Production MFD's for Printing and Duplicating Services

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 Production MFD's for Printing and Duplicating Services.

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 on or before May 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: [insert any requirements that are pass/fail or subject to a minimum score in the evaluation]. 

Insurance Requirements
 

1. commercial general liability insurance on an occurrence basis for third party bodily injury, personal injury, and property damage, to an inclusive limit of not less than $5,000,000 per occurrence and including products and completed operations liability The policy shall include the following:

 

• • Toronto Metropolitan University as an additional insured with respect to liability arising in the course of performance of the Supplier’s obligations under, or otherwise in connection with, the Agreement;
  • Contractual liability coverage;
  • cross-liability and severability of interests clause;
  • employers’ liability coverage (or compliance with the paragraph below entitled “Proof of W.S.I.A. Coverage” is required);
  • an obligation on the Supplier’s insurer to provide 30 day written notice of cancellation, termination or material change to the University;
  • tenants legal liability coverage (if applicable); and
  • non-owned automobile coverage with blanket contractual coverage for hired automobiles.

 

2. professional liability insurance containing at least $2,000,000 limit of coverage for all persons and services connected with this Agreement.

 

3. 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.

WSIB

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

1. Security assessment

Successful completion of a security risk assessment and compliance with the University's security recommendations;
 

2. Privacy assessment

 Successful completion of a security risk assessment and privacy impact assessment and compliance with the University's security and privacy recommendations.

Minimum Passing Scores
The minimum passing score for Stage 2 RFP Accessibility Requirements (Bonfire Questionnaire # # Q-58HO (File #3) is 70% or 2.5 out of 5 points.
The minimum passing score for Stage 3 Technical Evaluation Criteria is 70% or 52.5 out of 75 points.


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 5 years.


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 – RFP Privacy and IT Security Requirements                                                            Pass/Fail


Stage 2- RFP Accessibility Requirements

CRITERIA                                                                                                                WEIGHTING (POINTS)
Accessibility Requirements -Bonfire Questionnaire # Q-58HO (File #3)                                     5

Minimum Passing score for Stage 2- RFP Accessibility Requirements is 50% or 2.5 out of 5 points.

Stage 3- Technical Evaluation Criteria:

CRITERIA                                                                                                                WEIGHTING (POINTS)
File #4- Company Information                                                                                                     5
File #5- Technical and Functional Requirements (Appendix H) Consisting of:       
Base Model Units                                                                                                                        9
Accessories for Base Model Units                                                                                              8
Software                                                                                                                                      8
File # 7- Proposed Solution                                                                                                       25
File # 8- Transition and Project Plan                                                                                         10
File # 9- Project Management Team 5
File # 10 Social and Sustainable Practices                                                                                 5
                                                                                                                   Sub Total                75

Minimum Passing Score- Stage 3 Technical Evaluation                                                        52.5

Appendix H- Scoring Requirements (File # 4):

All requirements are labeled as one of the following categories (“M” and “D/I”,):

Requirements with an “M” indicate mandatory requirements, in the format of “Yes/No” type questions.
Requirements with a “D” are “Yes/No” questions but are not mandatory.
Any combination of requirements with an “I” will require more information provided. It is expected the Proponents shall provide substantial detail explaining their answers to “D/I” questions.

Note:

All “M questions must receive a “Pass” score, and any “D/I” questions must score a minimum of 5/10, otherwise the Proponents’ bid may be disqualified if either of these conditions are not met) for Stage 2- Technical Evaluation Criteria.


Stage 4- Financial Evaluation Criteria:

CRITERIA                                                                                                                WEIGHTING (POINTS)
Pricing Part I- Total Fixed Fee- Leased Equipment                                                                     20
                                                                                                                   Subtotal                     20

                                                                                                     Total Evaluated Score            100



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.