Basic Information

Reference Number

0000264861

Issuing Organization

University of Toronto – St. George Campus – Procurement Services

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

UOT202416993

Title

Audio Visual System Upgrade For Simcoe Hall

Source ID

PU.AC.ON.238761.C110216

Agreement Type

Open Bidding (OB)

Details

Location

Canada, Ontario, Toronto

Purchase Type

Duration: 1 year

DescriptionA - Previous Amendment

Notice of Intended Procurement

NAME OF PROCURING ENTITY
The Governing Council of the University of Toronto (the “University”)

CONTACT PERSON AND CONTRACT PERSON COORDINATES

Raymond Siguenza
215 Huron Street, 3rd Floor
Toronto, ON M5S 1A2
raymond.siguenza@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 University is conducting an RFP for Audio Visual System Upgrade For Simcoe Hall

The Governing Council Chamber and Chairs’ Boardroom are located at Simcoe Hall with address at 27 King's College Circle Toronto, ON M5S 1A1. These rooms are in a heritage building with unique considerations compared to a standard boardroom or classroom. The audio visual (AV) equipment in these two rooms are outdated (almost 7 years old) and starting to experience failures. The University requires a refresh of the equipment that includes design, installation, warranty and maintenance agreement.

The main deliverables of the project are as follows:
1. Provide a totally integrated, professionally designed, and intuitive AV over IP system for the Governing Council Chamber and Chairs’ Boardroom.
2. The solution must provide easy self-serve operation of the AV system for everyday end users as well as more in-depth admin functionality and control that allows technical additional routing and control capabilities for nonstandard meeting and events.
3. The video conference solution will be required to provide software-codec based conferencing. The solution must be platform agnostic and allow for all video conferencing software to be used (MS Teams, Zoom, Webex, etc.).
4. In-room PC plus BYOD (“Bring Your Own Device”) functionality is required.
5. Remove previously run cabling in conduit going from AV machine room to floor boxes.

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/ on or before Thursday, March 28, 2024 (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 one year with no extension options.

EVALUATION CRITERIA
The University will base its selection of qualified suppliers on the following criteria:

EVALUATION CRITERIA WEIGHT
Experience and Qualifications 20
Approach and Methodology 25
Functional and Technical Requirements 30
Warranty, Service and Maintenance 5
Price 20
Vendor Presentation 20
Total 120

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.

Dates

Publication

2024/02/20 03:36:12 PM EST

Bid Intent

Not Available

Question Acceptance DeadlineA - Previous Amendment

2024/03/15 02:00:00 PM EDT

Questions are submitted online

Closing DateA - Previous Amendment

2024/03/28 02:00:00 PM EDT

Onsite Visit

2024/03/08 10:00:00 AM EST

Contact Information

Raymond Siguenza

000-000-0000

Raymond.Siguenza@utoronto.ca

Pre-Bidding Events

Event Type

Onsite Visit

Attendance

Recommended

Event dateA - Previous Amendment

2024/03/08 10:00:00 AM EST

Location

Lobby of Simcoe Hall at 27 King's College Circle Toronto, ON M5S 1A1

Event NoteA - Previous Amendment

The University will be conducting a Proponents Meeting or Site Visit to give Proponents an opportunity to inspect the site and ask questions. Note that Proponents are asked to submit their questions as per timeline outlined above if a formal response is required. All Q&A will be posted to MERX.
Date: March 8, 2024
Time: 10:00am to 12:00pm
Meeting place: Lobby of Simcoe Hall at 27 King's College Circle Toronto, ON M5S 1A1.
Proponents will send their RSVP to Peter Sverko at email Peter.Sverko@utoronto.ca by March 7, 2024.
See more

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

Each Proponent is required to submit its Proposal on Bonfire at the following link: https://utoronto.bonfirehub.ca/opportunities/76468

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