Digitization Services

Request for Proposal (RFP) No. 1661309-23
This Request for Proposal (RFP) is an invitation by the Toronto Police Service (TPS) to prospective and qualified Proponents to submit proposals for digitization of paper records and ancillary services, as further described in this RFP.

Submission Requirements
Proposals must be submitted through the MERX Electronic Bid Submission (“EBS”) System (https://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.  

Proponents are to submit their proposal through the MERX EBS System prior to 1:00:00 P.M. (Toronto local time) on Monday, October 23, 2023.

Objectives
TPS is seeking a Vendor to provide the conversion service of paper documents to PDF format (digitization services) on a job-by-job basis as required by the various units and divisions within the Service.
File digitization and electronic access to these records will contribute -

• To improved efficiency with desktop searchability and streamlined business processes
• To improved controlled access, security, and backup
• To streamlined management of records, including improved retention and disposition management
• To free up physical storage space currently being occupied by these documents for other purposes

Mandatory Requirements
Proponents to refer to section 1.2 of the RFP addressing required forms for submission, and Appendix D for Mandatory Requirements

Only those firms satisfying the mandatory requirements will proceed to stages 2 and 3 of the evaluation process.


Term of the Contract
The initial contract term shall be three (3) years, 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 two (2) additional one (1) year periods, all in accordance with the terms, conditions, and specifications contained in the RFP.
The decision to renew the Contract for any option term will be at the sole discretion of the TPS. All terms and conditions of the Contract shall remain in effect and continue during the optional year(s).

Notwithstanding the above noted, the TPS retains the right to terminate any contract without notice for cause.

The Vendor 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 is selected.

If the successful proponent agrees to this provision, participating agencies may enter into a contract with the successful proponent for the purchase of good and 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.


All in accordance with the requirements stated in the RFP document to be downloaded.

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