Request for Proposal (RFP) # 1549729-22
The Toronto Police Service (TPS) is issuing this RFP for the acquisition and implementation of a Survey Engine Solution. The TPS is in need of an enterprise-grade survey platform to be able to quickly, reliably and securely gather, analyze and present opinions, information, and data from the members of the service (Internal) and the community and partners (External). Functionality will drive both internal surveys, which are fundamental to effective employee engagement at TPS, and external surveys, which provide an important source of data for many direct engagements with the members of the community and various external entities and partners.
Submission Requirements
Proposals must be submitted through the MERX Electronic Bid Submission (“EBS”) System (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.
Your proposal submission shall be taken as your statement that you understand the requirements and agree to comply with the requirements and any supplementary terms and conditions, or addenda stated in the proposal documents.
Your proposal submission confirms that you have checked and confirmed your pricing and by signing the proposal submission forms, you agree that you have not omitted any items from your proposal and you will be bound by law to supply the services as specified at the prices proposed.
Proponents are to submit their proposals through the MERX EBS System prior to 1:00:00 P.M. local time on Friday, October 7, 2022.
Objective
The Proponent is expected to provide the TPS with all software and services (as applicable, including associated documentation) necessary to provide a complete Solution capable of managing 250,000 surveys annually.
- Provide an annual subscription for the service and support.
- All drivers to operate the Solution in the TPS’ current technology environment;
- All out-of-box connectors to bridge the Solution with TPS’s existing survey tools and analytics platforms as applicable.
- Access to product improvements (as they become available).
Term of the Contract
The initial contract term shall be one (1) year, 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 four (4) additional one (1) year periods, all in accordance with the terms, conditions, and specifications contained in the RFP.
Notwithstanding the above noted, the TPS retains the right to terminate any contract without notice for cause.
The Vendor(s) 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 becomes the successful services provider.
If the successful proponent agrees to this provision, participating agencies may enter into a contract with the successful proponent for the purchase of 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.
Negotiations
The TPS reserves the right to enter into negotiations with any one or more Proponents regarding price, scope of services, or any other term of their applications, and such other agreement or contractual terms as the TPS may require, at any time prior to execution of an agreement, whether or not a notice of intent to develop an agreement has been issued to any Proponent and without reissuing this RFP; and to enter into simultaneous, competitive negotiations with multiple Proponents or to negotiate with individual Proponents, either together or in sequence, and to permit or require, as a result of negotiations, the expansion or reduction of the scope of services or changes in any other terms of the submitted applications, without informing other Proponents of the changes or affording them the opportunity to revise their applications in light thereof, unless the TPS, in its sole discretion, determine that doing so is in the TPS’s best interest; and,
to discontinue negotiations with any Proponent at any time prior to the execution of an agreement, whether or not a notice of intent to develop an agreement has been issued to the Proponent, and to enter into negotiations with any other Proponent, if the TPS, in its sole discretion, determine it is in the best interest of the TPS to do so.
All in accordance with the requirements stated in the RFP document to be downloaded.
