How to Buy From Us Without an RFP, Ontario and Federal

The permission slip: talking to us first is allowed.

Buyers sometimes worry that a conversation with a vendor before a purchase could look improper. The rules say otherwise. Municipal procurement policies contemplate vendor meetings and market research as a normal part of planning a purchase. CanadaBuys publishes vendor-engagement guidance for exactly this situation, and the federal procurement directive encourages departments to do market research before a solicitation is drafted.

Talking to a vendor before a purchase is due diligence, not favouritism.

The procurement ladder

Find your dollar band. The method follows.

Every band has a legal buying method, and every method maps to at least one of our offers. Start with the number on your file.

The procurement ladder: every band, every method
Dollar band	What it is in plain English	Which of our offers fits	What we need from you
Federal directed contract Under $40K	A federal department awards directly to us. No competition, no posting: a quote and a contract.	Accessibility Audit (from $4,500) · AI Proof of Concept ($39.5K fixed) · AI Answer Bot (from $25K) · Intake & CRM (from $25K)	A 20-minute call and your statement of requirements. We return a fixed quote with SOW-ready wording.
Federal ACAN Notice then award	Above $40K, the department posts a notice of its intent to award to us. If no other supplier successfully challenges it, the award proceeds.	AI Answer Bot and Intake & CRM scopes above $40K · the production build after an AI Proof of Concept	Your draft requirement. We supply the capability detail that supports the notice.
Municipal direct purchase Under $25K most GTA · under $35K York Region	Your procurement bylaw lets staff buy directly below the threshold, documented with a quote and a PO.	Accessibility Audit (from $4,500) · Workflow Automation scoped to fit your band	One email naming the offer. We quote to fit inside your bylaw threshold.
Consulting direct award Under $50K Markham · professional services under $25K Whitby	Some bylaws set a higher direct-award band for consulting and professional services than for general purchases.	AI Proof of Concept ($39.5K fixed) inside Markham's consulting band · Accessibility Audit anywhere	Confirm your bylaw's consulting definition applies. We word the scope to match it.
Invitational three-quote $25K to $100K, some bylaws to $133.8K	You invite three vendors to quote. No public posting: the fastest competitive route.	Municipal Website ($45K-$75K) · Intake & CRM ($25K-$45K) · AI Answer Bot (from $25K)	One line to khaldoon@gondaltech.com with the closing date. We confirm same day.
Open competition RFP/RFT above the invitational band	Posted publicly on a portal and scored against evaluation criteria.	Municipal Website ($45K-$75K) · larger intake, automation and AI programs	The solicitation. Bid or no-bid confirmed within 2 business days, and RFI answers are free.
Vehicles and VORs Any value under a standing arrangement	A pre-qualified list or supply arrangement your buyers call up against, at any dollar value. See vehicles and registrations.	All six offers as each vehicle goes live. Current status is on the vehicles page.	Tell us which vehicle you buy through and we confirm our status on it.

On a small screen, slide the table sideways to see every column.

Thresholds verified August 2026, re-checked quarterly.

Get us on your three-quote list.

We are registered on bids&tenders, Biddingo, Bonfire, MERX and the Ontario Tenders Portal, under web development, IT consulting and AI services categories. If your invitational competition goes out through any of them, we can be one of your three quotes.

Email one line to khaldoon@gondaltech.com with the closing date and we confirm same day.

Every quote we return includes

A fixed price. Not a rate card, not an estimate range.
SOW-ready deliverables you can paste into the purchase file.
An insurance commitment, with the certificate delivered on award.
References: comparable commercial projects, available on request.

Open competitions: our bid process.

When your file goes above the invitational band, this is how we respond to a public solicitation.

What we submit: A compliant technical response written against your evaluation criteria, fixed pricing, the principals named as key personnel, and scope described in deliverables your evaluators can score.
References policy: Commercial references presented as comparable projects, available on request. Municipal references in progress. Sub-consultants named wherever a scope needs them.
Turnaround commitment: We confirm bid or no-bid within 2 business days of seeing the solicitation, so you always know whether to expect our response.
RFIs: We answer RFIs free. Ask us anything that helps you write a better solicitation.

Teaming

For primes and subcontractors.

If you hold the paper, we deliver under it: fixed-scope AI, chatbot, WCAG and accessibility, and CRM and intake builds, priced as a clean subcontract line in your bid.

Our prerequisites are in order: incorporated under the CBCA, insured on engagement, and principals available for the key-personnel sections of your submission.

Email us a scope and get a sub quote inside a week: khaldoon@gondaltech.com

SOW-ready deliverables, one sentence each.

Paste these into a statement of work as written. Every quote expands them into full deliverables, timeline and acceptance criteria.

AODA & WCAG Accessibility Audit: The vendor will conduct an accessibility audit of the designated web properties against WCAG 2.1/2.2 AA and deliver an executive summary, per-criterion pass/fail results, severity-ranked issues with code-level remediation guidance, and filing of the organization's AODA compliance report.
Bilingual AI Answer Bot: The vendor will implement a bilingual (English and French) retrieval-only answer service over the organization's published content, with source citation on every answer, a human escalation path, Canadian data residency, and monthly accuracy reporting.
AI Proof of Concept: The vendor will deliver a fixed-price, 8-week AI use case implementation with success criteria defined before build, an evaluation methodology and results report, and a production-phase price quoted alongside the pilot.
Municipal Website: The vendor will design, build and launch a WCAG 2.2 AA conformant municipal website on Canadian hosting, including migration from the legacy CMS and hosting and support tiers under SLA, delivered in 8-12 weeks.
Intake & CRM Platform: The vendor will implement a program, permit and grant intake platform with automated routing, status tracking and reporting, including configuration, staff training and documentation handover.
Workflow Automation: The vendor will analyse the designated back-office process and implement cognitive automation covering document intake, routing, notifications and status tracking, scoped and priced per process.

Every legal way to buy from us.