Undergraduate Admissions Assessment Services for the School of Medicine

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, 16th 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 RFP for Undergraduate Admissions applicant online video interview and applicant screening services for the School of Medicine (“SOM”) at the University.

The procurement is not 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/79917
on or before June 7, 2024, at 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:
a. Insurance
i. 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 Ryerson University, its governors, trustees, officers and employees as an Additional Insured;
ii. 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;
iii. 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;
iv. Privacy Liability and Cyber Risk Insurance covering liabilities resulting or arising from data damage/destruction/corruption, including without limitation, failure to protect privacy, unauthorized access, unauthorized use, virus transmission, denial of service and loss of income from network security failures in connection with the Services provided under this agreement with a minimum limit of two million dollars ($2,000,000) each claim and annual aggregate. Such insurance will also include coverage for notification costs and credit monitoring services. Such insurance will be maintained on a continuous basis for two (2) years subsequent to termination of this Agreement.

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

c. Accessibility
The University requires that the Proponent provide a demo instance or test environment to test the accessibility of the proposed solution. The Proponent's Proposal must meet the Web Content Accessibility Guidelines (WCAG) 2.1 at Level.

d. Security Assessment
Successful completion of a security risk assessment and compliance with the University's security recommendations.

e. Privacy Assessment
Successful completion of a Privacy risk assessment and compliance with the University's security recommendations.
Applicable Trade Agreements
This procurement is subject to the following trade agreement(s):
Broader Public Sector (BPS)
Canada-European Union Comprehensive Economic and Trade Agreement (CETA)
Canadian Free Trade Agreement (CFTA)
Quebec/Ontario

Contract Details
The term of the Final Agreement is 3 years, plus two optional renewal periods of 1 year each, at the discretion of the University.

The University will base its selection of qualified suppliers on the following criteria: [insert evaluation criteria].

Mandatory Evaluation Criteria

Criteria                                                                                            Weighting (Points)
                                                     
File #1 – Proposal Acknowledgement Form                                           Pass/Fail
File #2- RFP Privacy Requirements                                                        Pass/Fail
File #2- RFP Security Requirements                                                       Pass/Fail
File #2- RFP Accessibility Requirements                                                Pass/Fail

Technical Evaluation Criteria

Criteria                                                                                            Weighting (Points)
File #3- Company Information                                                                        5
File #4- Relevant Experience                                                                        25
File # 5- Technical and Functional Requirements                                         25
File #7- Project Management Team                                                              10
File #8 - Project Plan                                                                                     10
File # 9- Social and Sustainable Practices                                                     5
Subtotal                                                                                                        80       

                                                                                                        
Financial Evaluation Criteria                                                                                                                                                                         
Criteria                                                                                            Weighting (Points)                          
Pricing Part I - Total Fixed Fee- 5 Years                                                        20

Total Evaluated Score                                                                                100

The Minimum Passing Score
The Minimum Passing Score for Stage 1 - RFP Privacy, Security and Accessibility Requirements is:
Appendix K- RFP Privacy Requirements             Pass
Appendix K - RFP Security Requirements           Pass
Appendix K- RFP Accessibility Requirements     Pass

The Minimum Passing Score for Stage 2 - Technical Evaluation is 70% or 56 out of 80 points.      


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.