Managed Hosting Service and Support for Moodle (eClass)

Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
 
Description:
York is soliciting Proposals from experienced and qualified Proponents for the supply, delivery, implementation, support of a Managed Hosting and Support Service for York’ academic Moodle instance (“eClass”). The Selected Proponent will be responsible for, including, but not limited to:

•           To provide a reliable, scalable, and high-performance hosting environment for Moodle, capable of accommodating 70,000+ active users;
•           To ensure the security, availability, and data integrity of the Moodle platform;
•           To grant the institution the ability to update and add plugins to customize the platform as per their evolving needs; and
•           To offer responsive technical support and maintenance services

York’s preference is to award one (1) qualified and experienced Proponent for the Work outlined in this RFP..

York will only consider Proposal submissions received from Proponents who have registered with MERX (www.MERX.com) for this competitive bid.  Proposal submissions from Proponents who have not registered and obtained this Bid Document directly from MERX will be disqualified.

Tendering Website:
Proponents will find the complete RFP Documents at: https://www.merx.com/
 
Pricing and Payment Terms are available on the MERX website, respectively.
 
Procurement Method:
Open tender whereby all interested Proponents may submit a Proposal.
 
Estimated Quantities:
Available within the RFP Documents.
 
Submission Details:
Proponents shall submit their Proposal response at: https://yorku.bonfirehub.ca
 
Submission Deadline:
January 8, 2024 at 3:00:00pm EST.
 
Public Opening:
Not Applicable.

Conditions for Participation:
Available within the RFP document.
Mandatory Submission Requirements:

• Executive Summary and Qualifications (Sections 4.1, 4.2.1 and 4.2.2)(File type: .pdf) – Required
• References (Section 4.2.3) (File type: .pdf) – Required
• Methodology & Timetable/Work Plan (Sections 4.3 and 4.4)(File type: .pdf) – Required
• Proposed System’s License Agreement (Section 4.5)(File type: .pdf) - Required
• Acknowledgement (Section 4.9 and Section 9.0) (File type: .pdf) - Required
• Financial Considerations (Section 4.6) (File type: .pdf) – Required
• Alternative Proposals and Joint Proposals (Section 4.10 and 4.11)(File type: .pdf) – Optional

Complete submission requirements are provided within the RFP documents.
 
Scored Submission Requirements:  
 

1. Qualifications, Experience and References;
2. SOW Mandatory Requirements;
3. Deliverables and Methodology;
4. Timetable/Workplan;
5. Financial Evaluation; and
6. Short-listed Proponent Demonstration/Interview.

Complete submission requirements are provided within the RFP documents.
 
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement.
 
Delivery Date:
The Selected Proponent should have a fully implemented System by within 6 months of contract execution.
 
Duration of Agreement:
The initial term of the Agreement shall be for forty-eight (48) months from the date of an award, with two (2) optional twenty-four (24) month extensions, at York’s sole discretion. All prices shall be net, firm and not negotiable for the initial forty-eight (48) months. Should York choose to exercise its option to extend subsequent to the initial term, any extension to the Agreement shall be upon the same terms and conditions, except for price, which shall be agreed in writing by the parties and shall not exceed the Consumer Price Index – Canada, All-items.
 
Negotiation:
Following evaluation of all Proposals, it is York’s intention to enter into negotiations with the leading Proponents who offers the best overall value to York. York’s intention is to establish a roster of Proponent’s based respectively on the highest to lowest best overall value scores. York reserves the full and sole right to determine how many Proponent’s are included in the roster list.
York reserves the right in its sole discretion to negotiate modifications to any Proposal received without becoming obligated to offer to negotiate with any other Proponent(s).

Supplier Prequalification (if applicable):
 

• [MANDATORY1] The Proponent must be a Moodle Premium Partner;
• The Proponent must demonstrate a proven track record of Managed hosting and supporting of a reliable, scalable, and high-performance large-scale hosting environment accommodating 70,000+ active Moodle users.

 Responses must be submitted in English.




Proponents should note that information contained within this notice is subject to change.  Proponents are encouraged to download the tender document which contain the most current information.
 
If there is a conflict between the RFP documents and this RFP Notice, the RFP 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.