RFSQ 24-0345Y2 - Qualified Supplier List - Access Control System
In BidsNeeds a partnerFit 68 · Worth a lookRFSQ 24-0345 · RFSQ 24-0345Y2 - Qualified Supplier List - Access Control System · 78 requirements
Biddable with a partner
Bring in a partner for: On-site delivery + COR safety
- Maps to Cybersecurity (CORE).
- Priced service line — we can bid this at our target rates.
Watch: Likely on-site work; COR often required — not held.
Tender synopsis — what they want & what you must have
View on portal ↗In plain terms
The City of Saskatoon is seeking a qualified supplier to support and maintain Honeywell ProWatch access-control/security systems. This is a pre-qualification (RFSQ) to establish a standing arrangement for on-site work at City facilities.
What they want delivered
•On-site programming, commissioning, and servicing of Honeywell ProWatch security systems
•All wiring work done on-site, with exposed wire housed in conduit or finger tracking and cables/equipment labelled
•Compliance with City safety, confidentiality, and records requirements throughout the contract term
•Records retained and available for audit for 7 years post-contract
•Personnel named in the contract must personally deliver the work; replacements require City approval
To be eligible you MUST
•Hold a **current Honeywell ProWatch certification** (with date of last training) — mandatory, must be uploaded with submission
•Provide **three written reference letters** demonstrating ProWatch support experience for a large organization
•Carry **Commercial General Liability insurance** of at least **$5,000,000 per occurrence** (A.M. Best B+ or better) with all required endorsements
•All on-site staff and subcontractors must have completed **asbestos awareness training** (SCSA or Worksite Safety Compliance Centre) before work begins
•All staff and subcontractors must pass a **criminal record check (CRC)** at the level requested by the City (submitted within 4 weeks of award)
•Submit a comprehensive **Safety Manual** within 5 business days of award (pre-condition of award)
•Respondent must be a **single legal entity** prepared to enter into the Master Framework Agreement
•Must not have an unresolved **Conflict of Interest**; disclose any former City employees involved in preparing the bid
Key submission rules
•**Closing: August 31, 2026 at 2:00 PM CST** — late submissions are automatically rejected
•Submit **only** via the eBidding portal at saskatoon.bidsandtenders.ca; no other method accepted
•Complete **Appendix C – Submission Form** in full per bidding system instructions
•Acknowledge all **addenda** in the submission form; you are responsible for obtaining them
•All response materials must be in **English only**; do not embed documents within uploaded files
•Questions must be submitted **in writing through the bidding system** before the deadline for questions — no other contact permitted
Watch-outs
•Corrupted or unopenable uploaded files may result in outright rejection — verify files before submitting
•Missing the Honeywell ProWatch certification upload = mandatory fail with no second chance after the rectification period
•No lobbying, media contact, or political influence attempts — any of these can disqualify you
•Safety documents (org chart, Emergency Response Plan) must be submitted at least **10 days before work commences** or work will not start
Bid closing
No closing date was detected in this document — check the solicitation cover page.
Bid package completion
Find every missing item and get an AI-suggested answer for each.
Go / no-go summary
78
mandatory requirements
Heavy — a large mandatory load; start early and assign owners immediately.
17 candidate row(s) dropped as unverifiable by the citation guard.
High-risk items
- p.10 — The Supplier shall: (a) avoid any Conflict of Interest in the performance of its contractual obligations; (b) disclose to the City withou…
- p.12 — The Supplier shall not claim fees for any replacement individual greater than the Rates established under the Contract.
- p.15 — the Supplier agrees (a) to keep Records secure; (b) to provide Records to the City within seven (7) calendar days of being directed to do…
- p.17 — The Supplier hereby agrees to put in effect and maintain insurance for the Term, at its own cost and expense, with insurers having a secu…
- p.17 — commercial general liability insurance on an occurrence basis for third party bodily injury, personal injury and property damage, to an i…
- p.17 — contractual liability coverage
- p.17 — cross-liability and severability of interests clause
- p.17 — employers liability coverage
- p.17 — 30 day written notice of cancellation, termination or material change
- p.17 — non-owned automobile coverage with blanket contractual coverage for hired automobiles
- p.17 — The Supplier shall provide the City with proof of the insurance required by the Contract in the form of valid certificates of insurance t…
- p.17 — The Supplier shall provide the City with renewal replacements on or before the expiry of any such insurance.
