Augmentation of VOR for Captioning and Computerized Note Taking Services

Notice of Intended Procurement

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

Contact Person and Contract Person Coordinates
Susie Temou, 1 Dundas St West, 16th Floor, Toronto, ON, M5B 2H1, 416-979-5000 ext. 553427


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 Supplier Pre-Qualifications to Establish a Standing Arrangement (RFSA).
This request for Supplier Qualifications ("RFSA") is an invitation to prospective Proponents for submissions indicating their organization's capability, experience and resources for the provision of Augmentation of Vendor of Record for Captioning and Computerized Note Taking Services for Academic Accommodation Support (AAS).
The University intends to execute a Professional Services Agreement, provided in Appendix E for all Prequalified Suppliers.
The University also intends to execute a PO and an Academic Accommodation Support (AAS) Service Provider Guidelines & Agreement provided in Appendix I following the selection of one of the Prequalified Suppliers that results from the second stage procurement process (SOW).

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/100733 on or before February 24, 2026, at 11:00:00 am.
The submissions will not be opened publicly.

Conditions for Participation
 
The procurement is subject to the following conditions for participation:
The award of a Final Agreement to a Successful Proponent(s) is conditional on the Successful Proponent(s) providing the following information to the University, in accordance the timeframes specified by the University:
Insurance:

a) 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;

b) Professional liability insurance for an amount of not less than two million dollars ($2,000,000.00) per claim, 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;

c)Standard automobile insurance (if applicable) 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.

WSIB (or Equivalent):
A clearance certificate from the Ontario Workplace Safety Insurance Board, or if the Successful Proponent is not subject to the Workplace Safety and Insurance Act (Ontario), evidence of employers’ liability coverage equivalent to WSIB coverage in the amount of not less than two million dollars ($2,000,000.00).

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 Standing Arrangement is three (3) years.

Prequalification

The University intends to select a limited number of qualified suppliers to be invited to participate in the subsequent procurement process.  The criteria that will be used to prequalify suppliers are set out in procurement documents.

The University intends to select up to a maximum of five (5) qualified suppliers for the purposes of establishing a Standing Arrangement list. 

The term of the original Standing Arrangement was three (3) years. The term resulting from this augmentation will align with the original expiry date, January 5, 2028.

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                                                                                                                         10
File #4 – Relevant Experience                                                                                                                          30
File #5 – Proponent Team                                                                                                                                 10
File #6 – Social Policy Programs                                                                                                                        5
TOTAL                                                                                                                                                               55
Stage 3 - Financial Evaluation Criteria:
CRITERIA                                                                                                                                       WEIGHTING (POINTS)
Pricing Part I - Computerized Note Taking (CNT) Standard Lower Fee Range                                               2.5
Pricing Part II - Computerized Note Taking (CNT) Standard Upper Fee Range                                              2.5
Pricing Part III - Computerized Note Taking (CNT) Near Verbatim Lower Fee Range                                     2.5
Pricing Part IV - Computerized Note Taking (CNT) Near Verbatim Upper Fee Range                                    2.5
Pricing Part V - Computerized Note Taking (CNT) Editing/Preparation Time Lower Fee Range                     2.5
Pricing Part VI - Computerized Note Taking (CNT) Editing/Preparation Time Upper Fee Range                    2.5
Pricing Part VII - Real Time Captioning (RTC) Lower Fee Range                                                                   2.5
Pricing Part VIII - Real Time Captioning (RTC) Upper Fee Range                                                                  2.5
Pricing Part IX - Real Time Captioning (RTC) Editing/Preparation Time Lower Fee Range                           2.5
Pricing Part X - Real Time Captioning (RTC) Editing/Preparation Time Upper Fee Range                            2.5
TOTAL                                                                                                                                                             25



Stage 4 – Presentation
CRITERIA                                                                                                                                     WEIGHTING (POINTS)
Presentation                                                                                                                                                     20
TOTAL                                                                                                                                                             20                          

Minimum Passing Score
                                                                                                                
The Minimum Passing Score for Stage 2: Technical is 70% or 38.5 out of 55 Points.
The Minimum Passing Score for Stage 4: Presentations is 50% or 10 out of 20 Points.

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.

Suppliers should also note that only suppliers prequalified will receive further notices of procurement related to the subsequent procurement process.
 

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