sissons
  • sharleen@sudburychamber.ca
  • 705-561-1496
  • Bidders are solely responsible for their own expenses in preparing a proposal and for subsequent negotiations (if any). Any bidder may be required to meet in person or via Zoom with key members of the Chamber team to explain details of the proposal and will be responsible for their own costs.
  • Prices will include all deliverables as outlined in the Scope of Work and this RFP and will be firm for the entire agreement period, and any subsequent extension period/s, unless stated otherwise. HST is to be shown separately.

 

  1. Evaluation Criteria
  • Technical compliance
  • Vendor experience and qualifications
  • Project approach and methodology
  • Cost effectiveness
  • Support and maintenance capabilities

 

  1. Terms and Conditions
  • Notification and NDA:

The successful Service Provider will be notified on Friday, October 23, 2026 by email or telephone and will be required to enter into a formal agreement within 10 business days of acceptance of their final proposal and negotiation of final terms. The agreement will include the contents of this RFP and the Service Provider’s proposal

  • Agreement Term:

The agreement term shall commence effective November 2026, and shall terminate effective October 31, 2027, unless terminated, cancelled or extended in accordance with the specific relevant clauses in the negotiated agreement. Following the first year of the agreement, at the Chamber’s discretion, it may provide the option to renew the agreement for a subsequent one-year extension, for a maximum of two additional terms (ending October 31, 2028, and October 31, 2029), without going out for tender, and based on the same terms and conditions as this agreement.

  • Confidentiality:

This RFP contains proprietary and confidential information of the Chamber and the bidder agrees to not reproduce or distribute this information. The Chamber will treat all information provided by the bidder in response to this RFP as confidential, to be used for the sole purpose of the evaluation and selection of a successful Service Provider partner.

The successful Service Provider will be required, at all times, to maintain the confidentiality, not limited to, of all records, information, discussions, emails, texts, conversations, discussions, reports, intellectual property and work arising from this agreement and any subsequent extension/s.

  • Additional:
    1. this RFP should be construed as an agreement to purchase goods or services;
    2. the lowest priced proposal will not necessarily be the one that is accepted.
    3. bidders will not make any public announcement, or have any communication with the media, in connection with this RFP without the consent of the Chamber.
    4. all work carried out because of this RFP will be the exclusive property of the Chamber and will be given to the Chamber immediately upon completion, expiration or cancellation of this agreement. The Chamber will own all rights, titles and interests in all intellectual property rights in any work that is created and that is paid for by the Chamber.
Scroll To Top