Submission envelope
- Closing date/time
- —
- Timezone
- —
- Submission channel
- eBidding system (bidding system portal)
- Page limits
- —
- Addenda
- This RFSQ may be amended only by addendum. Additional information will be communicated to all respondents by addendum posted in the bidding system. Each addendum forms an integral part of this RFSQ. Respondents are responsible for obtaining all addenda issued by the City. If an addendum is issued after the Deadline for Issuing Addenda, the City may extend the Submission Deadline for a reasonable period of time.
Format rules
- Submission Form (Appendix C) must be completed in accordance with instructions provided in the bidding system
- All required information must be provided in accordance with the instructions provided in the bidding system
- Questions or requests for additional information must be submitted in writing through the bidding system on or before the Deadline for Questions
- No communications to be sent or initiated through any other means
Addenda — acknowledge all before submitting
This RFSQ may be amended only by addendum. Additional information will be communicated to all respondents by addendum posted in the bidding system. Each addendum forms an integral part of this RFSQ. Respondents are responsible for obtaining all addenda issued by the City. If an addendum is issued after the Deadline for Issuing Addenda, the City may extend the Submission Deadline for a reasonable period of time.
A missed addendum is a common automatic disqualification.
Requirements
| # | Page | Category | Requirement | Can we meet? | Owner | Evidence |
|---|---|---|---|---|---|---|
| 1 | p.2 | submissionmedium | The Supplier acknowledges and agrees that the Supplier Representative named above has authority to legally bind the Supplier.(Section 2 - City and Supplier Representatives) | |||
| 2 | p.4 | submissionmedium | This Agreement may be executed and (i) delivered by facsimile transmission or (ii) scanned and delivered by electronic transmission, and when so executed and delivered, will be deemed an original.(Section 6 - Execution) | |||
| 3 | p.9 | otherlow | Any changes to the Contract shall be by written amendment signed by the parties.(2.05 Changes by Written Amendment Only) | |||
| 4 | p.10 | othermedium | The Supplier shall not subcontract or assign the whole or any part of the Contract or any monies due under it without the prior written consent of the City.(3.06 No Subcontracting or Assignment) | |||
| 5 | p.10 | certificationmedium | The Supplier shall: (a) avoid any Conflict of Interest in the performance of its contractual obligations; (b) disclose to the City without delay any actual or potential Conflict of Interest that arises during the performance of its contractual obligations; and (c) comply with any requirements prescribed by the City to resolve any Conflict of Interest.(3.08 Conflict of Interest) | |||
| 6 | p.11 | otherlow | The Supplier shall commence performance upon receipt of written instructions from the City. | |||
| 7 | p.12 | personnelhigh | The Supplier agrees that to the extent that specific individuals are named in the Contract as being responsible for the provision of the Deliverables, only those individuals shall provide the Deliverables under the Contract.(4.09 Performance by Specified Individuals Only) | |||
| 8 | p.12 | personnelhigh | The Supplier shall not replace or substitute any of the individuals named in the Contract without the prior written approval of the City, which may not arbitrarily or unreasonably be withheld.(4.09 Performance by Specified Individuals Only) | |||
| 9 | p.12 | personnelhigh | Should the Supplier require the substitution or replacement of any of the individuals named in the Contract, it is understood and agreed that any proposed replacement must possess similar or greater qualifications than the individual named in the Contract.(4.09 Performance by Specified Individuals Only) | |||
| 10 | p.12 | financialhigh | The Supplier shall not claim fees for any replacement individual greater than the Rates established under the Contract.(4.09 Performance by Specified Individuals Only) | |||
