Information de base

Numéro de référence

0000256522

Organisation émettrice

Toronto Police Service

Organisation propriétaire

Toronto Police Services Board

Type d’appel d’offres

DDP - Demande de proposition (Formel)

Numéro d’appel d’offres

1661309-23

Titre

Digitization Services

Code d’identité d’origine

PU.MU.ON.673461.C108179

Types d’accord

Accord de libre-échange canadien (ALÉC)

Canada-Union Européenne: Accord économique et commercial Global (AECG)

Détails

Emplacement

Canada, Ontario, Toronto

Type d’achat

Durée: 3 ans
Option: 2-1yr optional terms

Description

Request for Proposal (RFP) No. 1661309-23
This Request for Proposal (RFP) is an invitation by the Toronto Police Service (TPS) to prospective and qualified Proponents to submit proposals for digitization of paper records and ancillary services, as further described in this RFP.

Submission Requirements
Proposals must be submitted through the MERX Electronic Bid Submission (“EBS”) System (https://www.merx.com/).

For assistance in using MERX, please contact MERX directly at 1-800-964-MERX or visit the MERX website at www.merx.com.

Proponents are to submit their proposal through the MERX EBS System prior to 1:00:00 P.M. (Toronto local time) on Monday, October 23, 2023.

Objectives
TPS is seeking a Vendor to provide the conversion service of paper documents to PDF format (digitization services) on a job-by-job basis as required by the various units and divisions within the Service.
File digitization and electronic access to these records will contribute -

To improved efficiency with desktop searchability and streamlined business processes
To improved controlled access, security, and backup
To streamlined management of records, including improved retention and disposition management
To free up physical storage space currently being occupied by these documents for other purposes

Mandatory Requirements
Proponents to refer to section 1.2 of the RFP addressing required forms for submission, and Appendix D for Mandatory Requirements

Only those firms satisfying the mandatory requirements will proceed to stages 2 and 3 of the evaluation process.

Term of the Contract
The initial contract term shall be three (3) years, commencing after the successful completion of security background checks of assigned Vendor personnel and TPS approvals.

TPS reserves the right to extend the contract for two (2) additional one (1) year periods, all in accordance with the terms, conditions, and specifications contained in the RFP.
The decision to renew the Contract for any option term will be at the sole discretion of the TPS. All terms and conditions of the Contract shall remain in effect and continue during the optional year(s).

Notwithstanding the above noted, the TPS retains the right to terminate any contract without notice for cause.

The Vendor shall not assign or sub-contract any part of this contract to a third party without the prior written approval of TPS.

Piggyback (if applicable)
The TPSB/TPS may, upon request, permit other public bodies and the Police Cooperative Purchasing Group (PCPG) to purchase against any part of the contract which may result from this RFP.

Proponents are requested to indicate on the Pricing Submission form if they will extend the pricing, terms and conditions of this proposal to other government agencies including PCPG, if the proponent is selected.

If the successful proponent agrees to this provision, participating agencies may enter into a contract with the successful proponent for the purchase of good and services described herein based on the terms, conditions, prices, and percentages offered by the proponent. Minor changes in terms and conditions may be negotiated by participating agencies.

Please note: copies of the proponents submission may need to be provided to the interested agency (in confidence) in order to review prior to participating.

Non-Exclusivity
The creation of this RFP shall not be a guarantee of exclusivity.

All in accordance with the requirements stated in the RFP document to be downloaded.

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Dates

Publication

2023-09-22 10h50:23 HAE

Intention de soumissionner

Non disponible

Échéance de la réception des questionsA - Rectificatif précédent

2023-10-18 13h00:00 HAE

Questions sont soumises en ligne

Non

Date de fermetureA - Rectificatif précédent

2023-10-25 13h00:00 HAE

Visite sur les lieux

2023-10-04 09h00:00 HAE

Visite sur les lieux

2023-10-05 09h00:00 HAE

Information du contact

Sam Petralito

416-808-8154

Sam.Petralito@torontopolice.on.ca

Événements pré-soumission

Type d’événement

Visite sur les lieux

Présence

Obligatoire

Date d’événement

2023-10-04 09h00:00 HAE

Lieu

Toronto Police Service Headquarters -See details in Event Note for Mandatory Site Visit Requirements
Note d’événement
Mandatory Site Visit Requirements:
In order to provide a response, Proponents must attend a mandatory site visit at two TPS facilities to view and assess the volume and format of the paper records. Each Proponent will be scheduled for one session at each location.
Please email the “Designated Official” Sam Petralito at Sam.Petralito@torontopolice.on.ca for available dates and times. Dates and times as follows:
1. Toronto Police Service Headquarters
40 College Street, Toronto, Ontario M5G 2J3
Wednesday, October 4, 2023, 9:00 AM
Wednesday, October 4, 2023, 11:00 AM
Wednesday, October 4, 2023, 1:00 PM
1. Toronto Police College
70 Birmingham Street, Etobicoke, Ontario M8V 2Z5
Thursday, October 5, 2023, 9:00 AM
Thursday, October 5, 2023, 11:00 AM
Thursday, October 5, 2023, 1:00 PM
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Type d’événement

Visite sur les lieux

Présence

Obligatoire

Date d’événement

2023-10-05 09h00:00 HAE

Lieu

Toronto Police College - See details in Event Note for Mandatory Site Visit Requirements
Note d’événement
Mandatory Site Visit Requirements:
In order to provide a response, Proponents must attend a mandatory site visit at two TPS facilities to view and assess the volume and format of the paper records. Each Proponent will be scheduled for one session at each location.
Please email the “Designated Official” Sam Petralito at Sam.Petralito@torontopolice.on.ca for available dates and times. Dates and times as follows:
1. Toronto Police Service Headquarters
40 College Street, Toronto, Ontario M5G 2J3
Wednesday, October 4, 2023, 9:00 AM
Wednesday, October 4, 2023, 11:00 AM
Wednesday, October 4, 2023, 1:00 PM
1. Toronto Police College
70 Birmingham Street, Etobicoke, Ontario M8V 2Z5
Thursday, October 5, 2023, 9:00 AM
Thursday, October 5, 2023, 11:00 AM
Thursday, October 5, 2023, 1:00 PM
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Processus de soumission

Type de soumission

Soumission électronique

Enveloppe 1 - Proposal Submission Requirements

Fixation des prix

Aucun prix dans cette enveloppe

Liste de documents de la soumission

Nom de l’item	Description	Obligatoire	Limité à un fichier
Bid Documents	Documents defining the proposal	Oui	Non
Aucune entrée

Directives additionelles d’appel d’offres

See Section 5 Proposal Evaluation for details on Evaluated Criteria (proposals evaluated based on categories A to D))

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Enveloppe 2 - Pricing

Fixation des prix

Dans un document attaché

Liste de documents de la soumission

Nom de l’item	Description	Obligatoire	Limité à un fichier
Bid Documents	Documents defining the proposal	Oui	Non
Aucune entrée

Directives additionelles d’appel d’offres

Part A: Total Solution Price
Provide an all-inclusive Total Standard Digitization Price (using the Pricing Submission form in Section 6 - Appendix A – Pricing Submission).
Part B: Provisional Pricing
The Proponent may provide a list of additional services as well as pricing for any optional value-added services and features that they wish to include (using the Pricing Submission form in Section 6 - Appendix A – Pricing Submission).

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