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 ServiceNow (ITSM) Licenses
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://torontomu.bonfirehub.ca on or before On or Before January 19, 2024, 11:00:00 AM EST.
Please Note: The University will be closed from December 25, 2023, to January 5, 2024, inclusively.
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 Toronto Metropolitan University, its governors, trustees, officers and employees as an Additional Insured;
ii. 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, and
iii. 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
A valid WSIB Clearance Certificate or alternatively Private Employers Liability in the amount of $2MM.
Authorized ServiceNow Reseller Partner
Proponents must be able to demonstrate they are authorized ServiceNow Resellers.
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 agreement is 5 years.
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- ServiceNow Authorized Reseller Letter Pass/Fail
Stage 2 – Technical Submission Requirements
CRITERIA WEIGHTING (POINTS)
File # 3- Mandatory Support Package(s) for ServiceNow (ITSM) 20
Subtotal 20
Minimum Pass Score for Stage 2- Technical Evaluation Criteria 14
Stage 3- Price Evaluation Criteria:
CRITERIA WEIGHTING (POINTS)
Pricing Part I- Total Fixed Fee- ServiceNow (ITSM) Licenses 80
Subtotal 80
Total 100
Minimum Passing Score
Minimum Passing Score for Stage 2- Technical Submission requirements is 70%
RFP Privacy & IT Security Requirements
The Successful Proponent must pass the RFP Privacy and IT Security requirements prior to implementation and conditional to award the Successful Proponent must further pass the following:
a) Privacy
• Privacy Impact Assessment
b) IT Security
• Security Risk Assessment and compliance with the University's security recommendations.
CRITERIA WEIGHTING (POINTS)
Privacy Impact Assessment Pass/Fail
Security Risk Assessment and compliance with the University’s security recommendations Pass/Fail
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.