| 11 | p.13 | otherhigh | For seven (7) years after the Expiry Date or any date of termination of the Contract, the Supplier shall maintain all necessary records to substantiate (a) all charges and payments under the Contract and (b) that the Deliverables were provided in accordance with the Contract and with Requirements of Law.(5.07 Document Retention and Audit) | |||
| 12 | p.13 | otherhigh | During the Term, and for seven (7) years after the expiry or termination of the Contract, the Supplier shall permit and assist the City in conducting audits of the operations of the Supplier to verify (a) and (b) above.(5.07 Document Retention and Audit) | |||
| 13 | p.14 | otherhigh | The Supplier shall not make use of its association with the City without the prior written consent of the City.(6.01 Confidentiality and Promotion Restrictions) | |||
| 14 | p.14 | otherhigh | the Supplier shall not, among other things, at any time directly or indirectly communicate with the media in relation to the Contract unless it has first obtained the express written authorization to do so by the City.(6.01 Confidentiality and Promotion Restrictions) | |||
| 15 | p.14 | otherhigh | the Supplier shall: (a) keep all City Confidential Information confidential and secure; (b) limit the disclosure of City Confidential Information to only those of its directors, officers, employees, agents, partners, affiliates, volunteers or subcontractors who have a need to know it for the purpose of providing the Deliverables and who have been specifically authorized to have such disclosure; (c) not directly or indirectly disclose, destroy, exploit or use any City Confidential Information (except for the purpose of providing the Deliverables, or except if required by order of a court or tribunal), without first obtaining: (i) the written consent of the City and (ii) in respect of any City Confidential Information about any third-party, the written consent of such third-party; (d) provide City Confidential Information to the City on demand; and (e) return all City Confidential Information to the City on or before the expiry or termination of the Contract, with no copy or portion kept by the Supplier.(6.02 City Confidential Information) | |||
| 16 | p.14 | otherhigh | The Supplier shall not copy any City Confidential Information, in whole or in part, unless copying is essential for the provision of the Deliverables.(6.03 Restrictions on Copying) | |||
| 17 | p.14 | otherhigh | On each copy made by the Supplier, the Supplier must reproduce all notices which appear on the original.(6.03 Restrictions on Copying) | |||
| 18 | p.14 | otherhigh | The Supplier shall notify the City promptly upon the discovery of loss, unauthorized disclosure, unauthorized access or unauthorized use of City Confidential Information.(6.04 Notice of Breach) | |||
| 19 | p.15 | certificationhigh | the Supplier agrees (a) to keep Records secure; (b) to provide Records to the City within seven (7) calendar days of being directed to do so by the City for any reason including an access request or privacy issue; (c) not to access any Personal Information unless the City determines, in its sole discretion, that access is permitted under LAFOIP and is necessary in order to provide the Deliverables; (d) not to directly or indirectly use, collect, disclose or destroy any Personal Information for any purposes that are not authorized by the City; (e) to ensure the security and integrity of Personal Information and keep it in a physically secure and separate location safe from loss, alteration, destruction or intermingling with other records and databases and to implement, use and maintain the most appropriate products, tools, measures and procedures to do so; (f) to restrict access to Personal Information to those of its directors, officers, employees, agents, partners, affiliates, volunteers or subcontractors who have a need to know it for the purpose of providing the Deliverables and who have been specifically authorized by a City representative to have such access for the purpose of providing the Deliverables; (g) to implement other specific security measures that in the reasonable opinion of the City would improve the adequacy and effectiveness of the Supplier's measures to ensure the security and integrity of Personal Information and Records generally; and (h) that any confidential information supplied to the City may be disclosed by the City where it is obligated to do so under LAFOIP, by an order of a court or tribunal or pursuant to a legal proceeding and the provisions of this paragraph shall prevail over any inconsistent provisions in the Contract.(6.07 Records and Legislative Compliance) | |||
