Notice of Intended Procurement
Name of Procuring Entity
Ryerson 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 Residence Management Solution for HRL.
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 http://ryerson.bonfirehub.ca On or Before October 26, 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
i. 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 the University, its governors, trustees, officers and employees as an Additional Insured;
ii. 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 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;
iii. Technology Errors and Omissions (E&O) 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; and
iv. 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. Privacy Liability and Cyber Risk Insurance shall only be required if the Supplier’s software solution is hosted by the Supplier or if internet/cloud based. A standalone Cyber Policy is not required if coverage is provided under a Technology Errors and Omissions Policy.
A valid WSIB Clearance Certificate or alternatively Private Employers Liability in the amount of two million dollars ($2,000,000.00).
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 agreement shall be for 3 years, plus 2 optional 1 year extensions.
The University will base its selection of qualified suppliers on the following criteria:
Mandatory Evaluation Criteria:
CRITERIA WEIGHTING (POINTS)
File #1 – Proposal Acknowledgement Form Pass/Fail
CRITERIA WEIGHTING (POINTS)
File #2 – Privacy Requirements (Bonfire Questionnaire (Q-06C0) Pass/Fail
File #2 – IT Security Requirements (Bonfire Questionnaire (Q-06C0) Pass/Fail
File #2 – Accessibility Requirements (Bonfire Questionnaire (Q-06C0) Pass/Fail
Technical Evaluated Criteria:
CRITERIA WEIGHTING (POINTS)
Company Information 5
Relevant Experience 15
File #5 -Solution Technical and Functional Requirements 20
Project Management Team 10
Project Plan 5
Understanding the Services 10
Social Practices 5
Subtotal 70
Minimum Passing Score is 70% for Stage 2- Technical Evaluation Critieria
Financial Evaluation Criteria:
CRITERIA WEIGHTING (POINTS)
Pricing Part I- Software License/Subscription- Total Fixed Fee 10
Pricing Part II- Implementation- Total Fixed Fee 10
Subtotal 20
Short- Listed Proponents Presentation
CRITERIA WEIGHTING(POINTS)
Proponent Presentation 10
Subtotal 10
Top Two (2) Scoring Proponents from Technical & Financial Criteria shall be invited to present.
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.
