Event Planning Services for International Skills Summit 2024

Notice of Intended Procurement
Name of Procuring Entity
Toronto Metropolitan University (the “University”)

Contact Person and Contract Person Coordinates
Tim Sage, 1 Dundas St West, 09th Floor, Toronto, ON, M5B 2H1, 416-979-5000 ext. 557243

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 a Request for Proposal (“RFP”) for Event Planning Services for International Skills Summit 2024.

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://tmu.bonfirehub.ca/opportunities/70107  on or before September 19, 2023, 11:00:00 AM EDT.

The submissions will not be opened publicly.

Conditions for Participation
The procurement is subject to the following conditions for participation:

Insurance Requirements
 

1. Commercial General Liability Insurance against third party bodily injury (including death), personal injury and broad form property damage (including loss of use) and including products and completed operations liability and blanket contractual liability for an amount of not less than five million dollars ($5,000,000.00) per occurrence.  Such insurance shall include a cross liability and severability of interests clause and an endorsement naming the University, its governors, trustees, officers and employees as an Additional Insured;
2. Standard automobile insurance for all vehicles owned, licensed or leased by the Supplier and non-owned automobile insurance, where required, for an amount of not less than two million dollars ($2,000,000.00), per occurrence for each type of coverage. Where the non-owned automobile insurance coverage is provided within a general liability policy, a separate policy is not required;
3. Professional liability insurance for an amount of not less than two million dollars ($2,000,000.00) per occurrence, if applicable to the type of Services offered under this Agreement. This insurance policy is required to be maintained throughout the Term of the Agreement and for a period of twenty-four (24) months after the completion of the Services.

WSIB Clearance Certificate

A Valid WSIB Clearance Certificate or alternatively Private Employers Liability insurance in the amount of $2MM.


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 16 months.


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

Stage 1
Mandatory Evaluation Criteria:

CRITERIA                                                                                                                WEIGHTING (POINTS)
File #1 – Proposal Acknowledgement Form                                                                           Pass/Fail
File 2 – Privacy Requirements                                                                                                Pass/Fail


Stage 2- Technical Evaluation Criteria:
      CRITERIA                                                                                                          WEIGHTING (POINTS)
File # 3 -Company Information                                                                                                     5
File # 4 - Relevant Experience                                                                                                    20
File # 5 - Project Management Team                                                                                           20
File # 6 - Project Plan                                                                                                                  20
File # 7 - Understanding the Services                                                                                          10
File # 8 - Social and Sustainable Practices                                                                                    5
                                                                                                                                 Subtotal       80
Minimum Passing Score- Stage 2                                                                                                56

Stage 3- Financial Evaluation Criteria:


CRITERIA                                                                                                                WEIGHTING (POINTS)
File # 9 Pricing Part I- Total Fixed Fee                                                                                        20
                                                                                                                  Subtotal                     20

     Total Evaluated Score                                                                                                           100


Minimum Passing Score

The minimum passing score for Stage 2- Technical Evaluation Criteria is 70%.

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.



 

Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.