| 20 | p.15 | otherlow | The provisions of this Article shall survive any termination or expiry of the Contract. | |||
| 21 | p.16 | otherhigh | The Supplier shall not use any insignia or logo of the City except where required to provide the Deliverables, and only if it has received the prior written permission of the City to do so.(7.02 No Use of the City Insignia) | |||
| 22 | p.16 | othermedium | The Supplier shall not incorporate into any Deliverables anything that would restrict the right of the City to modify, further develop or otherwise use the Deliverables in any way that the City deems necessary, or that would prevent the City from entering into any contract with any contractor other than the Supplier for the modification, further development of or other use of the Deliverables.(7.05 No Restrictive Material in Deliverables) | |||
| 23 | p.16 | otherlow | The obligations contained in this Article shall survive the termination or expiry of the Contract. | |||
| 24 | p.17 | insurancehigh | The Supplier hereby agrees to put in effect and maintain insurance for the Term, at its own cost and expense, with insurers having a secure A.M. Best rating of B + or greater, or the equivalent, all the necessary and appropriate insurance that a prudent person in the business of the Supplier would maintain including, but not limited to, the following:(8.02 Insurance) | |||
| 25 | p.17 | insurancehigh | commercial general liability insurance on an occurrence basis for third party bodily injury, personal injury and property damage, to an inclusive limit of not less than $5,000,000 per occurrence and including products and completed operations liability.(8.02 Insurance (a)) | |||
| 26 | p.17 | insurancehigh | contractual liability coverage(8.02 Insurance (a)) | |||
| 27 | p.17 | insurancehigh | cross-liability and severability of interests clause(8.02 Insurance (a)) | |||
| 28 | p.17 | insurancehigh | employers liability coverage(8.02 Insurance (a)) | |||
| 29 | p.17 | insurancehigh | 30 day written notice of cancellation, termination or material change(8.02 Insurance (a)) | |||
| 30 | p.17 | insurancehigh | non-owned automobile coverage with blanket contractual coverage for hired automobiles(8.02 Insurance (a)) | |||
| 31 | p.17 | insurancehigh | The Supplier shall provide the City with proof of the insurance required by the Contract in the form of valid certificates of insurance that reference the Contract and confirm the required coverage.(8.03 Proof of Insurance) | |||
| 32 | p.17 | insurancehigh | The Supplier shall provide the City with renewal replacements on or before the expiry of any such insurance.(8.03 Proof of Insurance) | |||
| 33 | p.18 | certificationhigh | The Supplier covenants and agrees to pay when due, and to ensure that each of its subcontractors pays when due, all amounts required to be paid by it and its subcontractors under all applicable workplace safety and insurance laws and regulations during the Term.(8.04 Workplace Safety and Insurance) | |||
| 34 | p.23 | submissionhigh | Documents requested below will be submitted at least 10 days before work commencing.(Annex B - Contractor Safety Requirements, 1.1 CONTRACTOR) | |||
| 35 | p.23 | submissionhigh | Work will not commence if requested documents are not provided, or if upon review the documents are incomplete.(Annex B - Contractor Safety Requirements, 1.1 CONTRACTOR) | |||
| 36 | p.23 | formathigh | Attach a current organization chart indicating the reporting structure of safety personnel and supervisors.(Annex B - Contractor Safety Requirements, 1.1 CONTRACTOR .2) | |||
| 37 | p.23 | certificationhigh | Attach a copy of the Emergency Response Plan for the worksite.(Annex B - Contractor Safety Requirements, 1.1 CONTRACTOR .5) | |||
