Notice of Intended Procurement
NAME OF PROCURING ENTITY
The Governing Council of the University of Toronto (the “University”)
CONTACT PERSON AND CONTRACT PERSON COORDINATES
Harneer Batra
215 Huron Street, 3rd Floor
Toronto, ON M5S 1A2
harneer.batra@utoronto.ca
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 Student Residences team at Spaces & Experiences operates undergraduate and graduate student housing on the St. George campus at the University of Toronto (UofT). Our residences include Chestnut Residence, Knox Residence, and Oak House, totaling ~975 rooms. During the academic year (September-April), we accommodate UofT students. However, between May-August, we utilize some of our inventory for short-term stays and operate as a hotel alternative, welcoming tourists, travelers, and groups. To support this type of operation, we seek a Property Management System (PMS) that supports multi-property management, individual and group reservations, front desk operations, housekeeping, reporting/analytics, and revenue management. The system should seamlessly integrate with online travel agencies (OTAs) such as Booking.com and Expedia. Additionally, it should include rate comparison tools, integrated billing/invoicing, 24/7 technical support, and compliance with Canadian and Ontario security and accessibility standards.
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 https://utoronto.bonfirehub.ca/opportunities/91533 on or before April 24, 2025 (2:00 PM local time). The submissions will not be opened publicly.
CONDITIONS FOR PARTICIPATION
The procurement is subject to the following conditions for participation:
N/A
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 for two (2) years with option, at the University’s sole and absolute discretion, to extend for four (4) additional terms of one (1) year each.
EVALUATION CRITERIA
The University will base its selection of qualified suppliers on the following criteria:
STAGE EVALUATION CRITERIA WEIGHT/POINTS
1 Experience and Qualifications 5
1 Technical/Functional Requirements 35
1 Implementation, Data Migration and Requirements 10
1 Service Levels, Maintenance, and Support 15
1 Security, Privacy, and Accessibility Requirements 10
1 Pricing 25
STAGE 1 TOTAL 100
2 Presentations/Interviews/Demonstrations (Optional) 20
3 Proof of Concept (Optional) 20
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.
