Notice of Intended Procurement
Name of Procuring Entity
Toronto Metropolitan University (the “University”)
Contact Person and Contract Person Coordinates
Tim Sage, 1 Dundas St West, 09th Floor, Toronto, ON, M5B 2H1, 416-979-5000 ext. 557243
Procurement Documents
The procurement documents are available at www.merx.com.
Note that obtaining access to the procurement documents will require prospective suppliers to register and pay a registration fee. Pricing and Payment Terms are available on the MERX website.
Description of Procurement
The University is conducting a Request for Proposal (“RFP”) for Employee Learning Management System.
The procurement is anticipated to involve negotiation. An electronic auction is not anticipated.
Address and Final Date for Submissions
Submissions must be submitted electronically at https://tmu.bonfirehub.ca/opportunities/66154 on or before On or Before August 28, 2023, 11:00:00 AM EDT.
The submissions will not be opened publicly.
Conditions for Participation
The procurement is subject to the following conditions for participation:
Insurance Requirements
- Commercial General Liability Insurance against third party bodily injury (including death), personal injury and broad form property damage (including loss of use) and including products and completed operations liability and blanket contractual liability for an amount of not less than five million dollars ($5,000,000.00) per occurrence. Such insurance shall include a cross liability and severability of interests clause and an endorsement naming Toronto Metropolitan University, its governors, trustees, officers and employees as an Additional Insured;
- Standard automobile insurance for all vehicles owned, licensed or leased by the Supplier and non-owned automobile insurance, where required, for an amount of not less than ten million dollars ($10,000,000.00), per occurrence for each type of coverage. Where the non-owned automobile insurance coverage is provided within a general liability policy, a separate policy is not required; and
- Professional liability insurance for an amount of not less than two million dollars ($2,000,000.00) per occurrence, if applicable to the type of Services offered under this Agreement. This insurance policy is required to be maintained throughout the Term of the Agreement and for a period of twenty-four (24) months after the completion of the Services.
WSIB
- Provide a Valid WSIB Clearance Certificate or alternatively Private Employers Liability coverage in the amount of two (2) million dollars ($2,000,000.00).
University’s Privacy, IT Security and Accessibility Requirements
- The Awarded Proponent must pass the above three requirements prior to award.
Minimum Passing Scores
The Minimum Passing Score is 65% or 32.5 out of 50 points (all “M” questions must receive a “Pass” score, and any “M/I” questions must score a minimum of 5/10, otherwise the Proponents’ bid may be disqualified if either of these conditions are not met) for Stage 2 -Technical Evaluated Criteria.
The Minimum Passing Score is 65% or 13 out of 20 points for Stage 3 Presentation.
The Minimum Passing Score for Stage 5- Privacy, IT Security & Accessibility is Pass.
Applicable Trade Agreements
This procurement is subject to the following trade agreement(s):
The Canadian Free Trade Agreement, Chapter Five
The Comprehensive Economic and Trade Agreement, Chapter 19
The Ontario-Quebec Trade and Cooperation Agreement, Chapter 9
Contract Details
The term of the Final Agreement is 3 years, plus two optional renewal periods of 1 year each, in the discretion of the University.
The University will base its selection of qualified suppliers on the following criteria:
Stage 1
Mandatory Evaluation Criteria:
CRITERIA WEIGHTING (POINTS)
File #1 – Proposal Acknowledgement Form Pass/Fail
File #2- Presentation/Demonstration Preferences Form Pass/Fail
Stage 2- Technical Evaluation Criteria:
CRITERIA WEIGHTING (POINTS)
File # 3- Qualitative Scoring Requirements- Part A Corporate Qualifications and Support
Part A- Company Information 1
Part A- Corporate Experience 4
Part A- Project Team Members 4
Part A- Preliminary Work Plan 2
Part A- Social & Sustainability Policies 1
File # 3- Qualitative Scoring Requirements- Part B LMS Solution Requirements
Part B- Ongoing Support & Updates 4
Part B- User Interface Requirements 3
Part B- Dashboard Requirements 3
Part B- Course Management Requirements 4
Part B- Course Enrollment Requirements 4
Part B- Employee Profiles 3
Part B- Reports & Analytics 3
Part B- Integration of Third-Party Software 2
Part B- Communication Requirements 1
Part B- LMS Technical Requirements 1
File # 3- Qualitative Scoring Requirements- Part C Case Scenarios 20
Subtotal 50
Minimum Passing Score 32.5
Stage 3- Presentation/Demonstration
It is the University’s intention to interview the top 3 scoring Proponents following the evaluation of the Technical Evaluation Criteria in Stage (2). However, the University reserves the right, in its sole discretion, to invite additional Proponents to advance to the Interview in Stage (3) of the evaluation based on the next highest rated criteria scores following the original top 3 scoring Proponents. For clarity, the University may elect to invite the 4th highest scoring Proponent to the Interview Stage and then the 5th highest scoring Proponent to the Interview Stage, and so on, provided all such additional Proponents invited to the Interview Stage have scored at or above the minimum threshold of the Technical Evaluation Criteria Stage.
CRITERIA WEIGHTING (POINTS)
Presentation/Demonstration 20
Minimum Passing Score 13
NOTE – Toronto Metropolitan University will be using a 0-10 scale to score Stage 2 & 3 of the evaluation, utilizing the following criteria:
1. Score of 0: reserved for blank (no response) answer.
2. Score of 1-3: reserved for answer that omits major criteria of the question, or is not relevant to scope, and overall considered a poor answer.
3. Score of 4-7: reserved for answer that does not omit any major criteria of the question (minor omissions are acceptable), and is overall considered a good answer / no more no less than simply answers the question provided,
4. Score of 8-10: reserved for answer that is above what was asked for in the scope, providing relevant information/services/goods that goes beyond Toronto Metropolitan’s expectation, and is overall considered an excellent answer.
Stage 4- Financial Evaluation Criteria:
CRITERIA WEIGHTING (POINTS)
File #4 - Pricing Part I- Total Fixed Fee 30
Subtotal 30
Stage 5- Privacy, IT Security& Accessibility Evaluation Criteria:
CRITERIA WEIGHTING (POINTS)
Appendix H – Privacy Requirements Pass/Fail
Appendix H- IT Security Requirements Pass/Fail
Appendix H- Accessibility Requirements Pass/Fail
The Proponent is required to pass this section as a condition of Award.
Total Evaluated Score 100
Notes
Suppliers should note that information contained within this notice is subject to change. Suppliers are encouraged to obtain the procurement documents which contain the most current information. If there is a conflict between the procurement documents and this notice, the procurement documents will take precedence.
