Basic Information

Reference Number

0000204229

Issuing Organization

York University

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

22-004

Title

AI Powered Legal Spend Management SaaS

Source ID

PU.AC.ON.322261.C75367

Agreement Types

Broader Public Sector (BPS)

Canadian Free Trade Agreement (CFTA)

Details

Location

Canada, Ontario, Toronto

Purchase Type

Duration: 2 years
Option: + three (3) optional one (1) year extensions

Description

Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3

Description:
The objective is for the Selected Proponent to implement and support a cloud-based AI-powered Legal Spend Software solution that will streamline the legal spend work process for administration and backed by proactive customer support.

The preference is for a commercial-off-the-shelf cloud-based solution.

Specifically, the end state solution must realize three primary objectives:

Allow for faster, more accurate review of external legal billings;

Identify areas where cost savings can be obtained, automate the budgeting and accrual process and produce standard as well as customized reports; and

Reduce the amount of time spent by in-house counsel and internal clients on reviewing external legal firm invoices.

York’s preference is to award one (1) qualified and experienced Proponent for the Work outlined in this RFP.

York will only consider Proposal submissions received from Proponents who have registered with MERX (www.MERX.com) for this competitive bid. Proposal submissions from Proponents who have not registered and obtained this Bid Document directly from MERX will be disqualified.

Tendering Website:
Proponents will find the complete RFP Documents at: https://www.merx.com/

Pricing and Payment Terms are available on the MERX website, respectively.

Procurement Method:
Open tender whereby all interested Proponents may submit a Proposal.

Estimated Quantities:
Available within the RFP Documents.

Submission Details:
Proponents shall submit their Proposal response at: https://yorku.bonfirehub.ca

Submission Deadline:
July 27, 2021 at 3:00:00pm EST.

Public Opening:
Not Applicable.

Conditions for Participation:
Available within the RFP document.

Mandatory Submission Requirements:

Executive Summary and Qualifications (Sections 4.1 and 4.2)(File type: .pdf) – Required
Methodology & Timetable/Work Plan (Sections 4.3 and 4.4)(File type: .pdf) – Required
References (Section 4.6) (File type: .pdf) – Required
Acknowledgement (Section 4.9 and Section 9.0) (File type: .pdf) - Required
Financial Considerations (Section 4.5) (File type: .pdf) - Required
Pricing Schedule (Section 10.0) (File type: .pdf) – Required
Alternative Proposals and Joint Proposals (Section 4.10 and 4.11)(File type: .pdf) – Optional

Complete submission requirements are provided within the RFP documents.

Scored Submission Requirements:

Qualifications, Experience and References;
Methodology:
1. Platform and Infrastructure of the Solution;
2. Features and Requirements of the Solution; and
3. Product Support and Customer Service.
Timetable/Workplan;
Financial Evaluation; and
Short-Listed Demo Presentation.

Complete submission requirements are provided within the RFP documents.

This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement.

Delivery Date:
The Selected Proponent should provide an agile approach to complete the delivery of solution, take into account the Schedule 2.2 Events and provide a realistic Timetable / Work Plan for consideration.
Phase 1: The Selected Proponent shall have QA approved ready for Production Pilot for October 1, 2021.
Phase 2: The Selected Proponent shall have SSO integration within thirty (30) to sixty (60) days of the Phase 1 completion.

Duration of Agreement:
The initial term of the Agreement shall be for twenty-four (24) months from the date of an award, with three (3) optional twelve (12) month extensions, at York’s sole discretion. All prices shall be net, firm and not negotiable for the Term of the Agreement. Should York choose to exercise its option to extend subsequent to the initial term, any extension to the Agreement shall be upon the same terms and conditions and price.

Negotiation:
Following evaluation of all Proposals, it is York’s intention to enter into negotiations with the Proponent who offers the best overall value to York. During such negotiations, the scope of the Work may be refined, responsibilities will be delineated, implementation issues will be clarified and the final terms and conditions of any Agreement will be determined.
York reserves the right in its sole discretion to negotiate modifications to any Proposal received without becoming obligated to offer to negotiate with any other Proponent(s).
If negotiations with the Selected Proponent are unsuccessful, York reserves the further right in its sole discretion to enter into negotiations with any other Proponent(s).

Supplier Prequalification (if applicable):

Not Applicable.

Responses must be submitted in English.

Proponents should note that information contained within this notice is subject to change. Proponents are encouraged to download the tender document which contain the most current information.

If there is a conflict between the RFP documents and this RFP Notice, the RFP documents will take precedence.

Dates

Publication

2021/07/12 02:53:53 PM EDT

Questions are submitted online

Closing Date

2021/07/27 03:00:00 PM EDT

Contact Information

Jason Chernecky

416-736-2100 ext. 22516

jchernec@yorku.ca

Buyer Preferences, Guidelines & Requirements

General Requirements

- Insurance Required

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

York will only consider Proposal submissions received from Proponents who have registered with MERX and have obtained the Bid Document directly from MERX (www.MERX.com) for this competitive bid. Proposal submissions from Proponents who have not registered and obtained this Bid Document directly from MERX will be disqualified.

All Proposals and accompanying documents must be uploaded electronically at the appropriate project on https://yorku.bonfirehub.ca. York will NOT accept hard copy Proposals.

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