Notice of Intended Procurement
This Notice of Intended Procurement is issued by Ontario Pension Board (“OPB”) for procurements covered by the Canadian Free Trade Agreement to provide summary information in relation to specific procurement, as detailed below.
1. Procuring Entity’s Name and Address
Ontario Pension Board
200 King St. West, Suite 2200
Toronto ON M5H 3X6
2. Contact Information
RFP Contact: Michelle Zhu, Manager, Procurement
Email: michelle.zhu@opb.ca
3. How to Obtain Relevant Documents
OPB is posting the RFP on electronic Canadian public tendering systems (MERX and Biddingo) in October 21, 2021. Interested suppliers are encouraged to monitor Canadian public electronic tendering systems for the formal posting of the RFP and are asked not to contact OPB for posting information.
4. Description of Procurement
Board Management Software
OPB is seeking a cloud-based end to end Board Management software to create and distribute Board and Committee books of board materials. In addition to the software, the service provider will provide related services including but are not limited to implementation, maintenance, and training to support OPB’s usage of the software.
5. Time-Frame for Delivery, Duration of Contract and Extension Options
It is anticipated that the resulting contract will be awarded on or about December 31, 2021 and will be for a term of two (2) years with an option to extend on the same terms and conditions for up to five (5) additional terms of up to one (1) year each.
6. Language of Submissions
Unless otherwise indicated, all submissions shall be in English only.
7. Submission Deadline Date and Time
The submission deadline for this solicitation is November 22, 2021 at 3:00:00p.m. local time.
8. Location of Submission
Submission for this solicitation must be submitted at one (1) of the online tendering platforms set out above (i.e., Biddingo or Merx) on or before the Submission Deadline. The proponent is advised to allow for sufficient time in the preparation and submission of its proposal to ensure its proposal is submitted well before the Submission Deadline. Proposals cannot be submitted after the Submission Deadline.
9. Date of Pre-Bid Inspection or Pre-Bid Meeting
Not Applicable
10. Details of Pre-Bid Inspection or Pre-Bid Meeting
Not Applicable
11. CFTA/CETA
Unless otherwise indicated, and subject to applicable exceptions and exclusions, this solicitation is covered by Chapter 5 of the Canadian Free Trade Agreement, and, where the contract value meets or exceeds applicable contract value thresholds, by the Chapter 19 of the Comprehensive Economic and Trade Agreement.
ADDITIONAL INFORMATION
The RFP process is a non-binding RFP which includes a consecutive negotiation process. The service provider may be requested to provide other related services to meet OPB needs during the term.
The following are mandatory functional, technical and other requirements applicable to this procurement:
- Proposed software must be cloud-based with strong security controls, supported with evidence of SOC-II report for the primary data centre, current within the past 2 years.
- Proposed software must allow set up for more than one entity.
- Proposed software must meet the mandatory requirements set out in Appendix E – Functional Requirements and Appendix F – Technical Requirements.
- OPB’s data residency must be limited within the United States (US) and Canada. Solely Canadian data residency is preferred.
- No indemnity from OPB. The Agreement between OPB and the selected proponent must not contain an indemnity or any other form of indebtedness or contingent liability that would directly or indirectly increase the indebtedness or contingent liabilities of OPB.
