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 Professional Services for Expanding the Use of ServiceNow.
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/69212 On or Before August 18, 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 Ryerson 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, if applicable to the type of Services offered under this Agreement, for an amount of not less than two million dollars ($2,000,000.00), 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;
- 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;
- Privacy Liability and Cyber Risk Insurance covering liabilities resulting or arising from data damage/destruction/corruption, including without limitation, failure to protect privacy, unauthorized access, unauthorized use, virus transmission, denial of service and loss of income from network security failures in connection with the Services provided under this agreement with a minimum limit of two million dollars ($2,000,000) each claim and annual aggregate. Such insurance will also include coverage for notification costs and credit monitoring services. Such insurance will be maintained on a continuous basis for two (2) years subsequent to termination of this Agreement; a standalone Cyber and Privacy policy is not required if this coverage is included under a Technology Errors & Omissions Policy.
WSIB
Valid WSIB Clearance Certificate or alternatively Private Employers Liability in the amount of $2MM.
Minimum Passing Scores
The Minimum Passing Score is 70% or 52.5 out of 75 points for Stage 2- Technical Evaluated Criteria; (For Appendix K), 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 Evaluation Criteria. Please refer to the RFP for full details.
Applicable Trade Agreements
This procurement is subject to the following trade agreement(s):
The Canadian Free Trade Agreement, Chapter Five
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 for Services and Licenses, 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- Privacy Requirements Pass/Fail
File # 2- IT Security Requirements Pass/Fail
File # 2- Accessibility Requirements Pass/Fail
Stage 2- Technical Evaluation Criteria:
CRITERIA WEIGHTING (POINTS)
File # 3- Company Information 5
File # 4 - Relevant Experience 10
File # 5 -Technical and Functional Requirements 25
File # 6 - Project Management Team 15
File #7 - Project Plan 10
File #8 - Understanding the Services 5
File # 9 - Social and Sustainable Practices 5
Subtotal 75
Minimum Passing Score for Stage 2 52.5
Appendix K- Scoring Requirements:
i. All requirements are labeled as one of the following categories (“M”, “D”, “I”, “M/I”, “D/I”):
❖ Requirements with an “M” indicate mandatory requirements, in the format of “Yes/No” type questions.
❖ Requirements with a “D” are “Yes/No” questions but are not mandatory.
❖ Any combination of requirements with an “I” will require more information provided. It is expected the Proponents shall provide substantial detail explaining their answers to “I”, “M/I”, or “D/I” questions.
In addition, Proponents must indicate if their response is either;
S = Standard Feature
C = Available with Customization
N = Not Available
Note - ALL Proponent responses labeled as “C” must include an explanation. This includes ANY “M” or “D” responses with this label explaining the details of the customization required.
Any requirements denoting M or M/I that do not pass evaluation, will eliminated the Proponent’s submission from further evaluation.
Stage 3- Financial Evaluation Criteria:
CRITERIA WEIGHTING (POINTS)
Pricing Part I- Total Fixed Fee 25
Subtotal 25
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.