| 38 | p.26 | othermedium | All programming and commissioning shall be done while on site.(Annex A - Statement of Work Example, Scope of Work) | |||
| 39 | p.26 | othermedium | All exposed wire shall be housed in finger tracking or conduit as applicable to the environment.(Annex A - Statement of Work Example, Scope of Work) | |||
| 40 | p.26 | othermedium | All cables and access equipment in the electrical room shall be labelled as applicable.(Annex A - Statement of Work Example, Scope of Work) | |||
| 41 | p.29 | submissionhigh | Closing Date: August 31, 2026 2:00 PM(RFSQ 24-0345Y2 - Opening/Closing Dates) | |||
| 42 | p.30 | formathigh | It is your responsibility to make sure the uploaded file(s) is/are not defective or corrupted and are able to be opened and viewed by the Owner. If the attached file(s) cannot be opened or viewed, your submission may be rejected.(RFSQ 24-0345Y2 - Documents) | |||
| 43 | p.30 | certificationhigh | Provide current Honeywell ProWatch certification with date of last training accompanying the certificate.(RFSQ 24-0345Y2 - Documents / Honeywell ProWatch Certification) | |||
| 44 | p.30 | formathigh | Proponent shall provide the evaluation response(RFSQ 24-0345Y2 - Documents / Evaluation Response) | |||
| 45 | p.30 | certificationhigh | Honeywell ProWatch Certification * (mandatory)(RFSQ 24-0345Y2 - Documents / Evaluation Response) | |||
| 46 | p.30 | formathigh | Evaluation Response * (mandatory)(RFSQ 24-0345Y2 - Documents / Evaluation Response) | |||
| 47 | p.31 | submissionmedium | I/WE agree to be bound by the terms and conditions and have authority to bind the Corporation and submit this Bid on behalf of the Bidder.(RFSQ 24-0345Y2 - Addenda, Terms and Conditions) | |||
| 48 | p.31 | submissionhigh | The bidder must declare all potential Conflicts of Interest, as defined in section 3.4 of the RFx.(RFSQ 24-0345Y2 - Addenda, Terms and Conditions) | |||
| 49 | p.31 | submissionmedium | This includes disclosing the names and all pertinent details of all individual (employees, advisers or individuals acting in any other capacity) who (a) participated in the preparation of the proposal; AND (b) were employees of the City within twelve (12) months prior to the Submission Deadline.(RFSQ 24-0345Y2 - Addenda, Terms and Conditions) | |||
| 50 | p.32 | submissionmedium | The Bidder acknowledges and agrees that the addendum/addenda below form part of the Bid Document(RFSQ 24-0345Y2 - Addenda, Terms and Conditions) | |||
| 51 | p.33 | submissionhigh | Submission Deadline: Monday August 31, 2026 02:00:59 PM CST(RFSQ 24-0345Y2 Access Control System.pdf - Cover Page) | |||
| 52 | p.35 | submissionhigh | The respondent must be a single legal entity that, if selected, intends to enter into the Master Framework Agreement described below in section 1.3.(1.1.2 Respondent must be Single Entity) | |||
| 53 | p.37 | submissionhigh | Submission Deadline Monday August 31, 2026 2:00:59 PM CST(1.4.1 Key Dates) | |||
| 54 | p.37 | submissionhigh | Responses must be submitted electronically through the bidding system at: saskatoon.bidsandtenders.ca(1.5.1 Submission of Responses) | |||
| 55 | p.37 | submissionhigh | Submissions by other methods will not be accepted.(1.5.1 Submission of Responses) | |||
| 56 | p.37 | submissionhigh | Responses must be finalized and fully uploaded in the bidding system on or before the Submission Deadline.(1.5.2 Responses to be Submitted on Time) | |||
| 57 | p.37 | submissionhigh | Late submissions will not be accepted by the bidding system and will be disqualified as late.(1.5.2 Responses to be Submitted on Time) | |||
| 58 | p.37 | formatmedium | Response materials should be prepared and submitted in accordance with the instructions in the bidding system, including any maximum upload file size.(1.5.3 Responses to be Submitted in Prescribed Format) | |||
| 59 | p.38 | formatmedium | Documents should not be embedded within uploaded files, as the embedded files may not be accessible or evaluated.(1.5.3 Responses to be Submitted in Prescribed Format) | |||
| 60 | p.38 | submissionhigh | To withdraw a response after the Submission Deadline, a notice of withdrawal must be sent to the RFSQ Contact and must be signed by an authorized representative of the respondent.(1.5.5 Withdrawal of Responses) | |||
| 61 | p.39 | submissionhigh | If the respondent fails to satisfy the mandatory submission requirements within the Rectification Period, its response will be rejected.(2.2 Stage I – Mandatory Submission Requirements) | |||
| 62 | p.39 | otherhigh | Responses that do not satisfy the mandatory technical requirements within the Rectification Period will be rejected.(2.3.1 Mandatory Technical Requirements) | |||
| 63 | p.41 | formathigh | All responses are to be in English only.(3.1.2 Responses in English) | |||
| 64 | p.42 | submissionmedium | Respondents are responsible for obtaining all addenda issued by the City.(3.2.2 All New Information to Respondents by Way of Addenda) | |||
| 65 | p.43 | submissionmedium | Any respondent with concerns about the RFSQ process is required to attend a debriefing prior to proceeding with a protest.(3.3.3 Procurement Protest Procedure) | |||
| 66 | p.44 | submissionhigh | Respondents must not engage in any communications that could constitute a Conflict of Interest and should take note of the Conflict of Interest declaration set out in the Submission Form (Appendix C).(3.4.4 Prohibited Respondent Communications) | |||
| 67 | p.44 | submissionhigh | Respondents must not at any time directly or indirectly communicate with the media in relation to this RFSQ or selection of respondents pursuant to this RFSQ without first obtaining the written permission of the RFSQ Contact.(3.4.5 Respondent Not to Communicate with Media) | |||
| 68 | p.44 | submissionhigh | Respondents must not, in relation to this RFSQ or the evaluation and selection process, engage directly or indirectly in any form of political or other lobbying whatsoever to influence the selection of successful respondent(s).(3.4.6 No Lobbying) | |||
| 69 | p.47 | certificationhigh | All contractors on site must have successfully completed asbestos awareness training, available online from the Worksite Safety Compliance Centre, or from the Saskatchewan Construction Safety Association (SCSA).(Appendix A – Material Disclosures, Asbestos Awareness Training) | |||
| 70 | p.47 | certificationhigh | The certificate of completion must be provided to City of Saskatoon prior to work commencing.(Appendix A – Material Disclosures, Asbestos Awareness Training) | |||
| 71 | p.47 | otherhigh | The successful respondent will have five (5) business days to provide a comprehensive Safety Manual as a pre-condition of award that will address all aspects of job safety, job safety education and workplace hazard reporting.(Appendix A – Material Disclosures, Contractor Safety Requirements) | |||
| 72 | p.47 | certificationhigh | The Contractor, their staff and subcontractors will be required to pass and provide an acceptable current criminal record check (CRC) at the level requested by the City of Saskatoon.(Appendix A – Material Disclosures, Criminal Record Check) | |||
| 73 | p.47 | certificationhigh | Criminal records checks must be submitted within 4 weeks of contract award.(B. MATERIAL DISCLOSURES – Criminal Record Check) | |||
| 74 | p.47 | personnelhigh | Anytime during the contract, the Contractor must inform the City of Saskatoon of any new employee(s).(B. MATERIAL DISCLOSURES – Criminal Record Check) | |||
| 75 | p.47 | certificationhigh | New employees must pass a current criminal record check (CRC).(B. MATERIAL DISCLOSURES – Criminal Record Check) | |||
| 76 | p.48 | submissionmedium | Respondents should refer to the instructions attached to the solicitation for the Appendix C – Submission Form requirements and provide all required information in accordance with the instructions provided in the bidding system.(C. MANDATORY SUBMISSION REQUIREMENTS – 1. Submission Form (Appendix C)) | |||
| 77 | p.48 | insurancehigh | The successful respondent shall provide Proof of General Liability Insurance as a pre-condition of award.(E. PRE-CONDITIONS OF SELECTION – Proof of General Liability) | |||
| 78 | p.49 | experiencemedium | Provide three (3) written reference letters that highlight your ability to support Honeywell ProWatch systems for a large organization.(F. EVALUATION CRITERIA – 1. Experience and Qualifications) |